Credits are the platform’s internal currency: every session has a credit cost, and booking it means spending that amount. Customers therefore do not buy a session, they buy credits and later spend them freely in the planning calendar.

Setting a product’s credits

Credits are not created directly: they are carried by products. Two fields, in the sidebar of the product form, define everything:

Credits — how many credits the purchase grants (decimals accepted). A product without credits is an ordinary product and has no effect on balances.
Associated coach — optional. When set, the credits can only be used for that coach’s sessions. Left empty, they are universal and usable with any coach.

A 10-session pass is therefore a product worth 10 credits; a product bought in multiples grants that many times the ordered quantity. A product with a recurring billing interval becomes a subscription: its credits are granted again at every paid renewal.

How a balance grows

A balance is not changed by editing the customer’s record: it moves through these events.

A purchase — as soon as the order turns "completed", the credits of every purchased product are added.
A subscription — at every successful payment, the subscribed product’s credits are granted again. A failed payment grants nothing.
The free credits on signup — the number set in the Booking tab of the settings is granted automatically when each account is created (0 = disabled).
A cancellation — the credits of a booking cancelled, by the customer or from the planning calendar, are refunded to the balance they were taken from.
A manual adjustment — one you record yourself, to take a cash payment or correct a balance. That is the subject of the next section.

How a balance is spent

When a booking is made, the session’s cost is deducted. A customer may hold several balances at once — one per coach, plus the universal one — and the platform picks for them:

the balance tied to the session’s coach is used first, if it covers the cost;
otherwise the universal balance takes over;
a session with no coach is always paid from the universal balance.

A balance may go negative, within the number of negative credits allowed (Booking tab of the settings). Beyond that, the customer’s booking is refused. A booking made from the planning calendar is never blocked by the balance: a warning is shown, and the shortfall is accepted.

An email warns the customer when their balance reaches the low-credit threshold. The threshold is set in the same settings: 0 alerts at a zero balance, -1 disables the email. Sending waits for a grace period (24 h by default, adjustable) after dropping below the threshold: if the customer tops up in the meantime, the email is never sent. The alert is then only sent once per drop below the threshold.

Crediting by hand: cash, cheque, goodwill gesture

Not everyone pays by card. When a customer pays you in cash, by cheque or by transfer, the money does not come in through the shop: it is up to you to add the matching credits. This is done by creating a credit transaction of type "manual adjustment" — the only type you can enter yourself, and the only way to move a balance by hand.

Customer — the account to credit. The list only offers the customers of your own space.
Coach — optional, and it follows the same rule as products: when set, the credits only serve that coach’s sessions; left empty, they feed the universal balance.
Amount — positive to add credits, negative to remove them. A customer paying cash for a 10-session pass therefore gets an adjustment of +10; a keying mistake is corrected with a negative adjustment, never by editing the offending movement.
Description — optional, but strongly recommended: it is the only trace of the reason ("10-session pass paid in cash on 12/03"). It will be your only answer the day a customer disputes their balance.

The balance is updated as soon as the transaction is saved, and the before and after balances are computed for you. An adjustment can no longer be edited, and cannot be deleted: like every movement, it is a permanent entry.

A manual adjustment is not an order: it creates no accounting record, sends no confirmation email and does not show up in revenue. It only moves a credit balance — collecting the money itself stays in your own books.

Consulting the balances

On the admin side, the credit balances list one row per customer and coach, with the current balance, total earned and total used. Those rows are read-only, since a balance only changes through the events above. A customer’s record repeats the essentials in its "Remaining credits" field, which shows one line per balance — universal and per coach.

Every movement is archived in the credit transactions: purchase, subscription, booking, refund, free credits or manual adjustment, with the balance before and after. Nothing is ever removed from it — that is the record to check when a customer disputes their balance.

On the customer side, the balance appears in the site header, and the account’s "My credits" page details one card per balance (universal or per coach) plus the full history of movements.