Plans & credits

Go to Dashboard > Club Plans and click Create Plan. The first decision is the type: a membership plan (everything below) or an administrative fee, a one-time charge like an application or registration fee. Fees only need a name and an amount; they are billed as invoices, stay hidden from the athlete enrollment picker, never enroll anyone in a membership, and can be charged by join pipelines. For membership plans, the next decision is the billing model:

• One-time pack: athlete pays once and receives a fixed total quota of credits (for example, 10 private lessons). When the credits are used up, the plan moves to an Exhausted state and the athlete can re-purchase the same pack. No automatic renewal.
• Recurring subscription: athlete pays each cycle (monthly, quarterly, or annual) until cancelled. Within a recurring plan you can pick a per-cycle quota (a pack that resets each cycle) or a typed unlimited entitlement.

Enter the plan name, price, billing cycle, and which weapons it applies to. Recurring plans also have a Plan length: leave it on Renews forever, or set a number of cycles after which the plan ends on its own (for example, a 10 month season). Members who enroll under a fixed length stop being billed at the end, and their access ends with the final cycle. Changing the length later applies to new enrollments only. Every plan has a late-cancel cutoff in hours; cancellations made inside that window still consume the credit.

Under What's included, lessons and practices are configured independently, so a single plan can cover both. Each one is set to:

• Not included: members cannot book that kind of session on this plan.
• Unlimited: no cap, and nothing is ever decremented. Recurring plans only.
• Set an amount: a number of credits per cycle (recurring) or in total (one-time pack).

That means a standard club membership like 8 lessons plus unlimited practices is one plan your members enroll in once, rather than two plans they have to hold at the same time. Each side keeps its own credit pool: lesson bookings only draw down the lesson quota, and practice bookings only draw down the practice quota.

Each plan carries its own How you'll get paid settings, so a club can run card-billed memberships and Zelle-collected packs side by side.

• Paid recurring plans with Stripe connected bill automatically. FencR creates the matching Stripe Price, the card on file is charged every cycle, and there is nothing for the member to pay by hand.
• Everything else lets you tick the ways you will accept money: Card, Zelle, and Cash. The starred method is the one the invoice routes to; the others appear on the invoice as also accepted. Cash never routes an invoice on its own (there is nowhere to send the payer), it simply tells the member they may settle in person.
• When Zelle is in play you pick which handle receives it, and whether the handle is printed on the member's copy of the invoice. Turning that off keeps routing and reconciliation exactly as they are, it just stops publishing the handle to the payer.

Options you have no way to fulfil are hidden: Zelle needs a handle on the club or a coach (Club Settings > Getting paid), and card payment needs Stripe connected (see Stripe Setup).

Open an athlete's member profile and click Assign plan in the Plans section. The picker shows each plan with its price, billing cycle, and what it includes, so you can see exactly what you are granting before you grant it. If the assignment will bill or notify the member, FencR asks you to confirm first and tells you which it is: a plan you invoice sends them an invoice immediately, a Stripe plan asks them to set up payment, and a free plan simply activates. Athletes can hold multiple active plans at the same time, which is useful when an athlete pays for a base membership plus an add-on lesson pack. All active plans show as badges in the Members table.

Toggle Require payment upfront on a plan to gate enrollment behind a completed checkout. The athlete (or their parent for minors) must finish Stripe Checkout before the plan becomes active and starts consuming credits. Use this for plans where you do not want access granted before payment lands.

Click any plan on the Club Plans page to open the Subscription Detail modal. From there you can see every active subscriber, add subscribers in bulk by picking members from a search list, and remove subscribers. This is the fastest way to enroll a cohort onto a new plan without opening each member profile individually.

Select several athletes in the Members table and use the Assign Plans bulk action to enroll the whole selection in one or more plans at once.

When an athlete books a session, FencR decrements the matching bucket: a lesson spends lesson credits, a practice spends practice credits, and an unlimited side never decrements at all. If a coach books an athlete past their remaining quota, the booking is allowed: coaches can intentionally book an athlete over quota; athletes cannot push past it themselves. Recurring quotas reset at the start of each billing cycle. A one-time pack is only marked Exhausted once every counted bucket is spent, so a pack that still has practice credits left stays usable after its lessons run out.

Athletes (and parents on behalf of a minor) can repurchase an exhausted pack from their plan view. Each purchase creates a fresh credit pool, and multiple active copies of the same pack are consumed oldest-first.

Cancelling a recurring subscription stops future renewals; access and any remaining quota stay valid until the end of the current billing period. One-time packs do not need to be cancelled; they naturally end when exhausted. For both shapes, you can refund a used creditfrom the athlete's plan view (for example, when a coach cancels a session inside the cutoff window). The refund returns a credit to the pool. It never moves money: if money should also go back, issue that refund from your Stripe dashboard (see Refunds) and FencR will mirror it onto the invoice.

Edit a plan's name, price, weapon coverage, plan length, or payment settings at any time from the Club Plans page. Changes apply to new enrollments; existing subscribers stay on their current price, quotas, and end date until renewal. The billing model (one-time vs recurring) and the lesson and practice quotas are locked after creation, because they are tied to an existing Stripe price and to credits members have already been granted. A different plan shape means a new plan, which keeps your pricing history clean; migrate athletes across when you are ready.

A plan priced at $0 grants its credits with no billing at all: no Stripe charge, no invoice. Free plans are useful for trial groups, scholarship athletes, or staff. A club with no active plans at all books sessions free with no credits involved, so you only need plans once you want quotas or billing.

Use the menu on a plan card to deactivate it. If the plan has active subscribers you choose what happens to them:

• Stop new signups only: existing subscribers keep the plan; it disappears from the enrollment picker.
• Cancel at end of current period: subscribers finish the cycle they paid for, then the plan ends.
• Cancel immediately: subscriptions stop now. No refunds are issued automatically; handle any refunds in Stripe.

Deactivated plans can be reactivated later from the same menu.