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Price Change Tool

The Price Change Tool allows you to efficiently update prices for one or multiple memberships simultaneously. You can choose whether the adjustment applies to existing members, future sign-ups, or both. The tool gives you precise control over when the price change takes effect, how commitment periods (lock-in times) are handled, and how already-generated orders are affected.

Table of contents

Requirements

  • Feature does A

  • Feature does B

  • Feature does not do C

Navigation

You can find the tool under: Settings → Customers → Price Change Tool.

    Two available modes

    The tool operates in two distinct modes depending on the type of pricing structure you wish to update. You select your preferred mode in the first step, and you can change your selection up until you begin configuring the pricing details.

    Mode

    Use case description
    Period membership price Used to change recurring membership fees, such as plans with a monthly cost.
    Annual fee (year cost) Used to change the membership's recurring annual fee.

     

    Step-by-step guide: Membership period mode (monthly)

    Step 1: Select memberships

    Begin by defining which memberships will be included in the price adjustment.

    1. Select one or more memberships you want to update.
    2. Select Price for Membership Period.
    3. Click Next.

    Step 2: Basic settings

    In this step, configure how the price change will be applied to the selected memberships.

    1. When should the new price take effect?

    Choose the date logic used to determine when the system applies the new rate:

      • Order activation date: The new price applies to orders whose activation date falls on or after the selected date.
      • Period start date: The new price applies when the membership period's start date falls on or after the selected date.

    2. Allow price reduction

    Determines if members who currently pay a higher rate than the new price should have their price lowered.

      • No (Default): Members currently paying a higher price will keep their current rate.

    Note: This only applies to memberships without split/itemized cost line items.

      • Yes: Prices will be updated for these members even if it results in a lower rate.

    3. If existing orders have a different price

    Determines how future orders with a manually adjusted or anomalous price should be handled (e.g., if you previously manually lowered a price on a member's upcoming order for a specific month).

      • Keep current price (Default): The upcoming order remains unchanged.
      • Keep same margin on the new price: The order is adjusted by the baseline increase amount. For example, if the membership baseline increases by $50, this specific order will also be raised by $50 from its unique starting amount.
      • Replace only with new price: The order is entirely overwritten by the new baseline price.

    Click Next once your settings are configured.

    Step 3: Price configuration

    Specify the new pricing tiers and determine how existing members are impacted.

    Core settings

    • New price: Enter the new price including VAT. This also becomes the standard price for future sign-ups.
    • Valid from: Select the date when the price change will take effect.
    • Price for existing members: If existing members should receive a different rate than new sign-ups, enter it here. If left blank, it defaults to the value in New Price.

    Price change method

    Choose how current active members are impacted:

    • Keep each member's current price: Existing members are unaffected. Only new sign-ups receive the new rate.
    • Set a new specific price (Default): All existing members are updated to the new price.
    • Increase by a fixed amount: Select this if you want to raise all existing members' rates by a specific sum. For example, if you have multiple members on legacy or varied pricing tiers, you can choose to raise them all by exactly $50 from what they pay today.

    Advanced rules (Conditional fields)

    • Increase by / Maximum price: (Visible only if "Increase by a Fixed Amount" is chosen)
      • Increase by: The exact amount to add to the member's current price.
      • Maximum price: An optional price ceiling that the adjusted price cannot exceed.
    • Commitment period: Determines how members with an active lock-in period are handled.
      • Keep old price until commitment period expires: The member continues paying their current price until their commitment period ends, after which they automatically transition to the new price.
      • Apply new price immediately: The price change is applied immediately, overriding any remaining commitment period.
    • Already invoiced periods: If you are running the price change retroactively, configure how already invoiced periods are handled:
      • Leave unchanged (Default): Already invoiced periods are not affected.
      • Create difference order: If the price is raised retroactively, the system can generate a separate invoice for the difference. You can select the due date for this specific order.

    Click Next to proceed.

    Step 4: Schedule for new sign-ups

    In this step, you can schedule a future price change for the membership public listings. This affects only new sign-ups and does not impact existing members.

    1. Select the memberships you want to schedule.
    2. Select a date when the new public sales price will automatically go live.
    3. Turn on Respect commitment period for new sign-ups if you want new customers to retain their sign-up price until their initial commitment period expires.
    4. Click Schedule all and confirm.

    Conflict resolution

    If a price change is already scheduled for a selected membership, a warning will appear. You can choose to:

    • Replace the existing scheduled change.
    • Skip and retain the existing scheduled change.

    Click Next to proceed.

    Step 5: Review and apply

    Before the price change is executed, the system displays a live preview of all affected members.

    Filtering and column insights

    You can filter the preview list by criteria such as Name, Membership, Base price, Termination date, or Commitment end date.

    The columns display the member's current data alongside columns labeled #1, #2, #3, which represent the member's upcoming scheduled orders:

    • Prices displayed in Grey indicate the old rate.
    • Prices displayed in Green indicate the new updated rate that will apply after execution.

    Exceptions and manual overrides

    • Exclude members: Uncheck individual members from the rows to exclude them completely from the price update.
    • Individual adjustments: Clicking on a specific member opens a modal allowing unique overrides for that person, such as setting a custom price, adjusting price caps, managing commitment logic, or altering their individual start date. To activate these, check the Override automatic calculation box.

    Executing the change

    Once you have audited the data, click Execute all price changes.

    ⚠️ Warning: A status indicator will track the progress and flag any errors. Once this process has started, it cannot be paused or canceled.

    Step-by-step guide: Annual fee mode

    Step 1: Select memberships

    1. Select one or more memberships you want to update.
    2. Select Annual Fee (Annual Cost).
    3. Click Next.

    Step 2: Annual fee settings

    When selecting the Annual Fee mode, the system follows a simplified configuration flow.

    • New annual price: Enter the new total annual cost including VAT. Enter 0 if the annual fee is to be completely removed.
    • Billing method: Choose how the annual fee is triggered:
      • Fixed calendar month: All members on this plan are billed in the exact same calendar month.
      • Anniversary date (Fixed month annually): The annual fee is billed automatically on the member's specific registration anniversary date each year.
    • Billing month: (Visible only if "Fixed Calendar Month" is selected) Choose the specific calendar month when the annual fee invoice will schedule (invoicing runs around the middle of the selected month).
    • Valid from: The first calendar day when the new annual fee amount and rules apply. This must be set to the current date or a future date.

    Click Next to proceed.

    Step 3: Schedule for new sign-ups

    This workflow functions identically to Step 4 of the Monthly mode.
    Select the memberships, set the effective date for outward public sales, manage conflicts if prompted, and click Next.

    Step 4: Review and apply

    Review the final batch of affected annual memberships.

    ⚠️ Important: If you have changed the Billing method (e.g., switching from Anniversary date to a Fixed calendar month) and a member has recently paid an annual fee under the old method, the system will flag a warning. Changing these rules mid-cycle may require manual verification to avoid double-charging or gaps.

    Review the columns showing the Current annual price, New annual price, and the Calculated next billing month. Uncheck any rows to exclude specific members, or click Execute All Price Changes to finalize.

    Good to know & FAQ

    Automatic auto-save function

    The Price Change Tool automatically saves your progress locally within your web browser. If you accidentally close the tab or refresh the page, you can choose to resume your session or clear the configuration layout and start fresh. To clear an active draft manually, click the Reset Button located in the top right corner of the screen.

    FAQ

    • Can I undo an executed price change?

      No. Once a price change batch has run completely, it cannot be reversed automatically. If an error is made, you must either run a corrective price change session using the tool or manually adjust the affected members' profiles.

    • What happens to members who are currently frozen?

      The price change will be recorded in the system backend and will take effect automatically as soon as their freeze period ends.

    • Can I change the monthly price and the annual fee simultaneously?

      No. You can only run one operational mode (Membership Period Price OR Annual Fee) per batch execution. However, you can run the tool multiple times back-to-back on the same memberships.

    • What exactly is a "Difference order" (Mellanskillnadsorder)?

      If a membership billing period has already been processed and finalized, but you subsequently backdate a price increase retroactively, the system calculates the financial variance and generates a separate line-item invoice exclusively for that outstanding balance.

       

    Last edited: 2026-06-11