Coupons for Subscriptions

With this update, you’re in control of whether a coupon applies to:

✅ Registration fees
✅ Recurring subscription payments
✅ Or both

This ensures discounts behave exactly how you expect—both in checkout and in ongoing billing.

How to Create or Edit a Coupon in AfterSchool HQ 🧾

To get started, head to your Accounting settings.

Create a New Coupon

Click Accounting in the left-hand sidebar
Select the Coupons tab
Click the green Add Coupon button in the top-right corner

Edit an Existing Coupon

Locate the coupon by name
Click the green Edit button next to the coupon

Apply to Subscriptions Toggle Explained 🔄

On the Add Coupon screen, you’ll see a toggle labeled Apply to Subscriptions. This setting determines whether your coupon can be used with subscription-based activities.

Apply to Subscriptions: OFF (Default) 🚫

When this toggle is OFF, the coupon behaves exactly as it always has.

You can apply it to activities with registration fees
No subscription-related options appear
The discount applies only to the registration fee
Subscription-only activities are not available for selection

Apply to Subscriptions: ON ✅

When you turn this toggle ON:

The coupon can be used for subscription-based activities
An additional option appears to control how registration fees are handled

Exclude Discount on Registration Fee 🧮

This option appears only when Apply to Subscriptions is ON.

Exclude Discount on Registration Fee: NO (Default)

When set to No, the discount applies to:

The initial registration fee (if applicable)
All recurring subscription payments

Exclude Discount on Registration Fee: YES

When set to Yes, the discount applies only to recurring subscription payments.

For subscription activities, the registration fee remains full price
For registration-only activities, the registration fee will still be discounted

How to Select Activities for a Coupon 📋

The activities you can select depend on whether Apply to Subscriptions is turned ON or OFF.

When Apply to Subscriptions is OFF 🚫

You can select:

Activities with registration fees
Activities that include both registration fees and subscriptions

In this case:

The discount applies only to the registration fee
Subscription-only activities are not available

When Apply to Subscriptions is ON ✅

You can select:

Activities with registration fees
Activities with subscriptions

You can also:

Search for eligible activities
Select any activity that supports registration fees or subscriptions

🚫 Activities with no registration fee and no subscription (such as Attendance Based Billing activities or payment plans) cannot be selected.

Saving a Coupon ✅

To save a coupon, you must select at least one activity.

The Save button stays disabled until an activity is selected
Hovering over the disabled Save button (or tapping it on mobile) shows:
“Please select at least one activity.”

Saving with Apply to Subscriptions OFF

If Apply to Subscriptions is OFF when you save:

The system automatically:
- Turns Apply discount to registration fee OFF
- Removes any previously selected subscription activities

Turning Off “Apply to Subscriptions” for an Existing Coupon 🔄

If you turn Apply to Subscriptions OFF on a coupon that already includes subscription activities:

All subscription activities are automatically unselected
You’ll see a toast message:
“The selected subscription activities will be removed once you save this coupon.”

After saving, the coupon will no longer apply to subscription-based activities.

Coupon Restrictions After First Use 🔒

Once a coupon has been used at least once, certain fields and actions become locked to protect existing payments.

If you want to prevent the coupon from being used again, you can update the Number of Uses to 0, which will stop any future use while preserving existing payments.

Locked Fields (Add Coupon Screen)

You can no longer edit:

Coupon name
Coupon code
Expiry date
Discount amount
Apply to Subscriptions toggle

These fields appear disabled, with tooltips explaining why changes aren’t allowed.

Disabled Actions (Coupon List Screen)

On the coupon list:

Delete and Disable buttons are grayed out
The coupon cannot be deleted or disabled

How Coupons Work During Checkout 🛒

General Coupon Validation

When a family enters a coupon, AfterSchool HQ checks that:

The coupon exists
It is active
It is valid and not expired

Checkout Behavior: Apply to Subscriptions OFF

The coupon:

Applies only to:
- Activities with registration fees
- Activities you explicitly selected
Does not apply to:
- Subscription-only activities
- Attendance Based Billing activities

Checkout Behavior: Apply to Subscriptions ON