Managing Subscriptions
Handle member subscriptions, cancellations, upgrades, and payment verification for seamless subscriber management
Table of Contents
Understanding the Subscription Flow
PayBot manages the complete subscription lifecycle from initial signup through ongoing management and potential cancellation.
Member Initiates Subscription
Members use the /subscription command to browse and purchase available membership tiers.
/subscriptionPayment Processing
PayBot creates a secure Stripe Checkout session and redirects the member to complete payment.
Role Assignment
Upon successful payment, PayBot automatically assigns the appropriate Discord role to the member.
Ongoing Management
Members can view, upgrade, or cancel their subscriptions. Admins monitor via Stripe dashboard.
Subscription States
Pending
Payment initiated but not yet completed
Active
Subscription is active with recurring payments
Cancelled
Subscription cancelled, access ends at period end
Member Subscription Dashboard
Members manage their subscriptions through a visual dashboard that adapts based on their current subscription status.
🔍 View Current Subscription
/subscriptionShows different interfaces based on subscription status:
- No subscription: Lists available membership tiers to purchase
- Pending payment: Shows payment verification options
- Active subscription: Displays subscription details with management options
📊 Dashboard Features
The subscription dashboard provides:
- Current tier and pricing information
- Next billing date (for recurring subscriptions)
- Payment method and billing history
- Discord role assignment status
- Self-service management options
Dashboard States
No Active Subscription
Shows available membership tiers in an interactive dropdown for easy selection and purchase
Payment Pending
Displays pending payment status with "Verify Payment" button and option to start new purchase
Active Subscription
Shows subscription details with cancel button (for recurring) and tier upgrade options
Monitoring Active Subscriptions
As a server administrator, you can monitor subscription activity through multiple channels to ensure everything runs smoothly.
Stripe Dashboard
Your primary tool for subscription management:
- Customer Portal: View all active subscriptions
- Payment History: Track all transactions
- Failed Payments: Monitor payment issues
- Analytics: Revenue and subscriber metrics
Discord Server Insights
Monitor role assignments and member counts:
- Check which members have premium roles
- Monitor role count changes over time
- Identify inactive or cancelled subscriptions
PayBot Commands
Use admin commands for detailed insights:
/setup- View connected account status- Server role management for member verification
- Integration with external analytics tools
📊 Key Metrics to Monitor
Total members with active subscriptions
Predictable subscription income
Percentage of cancelling subscribers
Handling Cancellations
Cancellations are a natural part of subscription businesses. PayBot handles cancellations gracefully while maintaining positive member relationships.
Member-Initiated Cancellations
When members cancel through the subscription dashboard:
- Click "Cancel Subscription" button in their active subscription dashboard
- Role is removed immediately for immediate cancellations
- Access continues until the paid period expires
- Stripe handles all billing updates automatically
Admin-Handled Cancellations
For special circumstances requiring admin intervention:
- Contact Stripe support for manual cancellations
- Use Stripe Dashboard for bulk operations
- Communicate clearly with affected members
- Document reason for admin cancellation
Cancellation Best Practices
📞 Exit Surveys
Send optional feedback requests when members cancel to understand why they're leaving.
🎁 Win-Back Offers
Consider special offers for members who cancelled but might return with the right incentive.
🔄 Easy Reactivation
Make it simple for cancelled members to resubscribe if they change their minds.
Managing Subscription Upgrades
PayBot supports seamless subscription upgrades and downgrades through the subscription dashboard, allowing members to change tiers while maintaining their subscription status.
Member Initiates Change
Members use the subscription dashboard to browse available tiers and select a new option through dropdown menus.
Prorated Billing
Stripe automatically calculates prorated charges or credits for the current billing period.
Role Updates
PayBot immediately updates the member's Discord role to match their new tier.
Confirmation
Members receive confirmation of the change with updated billing information.
Dashboard Upgrade Options
🔄 Tier Group Upgrades
When members are part of a tier group, they see:
- Dropdown to change between tiers in the same group
- Clear pricing differences and benefits
- Seamless transitions within the group
- Immediate role updates
🛒 Purchase Other Memberships
For memberships outside their current group:
- Separate dropdown for other available tiers
- Option to purchase additional memberships
- Clear indication of current vs. new benefits
- Flexible subscription management
Upgrade Types
⬆️ Upgrades
Moving to a higher-priced tier:
- Immediate access to new benefits
- Prorated additional charge
- New role assignment
- Higher tier permissions
⬇️ Downgrades
Moving to a lower-priced tier:
- Maintains access until period end
- Prorated credit applied
- Role updated at next billing cycle
- Reduced permissions
Payment Verification & Issues
PayBot automatically handles most payment issues, but understanding the process helps with troubleshooting and member support.
✅ Successful Payments
When payments process correctly:
- Stripe sends webhook notification
- PayBot updates subscription status
- Discord role is assigned/updated
- Member receives confirmation
❌ Failed Payments
When payments fail:
- Stripe attempts retry based on settings
- Subscription may be paused or cancelled
- Member loses role access
- Email notifications sent to member
Payment Verification in Dashboard
🔍 Verify Payment Button
When members have pending payments, they can use the "Verify Payment" button in their subscription dashboard to:
- Check if their payment went through but wasn't detected
- Manually trigger payment verification
- Resolve payment processing delays
- Get immediate access if payment was successful
Common Payment Issues
💳 Card Expired
Member's payment method has expired
Solution: Member updates payment method through Stripe customer portal
🏦 Insufficient Funds
Card has insufficient funds for the charge
Solution: Member adds funds or uses different payment method
🚫 Card Declined
Bank declines the transaction
Solution: Member contacts bank or uses different payment method
🔧 Manual Payment Recovery
For payment issues requiring admin intervention:
- Check Stripe Dashboard for failed payment details
- Contact the member to resolve the issue
- Use Stripe tools to retry failed payments
- Monitor for successful payment confirmation
Subscription Analytics
Understanding your subscription metrics helps optimize your server monetization strategy and identify areas for improvement.
📈 Key Performance Indicators
- Conversion Rate: Percentage of server members who subscribe
- Average Revenue Per User (ARPU): Total revenue divided by subscribers
- Customer Lifetime Value (CLV): Average total revenue per subscriber
- Churn Rate: Percentage of subscribers who cancel monthly
📊 Stripe Analytics Dashboard
Access detailed analytics in your Stripe Dashboard:
- Revenue trends and forecasting
- Subscriber growth over time
- Payment method preferences
- Geographic distribution of subscribers
Using Analytics for Optimization
💰 Pricing Optimization
Use revenue data to optimize tier pricing and identify sweet spots for conversion.
🎯 Retention Strategies
Analyze churn patterns to develop targeted retention campaigns and improve member satisfaction.
📈 Growth Planning
Track subscriber growth to forecast revenue and plan server expansion or new features.