Validity

Validity determines how long credits can be used. Here you'll find everything about expiry dates and how to manage them.

Validity periods

Available options

Recommendation by package size

5 credits:   1-3 months
10 credits:  3 months
25 credits:  6 months
50 credits:  12 months
100 credits: 12 months or unlimited

Calculating the expiry date

With "Immediately" activation

Purchase date: Jan 15, 2025
Validity: 3 months
→ Expiry date: Apr 15, 2025

With "First use" activation

Purchase date: Jan 15, 2025
First booking: Mar 1, 2025
Validity: 3 months
→ Expiry date: Jun 1, 2025

With "Fixed date" activation

Purchase date: Dec 15, 2024
Activation date: Jan 1, 2025
Validity: 3 months
→ Expiry date: Apr 1, 2025

Expiry time

End of day vs. exact time

You can configure exactly when credits expire on their expiry day:

End of day (default)

Expiry date: Apr 15, 2025
→ Credits valid until: Apr 15, 2025, 11:59:59 PM

Exact time

Purchase time: Jan 15, 2025, 2:30 PM
Validity: 3 months
→ Credits valid until: Apr 15, 2025, 2:30 PM

Configuration

1. Go to Settings → Bookings
2. Find Credit expiry mode
3. Select:
   • End of day
   • Exact time
4. Save

Expiry reminders

Automatic emails

Customers are reminded before their credits expire:

Email content

Subject: Your credits are expiring soon

Hi [Name],

you have [X] credits expiring on [date].

Use them now for:
- [Course recommendation 1]
- [Course recommendation 2]

[Button: Book now]

Or extend your credits with a new package:
[Button: Buy credits]

Configuring reminders

1. Go to Settings → Email templates
2. Find Credit expiry reminder
3. Edit if needed
4. Enable/disable reminders

What happens when credits expire?

Automatic process

1. Expiry date is reached
2. Credits are marked as "Expired"
3. Credits can no longer be used
4. Remaining credits are lost

For the customer

Wallet before expiry:
┌─────────────────────────────────────────────────┐
│ 5 Credits │ expires Apr 15, 2025               │
└─────────────────────────────────────────────────┘

Wallet after expiry:
┌─────────────────────────────────────────────────┐
│ 0 Credits │ (last package expired Apr 15)       │
└─────────────────────────────────────────────────┘

Extending credits

Option 1: Purchase a new package

The easiest way:

• Customer buys a new package
• New credits with a new expiry date
• Old credits continue to be consumed according to FIFO

Option 2: Extend manually (admin)

As an admin you can extend credits:

1. Go to Customers
2. Open the customer
3. Find the credits
4. Click Extend
5. Choose a new expiry date
6. Save

Note: Document the reason (e.g. "Goodwill due to illness").

Option 3: Automatic extension (not recommended)

There is no automatic extension in Bookicorn. Reasons:

• Credits should be used
• Problematic from an accounting perspective
• Customer fairness

Partially expired packages

Scenario

Package purchased: 10 credits
Used: 7 credits
Expiry: Apr 15, 2025
→ 3 credits expire

Communicating to the customer

Reminder email shows:

"You have 3 credits expiring on Apr 15. Book a class now!"

Unlimited validity

When is it useful?

• Premium packages with high value
• Gifts to VIP customers
• Compensation for problems

Configuration

1. Create/edit a package
2. Under Validity select "Unlimited"
3. Save

FIFO behavior

Unlimited credits are consumed last:

• Credits with an expiry date have priority
• Prevents regular credits from expiring

Validity upon cancellation

Important rule

Upon cancellation:

• Credits are refunded
• Original expiry date is preserved
• No "reset" of validity

Example

Purchase: Jan 15 (10 credits, valid until Apr 15)
Booking: Feb 1 (8 credits used)
Cancellation: Feb 5

Result:
- 8 credits are refunded
- Expiry date remains Apr 15
- Not: new expiry date from cancellation

Reporting

Expiry report

Under Statistics you'll find:

• Credits expiring soon (next 7/30 days)
• Already expired credits
• Expiry rate (% of unused credits)

Using it for marketing

A high expiry rate could mean:

• Packages too large?
• Validity too short?
• Customers forgetting to book?

Action: Improve reminder emails or adjust packages.

Best practices

Match validity to usage

Not too long

• Too long validity = less urgency
• Customers book less regularly
• Revenue is delayed

Not too short

• Too short validity = frustration
• Customers feel pressured
• Negative reviews

Sweet spot

Package size / expected usage frequency + 1-2 months buffer

FAQ about validity

Can I reactivate expired credits?

Technically yes, but only as an admin by manually adding new credits. The old, expired credits remain "expired".

Are customers automatically reminded?

Yes, by default 7 days and 1 day before expiry. You can adjust this in the email settings.

What about credits from cancellations?

They keep their original expiry date. If that date has already passed, they expire immediately.

Next steps

• Trainer credits →
• Understand FIFO →
• Back to credits overview →