When a community-wide payment requirement changes — such as an annual maintenance fee increase — updating subscriptions one by one isn't practical. Rather than editing each subscription individually, administrators can bulk update all active subscriptions at once. This guide outlines how to bulk update recurring payments for Workspaces using Embedded Payments, with either a Specific Amount (a new fixed amount applied to all) or No Specific Amount (an Excel template with individual values per subscription).
To update individual recurring payment subscriptions, refer to the guide below:
How to Update a Recurring Payment
1. Select Setup from the user menu in the top-right corner.
2. Pick Store / Payments from the main menu.
3. On the Store / Payment Settings page, locate the Make a Payment Products section. Review the list of products and their current number of recurring payments. To see a record of the current recurring payments, click the open payments icon.
This will display all active subscribers, their current amounts, and next invoice dates.
4. To update a recurring payment product, click the update payments icon.
Note: This icon is only available to users in the Payment Administrators group.
Specific Amount
This is the update method when there is a fixed amount for the recurring payment type.
1. On the Update Recurring Payments page, enter the New Amount in the field provided. If applicable, update the Frequency Type (Monthly, Every Three Months, Every Six Months, or Yearly) and the Next Payment Date for the payment type. Once completed, click Next.
Note: this will also update the payment type amount and frequency for new payments going forward.
2. Review the list of affected subscriptions, including each subscriber's current details, new amount, new frequency, and next payment date. Use the Export to Excel option if you need a record of the updates before confirming. Click Confirm to apply the changes.
Note: Values that are being updated will be bolded.
3. The recurring subscription updates have been queued and are processing in the background. A History Record will be added to the payment setup page and to each subscription in Manage Payments. Click Store / Payments Setup to return to the settings page.
No Specific Amount
This is the update method when there is no specific amount for the recurring payment type.
1. On the Update Recurring Payments page, click Download Template to download an Excel template with all the current recurring subscriptions details.
2. Open the file and fill in the New Amount for each subscription. Frequency Type and Next Payment Date are optional — if left blank, they will not be updated for the corresponding recurring subscriptions.
Optional: Use the New Frequency dropdown to select a new frequency option for the applicable subscriptions (Monthly, Every Three Months, Every Six Months, Yearly).
Optional: Use the Next Payment Date dropdown to select a new payment start date for the applicable subscriptions. The dates are listed in YYYY-MM-DD format and will always be the first of the month.
If an individual recurring subscription should not be updated, remove the entire row from the Excel sheet before uploading.
Do not remove any columns from the Excel or alter the values in the RecurringPaymentID column, as it will cause the update to fail.
3. Upload the completed Excel template and click Next to proceed.
4. Review the list of affected subscriptions, including each subscriber's current details, new amount, new frequency, and next payment date. Click Confirm to apply the changes.
Note: Values that are being updated will be bolded.
5. The recurring subscription updates have been queued and are processing in the background. A History Record will be added to the payment setup page and to each subscription in Manage Payments. Click Store / Payments Setup to return to the settings page.