Subscription payments via Stripe - How Payments Work

Lime Sportadmin uses automatic payment recollection for monthly subscription payments. This is done automatically, but the following guide is set up to help you understand what is happening.

Background set up

When you are onboarded in Lime Sportadmin, one of the following alternatives are set up for your swimming school. Those are exclusive to each other, and cannot be changed once the set up is finished.

Pay for upcoming lessons This method is used if your students pay in advance for the lessons that they will attend the following month. It can either be a per lesson fee, or a fixed fee. If paying per lesson, the sum is calculated on the number of scheduled lessons the coming month.

Pay for completed lessons This method is used if your students pay for the lessons that they have attended in the previous month. It can either be a per lesson fee, or a fixed fee. If paying per lesson, the sum is calculated on the number of attended lessons during the month.

SEPA mandate

Subscription withdrawals are done through SEPA, which requires a mandate where Stripe are eligible to withdraw money from their account.

The SEPA mandate is normally collected at the same time as the student is signing up for the waitlist. When they pay for the waitlist, a mandate is simultaneously created. If there is no waitlist fee, the registrant is still redirected to Stripe to enter their details and set up the payment. In this case no money is withdrawn immediately.

The SEPA mandate is then idle until the student is moved from the waitlist and into the class. First when a student is moved into a class for the first time the subscription is created.

The SEPA mandate is valid as long as the student is in your register.

Add SEPA mandate later

If a student is added to a class in another way than coming from the waitlist, the SEPA mandate needs to be set up when adding the student to a class.

Lime Sportadmin keeps track of all mandates, and will prompt you to send a request for a mandate if needed. An email will then be sent automatically, and the student gets a link to accept the mandate in Stripe.

Calculating the sum to pay

The sum to be paid each month is automatically calculated in the background. The fee is set on program level, and is multiplied by the amount of lessons.

If the swimming school is set up with "pay for upcoming lessons" the amount of lessons are updated each night. The lessons are calculated based on the billing period. For example, if your billing period breaks on the 28th each month, lessons from the 28th this month to the 28th next month will be included in the upcoming subscription withdrawal.

If the swimming school is set up with "pay for completed lessons" the amount of lessons is based on attendance. When attendance is taken on a lesson, the lesson is immediately sent to Stripe and added to the subscription for the people attending. At withdrawal day, the withdrawal is completed and the lessons where attendance has been paid for is locked.

Subscription withdrawal

When subscription withdrawal is completed is determined on the withdrawal day in your set up. When withdrawal day happens, the money is automatically withdrawn from all students with subscriptions. As an organization you do not have to do anything manually at this date, all is done automatically.

For each subscription withdrawal, a corresponding invoice is created in Lime Sportadmin. If the subscription withdrawal is successful, the invoice will immediately be marked as paid. Else, the status will indicate the withdrawal failed.

Subscription withdrawal failures

If a subscription withdrawal fails, Stripe will handle this. They will retry the withdrawal, and the status in Lime Sportadmin will update if an attempt is successful.