Managing Credits

This guide explains how to manage credits for your customers.

Overview

Credit Display Per Customer

In the customer detail you can see:

• Available credits: Currently usable
• Credit value: EUR value of the balance
• Purchased credits: Lifetime total
• Used credits: Already consumed

Credit Packages

Each customer can have multiple credit packages:

• Different expiry dates
• Different sources (purchase, credit, etc.)
• Different statuses (active, paused)

Adding Credits

Option 1: Manual Credit Package

1. Open Customers → [Name] → Credits
2. Click "Add credits"
3. Select "Manual package"
4. Configure:

Transaction types:

• Payment – Customer paid
• Manual credit – Admin credit
• Goodwill credit – Compensation
• Promotion – Marketing action
• Gift – e.g. birthday
• Refund – After cancellation

Option 2: Select Existing Package

1. Click "Add credits"
2. Select an existing credit package from the shop
3. Credits are added with the package settings

Configuring Validity

Start Date

When do the credits become active?

Expiry Date

When do the credits expire?

Removing Credits

Option 1: Deduct Credits

1. Open Customers → [Name] → Credits
2. Select a credit package
3. Click "Deduct credits"
4. Enter amount
5. Select reason:
   • Correction
   • Compensation
   • Goodwill
   • Refund
   • Transfer
   • Other
6. Enter justification (required)
7. Save

Option 2: Deactivate Package

Deactivate a complete package:

1. Select the package
2. Click "Deactivate"
3. Package becomes inactive, credits no longer usable

Managing Credit Packages

Pausing

Temporarily freeze credits:

1. Click "Pause" on the package
2. Credits cannot be used
3. Expiry timer stops
4. Can be reactivated at any time

Use cases: Illness, vacation, pregnancy

Extending

Move the expiry date forward:

1. Click "Extend" on the package
2. Select new expiry date
3. Save

Editing

Change package details:

1. Click "Edit" on the package
2. Change: name, notes, etc.
3. Cannot be changed: Credit count (use add/deduct instead)

Credit History

Transaction History

Each package has a complete history:

Viewing

1. Select a credit package
2. Click "History"
3. See all transactions with date

Special Cases

Trainer-Bound Credits

Credits only for a specific trainer:

1. When adding: Enable "Trainer-bound"
2. Select trainer
3. Credits only usable for their courses

Peak-Time Multiplier

Credits with higher consumption during peak hours:

1. Set multiplier on the package (e.g. 1.5x)
2. Morning 07:00–09:00 or evening 17:00–20:00 cost more

Category Restriction

Credits only for specific course categories:

1. Enable "Category-restricted"
2. Select categories
3. Credits only usable for these courses

Invoices

Automatically Create an Invoice

When adding credits (for payment):

1. Enable "Create invoice"
2. Select payment status:
   • Paid
   • Open (for invoicing)
3. Invoice is automatically generated

Existing Invoices

In the "Invoices" tab you can see all customer invoices.

FIFO Principle

How Are Credits Consumed?

First In, First Out:

• Oldest credits are used first
• Protects against expiry
• Automatic by the system

Example

Package A: 5 credits, expires 01 Mar
Package B: 10 credits, expires 15 Apr

Booking: 3 credits
→ First from Package A (older)
→ Package A: 2 credits remaining
→ Package B: unchanged

Frequently Asked Questions

Can I restore expired credits?

No, expired credits are gone. You can, however, add new credits as a goodwill gesture.

What happens with cancellations?

Credits are automatically refunded – to the same package they came from.

Can a customer transfer credits to others?

Not automatically. You can manually:

1. Deduct credits from Customer A
2. Add credits to Customer B

Can I issue negative credits?

No, credits cannot fall below 0.

Next Steps

• Communication with customers →
• Understand the flexible payment system →
• Back to overview →