Payment collection

Maintain payment collection method and related settings.

Payment collection

Your payment collection method determines the way you collect payments for subscriptions, single session purchases and shop items from your members. Sessy has three options available, each described in more detail below.

1. Stripe

Use a connected Stripe account to collect member payments. Stripe is a payment processing platform that collects all the required information and the payments from your members. Then Stripe pays out the received funds to your account. Stripe enables you to offer multiple payment options to your customers (including credit card and SEPA direct debits). When you select Stripe as the payment collection method, you will be redirected to Stripe to create an account connected to your Sessy business. For more information about Stripe functionality and pricing: Go to Stripe →

Set up Stripe account

To set up Sessy for Stripe:

• Go to Configuration in the admin space and expand Member payment method
• Click on the “Pencil” icon next to the “Payment collection method” option to open the payment method dialog
• In the dropdown list at the top select “Stripe”
• Read the instructions (or the information below) carefully
• Click on “Connect Stripe account”
• You will be redirected to Stripe. Follow the instructions to sign in to an existing Stripe account or set up a new account. After that, complete the requested details about your business

After these steps, check on the “Settings” page. The payment collection method should now show status “Active”. If the setup shows as incomplete, go to your Stripe dashboard to check for the open actions (click on the “Pencil” icon to open the payment dialog and then click on “Go to Stripe account”).

Stripe settings managed automatically by Sessy

When Stripe is your active member payment collection method, Sessy keeps the connected Stripe account in sync. You do not need to configure these manually in the Stripe Dashboard:

• Customer portal: Sessy creates and maintains a dedicated portal configuration on your connected account. Members can update payment methods only. Subscription changes, cancellations, and invoice history are disabled in the portal — members manage those through the Sessy app.
• Checkout and portal branding: Colors and logo are taken from your Sessy company branding (Branding →). The top bar color is used for buttons and portal accents; the highlight color is used for the checkout side panel. Your company logo is uploaded to Stripe; square logos are also used as the Stripe icon. Branding is refreshed when you change colors or logo in Sessy, and when members open checkout or the payment portal.
• Terms and privacy links on the portal: If you configured valid HTTPS URLs under company details, these are applied to the Stripe customer portal.
• Products and prices: Subscription types and consumables (when enabled) are created and updated from Sessy.
• Customers, subscriptions, and metadata: Created and updated by Sessy when members subscribe or change plans.

Branding and portal updates run only while Stripe is selected as the member payment collection method. Providers using SEPA export or offline payments are not affected.

Settings you still configure in Stripe

• Payment methods: Choose which payment methods you want to offer (card, SEPA Direct Debit, etc.). Go to Stripe payment methods →. Contact us if you need a payment method that is blocked.
• Account onboarding and payouts: Complete identity verification, bank account, and any open requirements shown in your Stripe Dashboard after connecting.

Consumable payment settings

When you enable “consumables in subscription”, a second subscription item will be added to each subscribing customer. The monthly price of this subscription item will be based on actual ‘metered usage’ of specific products/ services you offer to your client. This could be anything ranging from coffee, energy bars, but also merchandise such as t-shirts (everything defined under Shop items on the Configuration page). By enabling this setting, members will not have to pay for every single item purchased. Instead, these items will be added to the monthly payment of their subscription. The consumables description is visible to your members when they subscribe, make sure the name provides a clear and concise name that your members will understand. Note: Enabling this setting will only change for new members, existing subscriptions will not be changed.

Maintain Stripe account

To maintain your Stripe settings: Go to Stripe dashboard →.

Some items are maintained from within Sessy and updated in Stripe through our integration. These items should not be changed in Stripe manually. Specifically:

• Products: Subscription types in Sessy are automatically synched in Stripe and are called “Products”. Don’t add/ change/ delete products in Stripe directly if you want to use these within Sessy. These actions should be executed from within Sessy
• Customers: Customers in Stripe are created when a member subscribes for the first time. Don’t create customers manually if you want to want the customer to work with Sessy.
• Subscriptions: Subscriptions are added to a Stripe Customer (based on a Stripe “Product”) automatically when a member subscribes. When a member changes their subscription in Sessy, it is automatically updated in Stripe. Don’t add/ change subscriptions manually in Stripe.
• Metadata: Metadata is created by Sessy on various objects in Stripe (e.g. Subscriptions and Products). The metadata is created to ensure Stripe and Sessy can ’talk’ to each other. Don’t change the metadata in Stripe.

2. SEPA direct debit export

Use your business’ bank account to collect member payments through SEPA direct debits. Admin users can create a payment batch in PAIN.008 format that can be imported in the online banking environment for processing (PAIN.008 is the standard format for SEPA direct debit payment files). The resulting processing statement from the bank can then be imported again to keep payment status up to date in Sessy. The Sessy app will collect the required IBAN account information from your members, but you are responsible for collecting the required direct debit authorizations from your members and the approval from your bank to collect direct debits.

Set up SEPA export

By default the payment method is already on “SEPA direct debit export”. However, to start using this functionality it is necessary to complete some additional details:

• Go to Configuration in the admin space and expand Member payment method
• Click on the “Pencil” icon next to the “Payment collection method” option to open the payment method dialog
• Populate the IBAN account number you will be using to collect the SEPA direct debits (click on “Pencil” icon and “Save” icon)
• Populate the name on the IBAN account
• Populate your KvK registration number

Also determine what cancellation and switch periods you want to use with your subscriptions.

• Cancellation period: How long after the cancellation request should the subscription be cancelled?
• Switch period: Should members be able to switch between subscriptions without delay (immediately) or should there be a period between the switch request and the moment the subscription actually changes?

After these steps, check on the “Settings” page. The payment collection method should now show status “Active”.

To start using the SEPA direct debit export functionality, read more about payments →

3. Offline payments

This third payment method allows you to collect payments from customers outside of the Sessy platform. You are completely free in choosing what method to use.

Members signing up in the app: When customers subscribe through the member app, they are not asked for payment details in Sessy. Instead, a task is created on the admin Dashboard for an employee to confirm that payment has been received. After confirmation, Sessy assigns the subscription and the member can book sessions.

Employees registering members: When offline is your payment method, employees and admins can also add new members directly from the Dashboard (Subscription requests → Add). Use this after payment has been collected outside Sessy. The subscription is activated immediately; the member completes their profile on first sign-in. See Dashboard → for details.

4. Switch payment method

If you need to switch payment method when you have active members, please read the instructions completely before taking action. Execute the steps the way described below to minimize the impact on your members and reduce the risk of failed payments and/ or duplicate payments.

In the app you will see instructions that match your specific transition when changing the payment method. All scenarios are listed below.

From offline payments to Stripe

After changing the payment method to ‘Stripe’ and setting up a connected Stripe account, all payments for new members will run through Stripe immediately. However, existing subscriptions are not migrated automatically. Existing members with an offline-confirmed subscription can continue using their subscription until they switch.

After changing the payment method and setting up Stripe, existing members who want to pay via Stripe will need to sign up for a subscription again through Stripe. They can do this in the app settings (under change subscription); they will then be redirected to the Stripe checkout page. It is recommended to keep this migration period as short as possible (preferably less than 1-2 months).

When creating your Stripe account it is important to complete all steps as soon as possible, including email validation and identification. Check for any open items shown on the Stripe dashboard page after creating your account.

From offline payments to SEPA export

Before changing the payment method it is important/ recommended to prepare with the following steps:

1. get approval from your bank to execute SEPA direct debits
2. collect bank account details and direct debit authorizations from all your members
3. prepare an import file with the bank details from your members (see member import under settings for template and instructions)

Once everything is prepared:

1. switch the payment method to SEPA direct debit export on this page
2. import the bank details (see member import under settings), or have members enter their IBAN in the app settings
3. fill in the required IBAN and KvK information to be able to create payment export files (see below)

Existing members with an offline-confirmed subscription can continue using their subscription until they are migrated to direct debit. New members will need to provide their IBAN when signing up.

From Stripe to SEPA export

Before changing the payment method it is recommended to prepare with the following steps:

1. get approval from your bank to execute SEPA direct debits
2. collect bank account details and direct debit authorizations from your members
3. prepare an import file with bank details from your members (see member import under settings for template and instructions)

Gradual migration is supported. You can switch the box payment method on the Settings page before all members have migrated:

• New members will use SEPA direct debit export immediately.
• Existing members with an active Stripe subscription keep billing via Stripe until they are migrated individually (for example by changing subscription in the member app or through the admin member view).
• When a member migrates, their Stripe subscription is ended automatically in Sessy.

During the migration period:

1. switch the payment method to SEPA direct debit export on the Settings page
2. import bank details for members ready to migrate, or have members enter their IBAN in app settings
3. fill in the required IBAN and KvK information below to create payment export files
4. use the member report (payment method column) and, if needed, the Stripe dashboard link on Settings to see who has not migrated yet

Keep the migration period as short as possible (preferably less than 1-2 months). You can disconnect or close your Stripe account once all members have migrated.

From SEPA export to Stripe

After changing the payment method to ‘Stripe’ and setting up a connected Stripe account, all payments for new members will run through Stripe immediately.

However, existing members subscriptions are not migrated automatically. After changing the payment method and setting up Stripe all existing members will have to sign up for a subscription again, now through Stripe. They can do this in the app settings (under change subscription); they will then be redirected to the Stripe checkout page.

During the migration period, members who have not yet subscribed through Stripe can still use their existing subscription. You will also still be able to create direct debit payment batches for the members that haven’t switched to Stripe yet. However, it is recommended to keep this period as short as possible (preferably less than 1-2 months).

When creating your Stripe account it is important to complete all steps as soon as possible after switching to Stripe, including email validation and identification. Check for any open items shown on the Stripe dashboard page after creating your account.

From Stripe to offline payments

Before changing the payment method it is important/ recommended to prepare with the following steps:

1. cancel all active subscriptions in Stripe (select to end immediately), so members are not charged automatically anymore
2. communicate the change clearly to your members

Once everything is prepared:

1. switch the payment method to Offline on this page
2. configure who may confirm offline payments

After the change, new subscription requests are created as tasks on the dashboard. An employee confirms that payment has been completed outside Sessy; the subscription is then activated. Existing members with an active Stripe subscription that has not yet been cancelled will continue to be charged via Stripe until you end it in Stripe.

From SEPA export to offline payments

After changing the payment method to Offline, all payments for new members will run through the offline confirmation process. When a new member signs up, a task is created on the dashboard; an employee confirms that payment has been completed outside Sessy.

Existing subscriptions are not migrated automatically. Members with an existing direct debit subscription can continue using their subscription until they are migrated. You can still create direct debit payment batches for members who have not yet switched and have provided IBAN details. Keep this migration period as short as possible (preferably less than 1-2 months).

Configure who may confirm offline payments. Communicate the change clearly to your members.