Use Case: How to switch unit types
Purpose: Move customers to a different unit type to up- or down-sell your customers based on their preferences.
Step 1: Adjusting the booking items
Switch the unit type
Begin by selecting the new unit type from the options available.
Select a new unit
Choose a unit within the new unit type category that best suits the customer’s needs. Only units that are currently vacant will be shown in the dropdown.
Update the booking plan
Select the booking plan to match the customer's preferred billing cycles.
Update the protection plan (optional)
In case the booking had a protection plan attached, you have to manually re-add the plan.
Adjust the deposit (optional)
If applicable, ensure the deposit amount is updated to reflect the new unit type. While the new deposit amount will be seamlessly charged when changing the amount, be aware that you have to manually issue a credit note to refund the full or partial value to be refunded (more info here).
A task will be created in your Task Dashboard to remind you about the deposit refund.
Discount (optional)
Add, remove or adjust the discount you want to provide to your customer. The logic will be discussed in the section "Discounts" of this article.
Following these adjustments, in the following sections, you'll learn how to specify the date when the changes should be applied and how prorated values are being charged/credited in case of changes applied within a booking cycle. Additionally, in case you have E-Signatures connected, a revised contract can be sent out.
Step 2: When the unit switch should happen
Select when the customer should be switched to the new unit type
Immediate effect: Changes are applied on the same date as the booking adjustment.
End of the billing period: Changes are applied at the end of the current billing period.
Custom selected date: Changes are applied on a date chosen by the user.
When adjusting the unit type "immediately" or "on a custom date", prorated amounts are automatically calculated and charged or credited. However, choosing to apply changes at the end of the current period avoids proration calculations altogether.
Upgrade Scenario: When upgrading (e.g., moving to a higher-priced unit or adding a protection plan), proration results in a charge scenario:
Example: Moving from a 1-square-meter unit (10.00 EUR/month) to a 10-square-meter unit (100.00 EUR/month) mid-cycle results in a prorated charge of 45.00 EUR after crediting 5.00 EUR for the remaining period of the smaller unit.
Downgrade Scenario: When downgrading (e.g., moving to a lower priced unit), proration results in a credit to the customer's Stripe balance:
Example: Moving from a 10-square-meter unit (100.00 EUR/month) to a 1-square-meter unit (10.00 EUR/month) mid-cycle results in a prorated credit of 45.00 EUR to the customer's balance, to be applied to future invoices.
You can find additional information on proration and Stripe balances in this article.
Recommendation: To avoid complexities, additional invoices, and prorated credits on the customer's Stripe balance, it is recommended to make booking changes at the end of the billing period. Changes to a scheduled booking can only be applied immediately.
Step 3: Consider sending out a revised contract (optional)
If you change the unit type, which could result in a significant modification to the contract, Signable, our integrated solution for automatically dispatching electronic contracts, becomes crucial. Within our "Adjust booking" feature, you have the option to automatically send a revised contract. Simply select the "Send updated contract for signing" checkbox on the adjust booking screen to initiate this process.
The updated contract will be sent directly to the customer's email inbox for review and signature. You can track the signing status under the booking overview. The previous contract will remain attached to the booking for reference.
Step 4: Review the changes
You're almost done. Review the changes in the summary inside the "Adjust Booking" interface and check if the changes are correct.