Home Setup & Configuration Auto-Pay Workflow

Auto-Pay Workflow

Last updated on Aug 15, 2025

What is it?

Auto-Pay Cards let you sell memberships or session cards that bill on a recurring schedule. Your studio can see all active Auto-Pay accounts in one list and manage transactions from a customizable view (filter by active, failed, or completed).

Create an Auto-Pay card

  1. Go to Assets → Products and click + New.

  2. Create the product as usual (name, price, etc.).

  3. Toggle Auto Pay: ON.

  4. Set Ends After if you want billing to stop automatically after a set number of months.

  5. Save.
    Selling an Auto-Pay product works like selling any other package, with an optional pro-rate flow that adjusts the first charge and sets the autopay start date.

Sell (with optional pro-rating)

During checkout, Karmasoft can pro-rate the amount and set the autopay date you choose. Confirm the pro-rate to apply it, or cancel to charge the full amount and start on the regular billing date.

Manage Auto-Pay accounts

  • Dashboard cue: During class sign-in, a credit-card icon appears next to Auto-Pay packages—click it to open the quick update screen.

  • Full list view: Go to Assets → Auto-Pay Cards to see every current/active Auto-Pay account. Use filters to view Failed or Completed transactions.

Common actions

  • Update credit card on file
    From Assets → Auto-Pay Cards, click Update on the student’s row and enter the new card details. You can also reach this screen via the credit-card icon on class sign-in.

  • Change the billing amount
    Edit the Amount Due; the next scheduled charge will use the new value.

  • Cancel Auto-Pay
    Click Cancel to stop all future scheduled transactions. This cannot be undone.

  • Pause billing by suspending the plan
    Suspending a student’s plan also suspends Auto-Pay charges until reactivated.

Helpful settings

  • Charge Cooldown (retries for failed charges): Set the number of days between automatic retry attempts for failed Auto-Pay session cards in Settings → Studio Settings.

  • Order-Based Auto-Pay: Option to charge the original order amount on all subsequent Auto-Pay runs (helpful for discounted first month promos). Enable in Studio Settings.

Tips & best practices

  • Use Email Templates to send purchase confirmations or agreements automatically when an Auto-Pay is sold.

  • Train front desk staff to look for the Auto-Pay icon during sign-in for quick updates and failed-charge follow-ups.

  • Review Auto-Pay Cards regularly and filter to Failed to resolve issues quickly.