This article will take you through how to use Payment Links to collect overdue subscription payments, both manually and automatically using Automations.
Payment Links allow members to securely pay an overdue invoice online, helping studios to:
- Increase collection rates with timely, consistent reminders
- Reduce admin time spent chasing overdue payments
- Help members regain access faster by resolving payment issues quickly
- Offer flexible payment options, including Apple Pay and Google Pay
- Standardize collections processes across teams and locations
What are Payment Links?
Payment Links allow you to share a secure payment page with a member for a specific overdue subscription invoice.
When a member opens a payment link, they’ll see:
- Your studio branding and location name
- Their member details
- The invoice details, including amount due and invoice number
- Available payment options (Card, Apple Pay, Google Pay – device dependent)
Once payment is completed:
- The invoice is marked as paid
- The membership status updates to Active
- The member receives a payment receipt by email
Please note:
- Payment links are only available to branches using Glofox Payments powered by Stripe.
- Payments made via Payment Links do not update the saved payment method on the member's account and do not change the payment method used for future subscription cycles.
Manual Payment Links
Manual Payment Links allow you to copy a payment link for an overdue subscription invoice and send it to a member through any channel.
How to Copy a Payment Link Manually
- Go to the member profile.
- Navigate to the Transactions tab.
- Locate the overdue subscription invoice.
- Click the Actions menu on the invoice.
- Select Copy Payment Link.
- Click Copy Link on the pop up that appears.
- Confirmation will be displayed that the link has been copied to your clipboard.
Sending the Payment Link
Once copied, you can paste the link:
- Into an email or SMS sent directly from Glofox
- Into an external messaging app such as WhatsApp or Instagram
- Into any other communication channel you use to contact members
Automated Payment Links Using Automations
To help studios scale collections and reduce manual outreach, Payment Links can also be sent automatically using Automations.
Failed Subscription Payment Workflow
You can find this workflow by navigating to:
Connect → Automations → Failed Subscription Payment
Once enabled, this workflow triggers automatically when a subscription payment fails.
What Happens When a Payment Fails
When a subscription payment fails, the workflow can automatically:
- Send an Email
- Send an SMS
- Send a Push Notification
- Create a staff-facing task
Each workflow includes a prebuilt set of steps that can be used immediately and fully customized.
Using Payment Links in Automated Messages
Studios using Glofox Payments powered by Stripe can include a Payment Link in:
- SMS
This allows members to pay the overdue invoice instantly without staff intervention.
The workflow includes merge tags, allowing you to dynamically insert:
- Member details
- Branch details
- Invoice amount
- Invoice date
- Invoice item list
- Invoice payment link
Customization
Through customization of the default templates, you can:
- Edit the subject line and message content
- Customize styling (email)
- Add CC/BCC recipients (email)
- Tailor messaging to your studio tone and policies
Push Notifications
Push notifications can also be sent as part of the workflow. Push notifications don’t support hyperlinks, so instead, they should guide members to check their email or SMS, where the payment link is included.
Messaging Time Window
To avoid out-of-hours messaging, this workflow only sends messages between:
9:00am and 8:00pm (studio local time)
How Timing Works
- Failed payment between 9am–8pm
→ Workflow steps trigger immediately. - Failed payment outside 9am–8pm
→ Workflow steps trigger at 9am the next day.
If the invoice is successfully paid before 9am, the workflow steps will not send.
Frequently asked questions
Q: Do Payment Links expire?
A: Payment Links do not expire; they remain active for as long as the linked invoice is in a Past Due state. If the invoice moves to a Pending or Paid state, the link cannot be used to perform a payment, ensuring no double payments are possible.
Q: Can retries be used alongside payment links?
A: Yes, automated retries and manual retries can be used alongside payment links. If the retry is successful, the invoice will be marked as paid and the associated payment link for that invoice will no longer be able to be used. If a retry is performed on a non-immediate payment method (e.g. Direct Debit), the invoice will move to a Pending state, which similarly will prevent payment through the associated payment link. If a retry is unsuccessful, the invoice will remain in a Past Due state and the associated payment link will continue to be active and available for a member to use to make a payment.
Q: Does the automation trigger when a payment retry declines?
A: No, the automation only triggers on the original subscription failure. It will not trigger again on subsequent failed retries.
Q: Is there a risk of double charging if I use payment links?
A: No, payment links are designed to ensure double charging is not possible. Payment links can only be used to pay an invoice that is in a Past Due state at the exact moment the user submits their payment details. If the invoice is already paid or is in a pending state (for example due to a payment retry on a delayed payment method such as Direct Debit/ACH) the payment link cannot be used to trigger a payment.
Next Steps & Additional Support
- Review your Failed Subscription Payment automation to ensure it’s enabled
- Customise messaging to match your studio’s tone and policies
- Share Payment Links manually where needed for high-touch follow-ups
If you need help setting up Payment Links or Automations, contact Glofox Support.