Configuration: Subscriptions

Setup Checklist

This section is a comprehensive and high level summary of all tasks and prerequisites required for this feature to function properly. This section is purposed for use after an administrator is familiar with configuring this feature as an “audit” checklist. For detailed set-up instructions, jump down to “Prerequisite Tasks” and “Detailed Setup Guide” and then follow up with this checklist to ensure all steps are completed.

Prerequisite Tasks

This section describes all requirements that must be completed before you can begin setting up this feature. Once these tasks are complete continue to the next section.

POS Tasks

Work with your Aspenware Representative on this RTP|One Pre-work to make sure all necessary parts are configured. 

1. Set up Subscription Product Headers and Hotlists

• Configure subscription product headers in RTP|One as simple products that contain a single access component. Because these are ongoing charges that are triggered from the Aspenware Commerce subscription tool to Payeezy or Square, the only charge that will be reconciled to RTP|One is the first deposit charge paid when the order is first placed. Subsequent monthly charges are not sent back to RTP|One.  Therefore, the product pricing setup in RTP|One is very simple.    

• Configure Freeze and Cancel hotlists in RTP|One and make note of the respective codes. When a charge fails, or when membership is frozen or canceled, subscription access is hotlisted with either the Cancel or Freeze hotlist, depending on the reason. Hotlists are also removed when subscription statuses go back to “active.”

• Configure subscription product headers with one access component as hotlisting supports single access code use.

2. (Optional) Set up Validated Customer Procedure

Commerce offers resorts the option to allow guests who are subscribers to be eligible to redeem free or steeply discounted products that they must redeem online, in advance, to “reserve” their spot. If your resort subscription is set up this way, work with your Aspenware representative to map a strategy of creating redemption products in both RTP|One and in Aspenware Commerce that “validate” only customers who have active subscription access (not hotlisted) are able to check out with these free “reservation products.” They will work with you to create a custom validated customer procedure that can be set up to work for online and in-person reservations. Aspenware can also add additional restrictions to this validation, examples we’ve set up in the past include, only allow a subscriber to reserve a single product type per day so that subscribers don’t over-consume inventory. They will also work with you on rules and guidelines for creating these validation product headers in RTP|One and Aspenware Commerce. Considerations include:

• Validated Customer Procedure - Like validated prompt but allows restriction on assignment. These require custom SQL and Aspenware support.

  • Custom configuration can be added to the RTP|One stored procedure that prevents assigning the same person the same product type on the same day in subsequent orders.

    • If taking advantage of this rule, may need to add a rule to product headers.

  • Can be built in a way to use onsite

• Redemption product header creation may be required  (for onsite redemption, add the same validated customer procedure as used online.)

Infrastructure Tasks

• Work with your Aspenware Representative to configure Subscription Processor Azure Function test and prod. The Subscription Processor Azure Function needs to connect to the Aspenware Commerce database and API, so it needs to be whitelisted/given permission to Nop. Aspenware will configure how often the subscription processor runs (req. every 30 seconds). Charges mostly happen at 12:01 am, however, the processor is set to run frequently. If someone updates their card in my account and they are in a declined status, it will charge them immediately, which will allow someone to fix their card on premise and use facilities immediately.

Commerce Tasks

1. Ensure that Subscriptions Plugin is Installed

• Ensure that the Subscriptions plugin has been installed by your Aspenware Representative. Go to Configuration > Local Plugins search for the Subscriptions plugin. If plugin is not installed (matches image below), contact your Aspenware Service Representative. 
  

  

2. Add the Is Subscription Classification

• Add the Is Subscription classification if not already set up as a product classification. Check that the Is Subscription classification is not already set up before adding a new one.

  • Go to Aspenware Commerce > Product Classifications.

  • Select Add Classification in the upper right-hand corner.
    

    

  • Enter the following on the Classifications page:

    • Name : Is Subscription

    • Description: Assign this classification to Subscription Products Only

    • Is Subscription: Check

    • Leave all other checkboxes unchecked.

  • Click Add. THIS PAGE DOESN’T HAVE AN ADD BUTTON

3. Create Dummy Product for Subscription Monthly Payment Product

• Go to Catalog > Products page in Admin.

• Click Add new to create your new payment product. 

• Define the following values for this newly created add on product before saving the product: 

  1. Product name: This is the product that will be “sold” with each month’s charge and upon successful charge will be in the order table of the successful charge confirmation email.  Suggested to name it something like “Subscription Monthly Payment.”

  2. Short and Long description: Leave Blank.

  3. Email description: Include anything that should be sent to customers in their monthly charge email. For example: “Your membership for this month has been successfully charged. Membership charges will occur every month on the same day of the month you originally purchased your membership. Tax is included in the price of the product.”

  4. SKU (Product header): LEAVE BLANK

  5. Categories: Make sure this is not added to a published category. 

  6. Published: Check this

  7. Limited to stores: Leave blank

  8. Available start/end dates: Leave blank

  9. Price: Must be $0

  10. Discounts: Leave blank

  11. Tax Exempt: Check this. Subscription product CANNOT BE CONFIGURED WITH TAX.

  12. DO NOT set up product attributes. 

  13. Click Save and Continue Edit.
      

      

• Copy down the Product ID. This can be found in the URL of the product editor page. This ID will be used in the next step to define the subscription charge product in a setting.

  

• Go to Configuration > Settings > All Settings and define the monthly payment charge product you just created as the value for the setting subscriptionsettings.subscriptionproductid

4. Configure Subscription Types

Settings, Language Strings and/or HTML Widgets for this Feature

This feature may require updates to the following settings, language strings and/or HTML Widgets. Learn more about how to update and create Settings, Language Strings, and HTML widgets follow the links to the respective section.

Settings

• Use this setting as described in Prerequisite Commerce Step 3.

Language Strings

Updating the content for the area of My Account where guests can manage and view their subscription credit card.

• Go to Configuration > Languages page in Admin.

• Click Edit in the English row.

• From the Edit Language details - English page, click the String Resources tab.

• The following content is configurable through Language String resources. 
  

HTML Widgets

• AW Commerce HTML Widgets that must first be completed

Detailed Setup Guide

1. Step 1 Header

1. Step 1 Header

• First