How to Set Up Automated Card Deductions & Subscriptions for Coaching Programs in CoachVantage

Overview

You can set up automated card deductions and recurring subscription payments for your coaching programs using Stripe as your payment gateway. This allows your client’s card to be charged automatically on a weekly, monthly, or yearly basis — depending on how you configure your program fees.

This article walks you through:

• Setting up Stripe as your payment gateway
• Adding payment options to a program
• Enabling automated card deductions & subscriptions
• Managing canceled subscriptions
• Viewing payments in CoachVantage & Stripe
• What your client sees in the Client Portal

Before You Begin — Ensure Stripe Is Connected 🔗

Automated card deductions and subscription payments can only be enabled when Stripe is integrated with your CoachVantage account.

To check your Stripe integration:

1. Click your Profile Name (top-right corner).
2. Select My Settings.
3. Click the Integrations tab.
4. Confirm that Stripe is connected.

If Stripe is not connected, you’ll need to integrate it before proceeding.

Step 1 — Open or Create a Coaching Program

1. Go to the Programs page.
2. Either:
3. • Click Create New Program, or
   • Open an existing program
3. Navigate to the Fee step.

You will need to complete the earlier program setup steps before accessing the Fee section.

Step 2 — Enable Program Fees & Select Stripe

In the Fee section:

1. Select Yes to indicate the program is paid.
2. Choose Stripe as the payment gateway.

You can add up to three payment options for each program.

Step 3 — Add a Payment Option 💸

Click Add Payment Option. Under Payment Type, you can choose:

1. One-Time Payment

The client pays the full amount in a single transaction.

2. Installment Plan

Clients are charged a recurring amount for a specified number of occurrences.

For example:

• $100 per month
• For 6 months

Under installment options, you can choose:

• Automatically charge client’s card each billing cycle
• • Stripe charges the card automatically based on your schedule

OR

• Send invoice to client each billing cycle
• • CoachVantage emails an invoice
  • The client must manually complete payment

Selecting automatic card deduction creates a subscription-style billing plan.

3. Monthly Subscription (Evergreen)

• No end date
• Charges recur indefinitely until cancelled
• You or the client may cancel at any time

This option is ideal for ongoing coaching memberships or retainers.

Step 4 — Configure Automated Card Deductions

If you select an installment plan or subscription, you can enable:

✔ Automatic recurring card charges via Stripe

Once saved, a Manage Canceled Subscriptions section will appear.

Step 5 — Choose What Happens When a Client Cancels

When automated payments are enabled, clients may cancel their subscription from the Client Portal.

You can decide how CoachVantage handles program access after cancellation:

1. Always allow access
   The client retains program resource access even after cancellation.
2. Remove access immediately
   Access is revoked as soon as the subscription is canceled.
3. Allow access until end of billing cycle (recommended)
   The client keeps access until the current billing period ends.

This setting controls access to program notes, files, and forms.

Step 6 — Preview & Publish the Program

Once you’ve added your payment options:

1. Review the Program Landing Page Preview.
2. Confirm the payment options display correctly.
3. Click Save & Publish Program.

Your clients will now see the available payment options at signup.

What the Client Sees When Subscribing

When a client selects a subscription or installment plan:

1. They are taken to the Checkout Page.
2. They enter their card details.
3. Click Subscribe.
4. A confirmation message is displayed.

CoachVantage will:

• Create the client profile
• Enroll the client into the program
• Generate the payment record automatically

Viewing Subscription Payments in CoachVantage 🧾

Go to:

Contacts → Select Client → Payments Tab

You will see:

• Paid invoices
• Subscription details
• Billing frequency
• Program name
• Subscription start date

Coaches may cancel subscriptions from this page if needed.

What Clients See in Their Client Portal

Clients can:

• View their subscription details
• See billing amount & frequency
• Cancel their subscription (if enabled)

They will also see a message explaining what happens to program access after cancellation — based on the option you configured.

Viewing Subscription Activity in Stripe

You may also review subscription billing activity inside your Stripe dashboard, including:

• Payments received
• Subscription records
• Billing schedule
• Client details

That’s It! 🎉

You now know how to:

• Set up automated card deductions
• Create installment & recurring plans
• Manage subscription cancellations
• Track payments in CoachVantage & Stripe

This powerful feature allows you to create scalable coaching programs with flexible client payment options.