Workflow Request Types for Subscriptions

What it is

Workflow Request Types let your organisation setup one or more workflow steps that must happen before a subscription is created by the user themselves via the website.

Use them to collect extra info, verify details, or request a manual approval—whatever you need—in the exact order you need it.

When to use it

• You need members to confirm their email before activating a plan.
• Finance wants payment confirmation before access is granted.
• A manager must approve certain member categories (e.g., Students/Corporate).
• You require forms or documents (ID, certifications) prior to activation.

How it works (at a glance)

1. Create a Workflow Request Type
   Go to Admin Settings → Workflows → Workflow Request Type and add something like “New Member Subscription” or “Student Discount Validation.”
2. Add the workflow steps
   Create one or more steps (e.g., Validate Email → Collect Form → Staff Approval → Confirm Payment → Create
3. Link it to pricing (if needed)
   Adjust the relevant subscription(s) and assign this Workflow Request Type so applicants for that plan follow the steps you define.
4. They’re now linked
   The workflow steps and the selected subscription(s) are connected via the Workflow Request Type.
5. What happens at subscribe time
   When a user applies for that subscription:
   An entry is added to the Workflow Request table for that user and subscription.
   Access is held until all steps are completed successfully.
6. Automatic issuance
   Once every step passes, the subscription is issued automatically—no extra clicks required. The Workflow Request is considered complete.
7. Parallel requests are fine
   A user can have multiple Workflow Requests in progress at once, and each can complete on its own timeline.
8. Independent of other workflows
   Any standard workflow tasks (those not tied to a Workflow Request Type) won’t block or interfere with these subscription workflows completing.
9. Staff can still add subscriptions and these workflows will not be triggered.
10. Renewals do not require the workflows to be triggered either.

If users signed up for a subscription by mistake that is using the Workflow Request Type they can cancel it themselves on the Dashboard. Staff can see any Workflow Request Types a user is engaged in via the User Profile.

Member experience

• Clear prompts for each step (e.g., “Please verify your email,” “Upload your student ID”).
• If staff approval is required, members see Pending approval and are notified when it’s done.
• Access is granted automatically once all steps are complete.

Tips & good practice

• Keep it short: Only include steps you truly need to minimise drop-off.
• Name clearly: Use descriptive request type names so staff pick the right one.
• Separate by scenario: Different request types for New vs Renewal or special categories (e.g., Student/Corporate).
• Automate notifications: Send confirmations and reminders at key points (submitted, approved, activated).

FAQs

Q: Can we have multiple request types?
Yes. Create as many as you need and tailor the steps for each.

Q: Can we change steps later?
Absolutely. Edit steps for a request type at any time without affecting others.

Q: What if a step fails?
The workflow pauses at that step and shows the member (and/or staff) what needs fixing.

Q: Do we have to use approvals?
No. Approvals are optional—you can keep it fully automated if you prefer.