Creating a Discount or Fee

A discount lowers the sale price, a fee raises it. When a discount or fee applies is set by its rules: automatically to every sale, manually by staff, for specific clients, by age, number of children, enrollment date, and so on.

⚠️ A new discount or fee is created as a draft. It can be activated only when it has at least one active rule. The last active rule cannot be disabled or removed.

Steps

1. Open "Billing" → "Discounts & Fees" and click "Create Adjustment".
2. In the "General" block, fill in the fields:
   • "Name" — what the payer sees on the invoice, for example "Sibling discount". If left blank, the name is built from the type, amount and plan.
   • "Type" — "Discount" or "Fee".
   • "Amount" — a number and a unit: "Percent (%)" (for example, 10) or "Fixed Amount (UAH)" — the brackets show the workspace currency. A percent cannot exceed 100.
3. In the "Where It Applies" block, fill in the fields:
   • "Plan" — choose a plan to apply the adjustment only to sales of that plan. Leave blank to apply it to any plan.
   • "Applies To" — choose one class, section or program, or leave blank — the value will then be "Whole Workspace". If a plan is chosen, only what the plan covers is offered, and a blank value means "Everything the Plan Covers".
   • "Calculated From" — "Whole Invoice" (default) or "Matching Lines Only". This sets what the percent is taken from.
4. In the "Availability" block, fill in the fields:
   • "Start Date" — the first day a sale can get the adjustment.
   • "End Date" — the last day. Leave blank to keep it running.
   • "Total Uses" and "Uses per Client" — optional fields: how many times the adjustment can be applied in total and to one client.
5. In the "Limits" block, fill in the fields:
   • "Maximum per Sale" — the most one use can be worth. Leave blank for no limit.
   • "Total Amount" — the most that can be given or charged in total. Leave blank for no limit.
   • "Combine With Others" — turn on to apply it together with other discounts and fees. When off, only the one with the lowest number in the "Priority" field applies.
   • "Priority" — lower numbers apply first and win when discounts or fees cannot be combined. Fill it in only when several adjustments can apply to the same sale; blank ones apply last.
6. Click "Create Adjustment".
7. Check the result: the adjustment appears in the list with the "Draft" status.

Adding Rules and Activating

Rules are grouped into four topics:

Group	Rule	When it applies
How It Applies	Every Sale	Applies automatically to every sale that meets the other conditions
	Manual	Staff can apply the discount or fee manually
Client	Specific Clients	Available only to selected clients
	Number of Children	Based on how many children of the same payer are listed on the parent account
	Age	Based on the client's age
Enrollment & Attendance	Already Enrolled	The client is already enrolled in selected classes or programs
	Program / Class	Selected programs or classes are included in the sale
	Enrollment Date	Based on when the client enrolls (including before a fixed date)
	Attendance History	Based on the client's previous attendance
	Day / Time	Only for classes or sessions scheduled on selected days or times
Purchase	Quantity Purchased	Based on how many classes, programs or sessions the client purchases
	Purchase Amount	The purchase reaches a minimum amount
	Payment Method	Only when the client uses selected payment methods

Steps

1. In the discounts and fees list, click in the adjustment's row and select "Rules". As long as there are no rules, the adjustment never applies.
2. Click "Add Rule", choose a rule and fill in its settings. For example, for "Specific Clients" select the clients, and for "Manual" decide whether staff must give a reason.
3. Click "Add Rule" and make sure the rule has the "Active" status. The "Applies When" column shows the rule's settings. If there are several active rules, the sale must meet all of them.
4. Go back to the discounts and fees list, click in the adjustment's row and select "Activate".
5. Check the result: the adjustment has the "Active" status. The "Availability" column shows the validity period, "Eligibility" shows the rules, and "Times Applied" and "Total Applied" show how many times and for what amount it has been applied.
6. To see which invoices, subscriptions and passes the adjustment was applied to, select "Details".
7. To stop the adjustment, select "Disable" and confirm with "Disable Adjustment". It stops applying to new sales and cycles, and invoices it was already applied to keep their lines. To turn it back on, select "Enable".
8. To remove the adjustment together with its rules, select "Remove" and confirm with "Remove Adjustment". An adjustment already applied to an invoice cannot be removed — only disabled.

How an Automatic Discount Works

A discount applies automatically if it is active and has at least one rule. Staff don't need to add anything: during a sale, the platform checks the rules itself and adds the discount line to the invoice. The rules and their settings are set on the discount's "Rules" screen.

1. Rules define who and what the discount applies to. These are the rules "Every Sale", "Specific Clients", "Already Enrolled", "Program / Class", "Enrollment Date", "Day / Time", "Quantity Purchased", "Purchase Amount", "Payment Method" and others. The discount applies only when the sale meets the rules.
2. The "Every Sale" rule means the discount applies to every sale with no extra conditions. The invoice shows the line "Applies to every sale".
3. A discount with no rules never applies. In the table, the "Eligibility" column shows it as "No rules: never applies". So an automatic discount needs at least one rule.
4. The last rule of an active discount cannot be removed. The platform refuses and suggests adding another rule or disabling the discount. To replace the rule, disable the discount first.
5. During a sale, the discount is visible before saving. The preview shows the same amount that goes on the invoice.
6. Discounts in subscriptions. The disable dialog says the discount stops applying to new sales and cycles.
7. The opposite mode: "Manual". Staff add such a discount themselves through "Add Adjustment". A reason may be required for it.

Applying a Discount or Fee Manually During a Sale

⚠️ The "Add Adjustment" button is visible only to staff allowed to apply adjustments manually.

Steps

1. Open the "Sell a Pass", "Create Subscription" or "Create Invoice" form in the corresponding menu section.
2. In the "Discounts & Fees" block, click "Add Adjustment".
3. In the "Discount or Fee" field, choose one of the adjustments with the "Manual" rule, or "Custom" to set an adjustment for this sale only.
4. For a custom adjustment, specify the type ("Discount" or "Fee"), name, amount and reason.
5. Save and check that the amount in the "Preview" block has changed. To remove the adjustment, delete its row from the "Discounts & Fees" block.