Subscriptions

The Subscriptions tab is where you manage the relation's active memberships and access products. A subscription determines what the person is allowed to do on the platform -- whether they can book aircraft, access certain services, or hold a specific type of membership. Without an active subscription, a relation may be blocked from booking or using platform features, even if everything else in their record is correctly configured.

What you see

When you open the Subscriptions tab, the platform displays a list of all subscriptions assigned to the relation. Each subscription row shows:

Possible subscription states:

Above or alongside the list you may see summary information about the person's current subscription status, making it easy to confirm at a glance whether they have valid access.

Adding a new subscription

When a relation needs a new subscription -- for example, when they join your organisation, upgrade their membership, or gain access to a new service -- follow these steps:

1. Open the relation record and navigate to the Subscriptions tab.
2. Click Add subscription.
3. Select the subscription type from the dropdown. This list is populated from the subscription types configured in Settings. Choose the type that matches the access or membership the person needs.
4. Review the fee. The platform may pre-fill a default fee based on the subscription type. Adjust it if this person has a special arrangement or discount.
5. Set the start date. This is the date the subscription becomes active. For immediate access, use today's date. For future access, set the date when the subscription should begin.
6. Set the end date. This is the date the subscription expires. The correct end date depends on your organisation's membership cycle (for example, one year from the start date, or the end of the calendar year).
7. Decide whether the subscription fee should be charged automatically to the relation's financial balance. If you enable automatic charging, the fee will appear as a debit on the Finance tab. If you leave it disabled, you will need to handle the fee separately.
8. Click Save to create the subscription.

The new subscription will appear in the list and, if the start date is today or in the past, will immediately affect the person's access and booking permissions.

Editing an existing subscription

If a subscription has incorrect dates, the wrong type, or the wrong fee, you can edit it:

1. Open the relation record and navigate to the Subscriptions tab.
2. Click the edit action on the subscription you want to change.
3. Update the fields that need correction -- type, start date, end date, fee, or automatic charging setting.
4. Click Save to apply the changes.

Removing a subscription

1. Open the relation record and navigate to the Subscriptions tab.
2. Click the delete action on the subscription you want to remove.
3. Confirm the deletion when prompted.

Common tasks

Check why a relation cannot book

1. Open the relation record and go to the Subscriptions tab.
2. Check whether any subscription is listed.
3. If no subscription exists, add one.
4. If a subscription exists, check its state. An expired or pending subscription does not grant booking access.
5. If the subscription is expired, either extend the end date or add a new subscription with current dates.
6. Save and ask the person to try booking again.

Also check the Account tab -- the person may be inactive or may lack the correct permissions independently of their subscription.

Renew an expiring subscription

1. Open the relation record and go to the Subscriptions tab.
2. Identify the subscription that is about to expire.
3. Click Add subscription to create a new subscription with the same type.
4. Set the start date to the day after the current subscription expires (or to today if the old one has already expired).
5. Set the end date according to your organisation's renewal cycle.
6. Review the fee and automatic charging setting.
7. Save the new subscription.

Alternatively, you can edit the existing subscription and extend the end date if your organisation prefers to maintain a single continuous subscription record.

Add a subscription during onboarding

1. After creating the new relation and completing Personal details, navigate to the Subscriptions tab.
2. Click Add subscription.
3. Select the subscription type that matches the person's membership or access level.
4. Set the start date to today.
5. Set the end date according to your organisation's standard membership period.
6. Enable automatic fee charging if your organisation bills subscription fees through the Aerolync financial balance.
7. Save the subscription.
8. Continue with the remaining onboarding steps: Billing and Account.

Review subscription status for a group of relations

If you need to check subscription status across many relations at once, use the Relation list. The subscription state icon on each row gives you a quick visual indicator. Filter by subscription type to narrow the list to a specific membership group.

Good practice

• Keep start and end dates accurate. Incorrect dates are the most common cause of unexpected booking failures. When in doubt, double-check the dates before saving.
• Use the correct subscription type. Subscription types drive reporting, filtering, and access rules. Using the wrong type creates confusion and may grant incorrect access.
• Review subscriptions when someone reports access problems. Before investigating complex issues, check the Subscriptions tab first. An expired subscription is the simplest and most common explanation for why someone cannot book.
• Decide on an automatic charging policy. If your organisation charges subscription fees through the Aerolync balance, enable automatic charging consistently. If you handle fees outside the platform, leave it disabled. Mixing approaches makes financial reconciliation harder.
• Do not delete expired subscriptions. Expired subscriptions serve as historical records and do not affect current access.
• Configure subscription types in Settings first. If you cannot find the right type when adding a subscription, go to Settings and create the type there before returning to the relation record.