Introduction
On platforms with e-commerce, you can configure and sell subscription plans, which grant access to a bundle of content for a specified amount of time. For background information about how to set up subscriptions, see the main article: Creating and managing subscription plans.
Depending on how they are configured, subscription plans may be purchased directly by learners, or they may be purchased by Power Users who then distribute the seats or licenses to their learners. For more information see the articles Purchasing subscriptions as a learner and Purchasing subscriptions as a Power User.
You can keep track of all the different subscription plans that have been sold in the dedicated Manage transactions page. This page also lets you manually create transactions (obtaining the same result as if a purchase had been made) or make edits to existing transactions.
This article covers how to manage, create or edit transactions from the Manage transactions page.
View the list of transactions
To access the Manage transactions page, navigate to Navigation menu > Configuration (spanner icon) > E-commerce > Subscription transactions.
On this page, each transaction equals one sold plan, with one record per row. In the default view, each record will show columns for the creation date, transaction code, sold to (the individual user or group/branch for whom the subscription was purchased), the expiration date, bundle name, plan name, number of renewals of the purchase, and status.
You can click the column icon to add other information. For example, created by will show the user who made the purchase or manually created the transaction, price will show the amount that was paid, and so on.
- Click a field to add it to the view, or click it again to remove it
- You can show at most 9 columns at the same time
- Click Reset to default view to revert to the default columns.
Search for a specific record using the search bar, or filter which records you see in the list using the filters button in the top left corner of the page. In the slide-out section, press the Add filters button, then select which fields you want to select and press Confirm.
Available actions for transactions
By placing your mouse over the record in the list, you will see the menu icon at the end of the row. Press the menu icon, then select an action from the dropdown menu:
- Renew. By pressing this item, a slide-out form will appear, confirming the details of the record. By renewing a record, you cannot change the details of the transaction, but you can add notes, as desired. When finished, press Confirm at the bottom of the form. Please note that this is only applicable if the sold plan is not set to be automatically renewed (otherwise the Confirm button is disabled). This option is deactivated for non-renewable plans.
- View Note. By pressing this item, you will see any notes related to the record. You cannot edit the notes with this item.
- Modify Items. By pressing this item, you can manually add or remove catalogs for a specific record. Please note that if the Update the items included in the transactions linked to the bundle when the bundle content is changed option has been enabled during the creation/edit phase of a bundle, the content of the transactions will always be aligned to the real content of the bundle starting from when this option is enabled.
- Edit Sold To. By pressing this item, you can modify who the plan is sold to by changing either the branches or the users.
- Edit Info. By pressing this item, you can edit all of the information associated with the record.
- Delete. By pressing this item, you will delete the transaction record from your platform. This action cannot be undone.
To view renewal information, press the renewals icon in the corresponding column in the record’s row. In the pop-up box, each date will have its own section. Press the arrow next to the date to view the renewal details. Press the Manage Sold Plans button to return to the list of all records.
To activate or deactivate a record, press the checkmark in the Status column of a record’s row.
Manually create a subscription transaction
From the Manage transactions page you can also manually create a transaction for the purchase of a subscription plan. This will have the same effect as if a real purchase had been made:
If you create a transaction for a plan sold to an individual user: that user will be granted a license and subscribed to the bundle content.
→ You can only create this type of transaction for single-license plans for bundles visible to the chosen user.
If you create a transaction for a plan sold to a group or branch: the members of the designated group or branch will be eligible to receive seats or licenses from that plan.
→ You can only create this type of transaction for a group or branch with visibility of the chosen bundle.
More detailed instructions are provided in the sections below: Create transaction for plan sold to group or branch , Create transaction for plan sold to individual user.
Please note: Any manually created transactions will need to be manually renewed. They will not automatically renew.
In addition subscriptions resulting from manually created transactions will not be visible to learners in the subscription area of the header bar. This area only shows subscriptions that users have purchased through themselves through the shopping cart.
Create transaction for plan sold to group or branch
You can manually create a transaction of a plan sold to branches and groups of users. To do so:
- From the Manage transactions page click the plus button in the top right corner and select New transaction.
- In the panel that opens, begin by selecting the Bundle for which you want to create the transaction. You will see listed all the published bundles available.
- After selecting the bundle, from the Plans list select one of the plans that are available for the chosen bundle.
- The Additional information area will be populated with the details of the selected plan.
- You can edit these fields as needed, as well as add notes related to the transaction.
- Also set whether you want to activate this record upon creation. You can also activate or deactivate records from the transactions list, by clicking the icon in the status column. - When you are ready click Next.
- In the Additional fields step, fill in the bundle or plan additional fields you want to include in the transaction. Please note that any additional fields coming from the bundles or plans that you selected in the transaction will be pre-filled, but you can edit them as necessary. For more information see the article Creating and managing subscriptions > Bundle and plan additional fields. Then, press Next.
- In the Branches step, you can select the group of branch for whom this plan is being purchased. You can only select one group or branch, choosing only from those assigned visibility of the bundle. Then click Next.
- In the Catalogs step, you can customize which of the bundle catalogs are included in this transaction:
- Select the Bundle catalogs option to include all the catalogs that are part of the chosen bundle. The included catalogs are those listed in the area below.
- Select Custom to include only a subset of the bundle catalogs. In this case you must then select the check box alongside each catalog that you want to include. - When you are finished click Confirm.
The created transaction will now appear in the list on the Manage transaction page.
Create transaction for plan sold to individual user
To manually create a transaction of a sold plan for a single user:
- From the Manage transactions page click the plus button in the top right corner and select New individual transaction.
- In the Information step, in the Select user field enter the name of the user who will receive this subscription:
- Start typing either the username or email address of the user (at least three letters), and then select from the drop-down list.
Once you have chosen a user, the Select bundle and Select plan fields will appear. - In the Select bundle field, select one of the bundles from the list. You will see listed only the bundles that are visible to the chosen user, and which have single-license plans available for them.
- Then, in the Select plan field, select the one of the plans available for this bundle. You will see listed only the single-license plans.
- The Additional information area will be populated with the details of the selected plan.
- You can edit these fields as needed, as well as add notes related to the transaction.
- Also set whether you want to activate this record upon creation. You can also activate or deactivate records from the transactions list, by clicking the icon in the status column. - When you are ready click Next.
- In the Additional fields step, fill in the bundle or plan additional fields you want to include in the transaction. Then click Confirm.
The created transaction will now appear in the list on the Manage transaction page.