Changelog
Follow up on the latest improvements and updates.
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We’ve updated the email members receive when a
recurring payment fails
, so they understand what happened and avoid creating duplicate packages.What was the issue?
The previous email said the recurring package was
cancelled
, which led many members to repurchase a new package.
This created unnecessary admin clean-up and confusion.
What’s new
Members will now receive a clearer, more accurate message:
You can now
cancel a recurring package even if its latest renewal failed
— an option that wasn’t available before.Why this matters
Previously, when a member cancelled but their renewal had already failed, you couldn’t cancel the package in Vibefam.
This left a
floating failed payment record
that couldn’t be cleared or acted on.What’s new
- “Cancel Recurring Package”is now available for failed renewals.
- Cancelling the package will automatically clear the related failed payment.
This keeps your package records clean and aligned with the member’s actual status.
You can now record
manual payments
when a recurring package renewal fails — perfect for payments collected via cash, PayNow, bank transfer, or terminal.What it does
- New “Collect Manual Payment”action on failed renewals
- Renew the member’s package immediately after recording the payment method
- Automatically removes the item from Failed Payments
Why it matters
- Previously, offline payments couldn’t be recorded for failed renewals.
- Now, your real-life payments match your Vibefam records, keeping sales clean and accurate.
Where to find it
- Under Failed Payments, Transactions, or Packagesfor the member.
You now have more control over how the
next billing date
is set when a recurring package renewal fails.What’s New
A new setting —
“Failed Payment Behavior”
— is available under Configure → Package Options
, allowing you to choose whether the next renewal should:- Renew based on the date the payment failed, or
- Renew based on the date the payment eventually succeeds
Example
If a renewal was supposed to bill on 1 Jan but the card failed:
- Option 1 (Renew based on failed payment date):Next billing date stays aligned to 1 Jan → 1 Feb → 1 Mar, even if payment succeeds later.
- Option 2 (Renew based on successful payment date):If the payment succeeds on 5 Jan, the next billing date becomes 5 Feb instead.
This gives you control over whether billing cycles stay fixed or shift based on when payment is successfully collected.
You can now set up payroll for
Appointments
directly under Staff → Payroll Settings.
What’s New
- Set instructor pay per session,
- Or reward instructors who complete more than X sessions,
- Or pay by percentage of revenue
- Appointment sessions now appear in Instructor Payroll Reports
This gives you flexible, accurate payroll tracking for all private session bookings.
We’re upgrading our scheduling system.
Private Classes will be retired by end March 2026
and replaced with our new Appointments
feature.What this means for you
- Same admin capabilities, with more flexibility
- Members can self-bookavailable slots
- Admins can mark sessions as non-cancellable
- Simpler booking formwith fewer required fields
- Appointments will be our future-proof, standard scheduling system
Timeline
- Private Classes supported until March 2026
- Please switch to Appointments before the phase-out date
If you need help migrating, our team is here to support you.
For Studios with Multiple Outlets
We heard you — for studios operating across locations, it’s crucial to
know which outlet is driving package sales
so you can make smarter decisions and invest where it matters most.What’s new
- Sale reportingnow breaks down package sales by outlet — giving you clearer performance insights across locations
How it works
- Members will select the purchase locationduring checkout
- Admins will also choose the sale locationwhen processing a purchase
How to activate
- Go to Configure → Package Options
- Toggle on Track Package Sales by Location
Better visibility. Better decisions. Better growth. 🧡
We heard you! Many instructors rely on Google Calendar to manage both work and personal activities — so we made it easy.
You can now
see your Vibefam classes directly on your Google Calendar
, get automatic Google reminders
, and instantly spot any schedule conflicts
with your personal life.How to use
- Go to the Schedulepage
- Click Connect to Google Calendar
- Select your Google account — and you’re all set! 🎉
Teaching is busy enough — your calendar shouldn’t be. ❤️
We’ve launched
Package Log
— a clear, traceable history of every credit change inside a member’s package.What it does:
Shows a full audit trail of all credit adjustments, including:
- Credits edited by staff
- Refunds from class cancellations
- Credits deducted or returned
- Freezes and unfreezes
- System-triggered changes
- Class bookings, cancellations, and no-shows
- Share-package usage and other credit-related actions
- Who made the change, when it was made, and exactly how credits or expiry dates changed (before → after)
Why it matters:
You can now see
exactly what happened
to a package’s credits at every step — giving your team confidence, clarity, and full transparency when handling member inquiries or disputes.How to access:
Click on
“View Package Logs”
under the member’s package.
We’ve removed the
username field
from the member account creation flow for both admins and members.Why this matters
Usernames often caused unnecessary friction — taken usernames, validation errors, and confusion about why the field existed. This slowed down admins during member creation and added extra steps for members signing up.
What you get now
A smoother, faster signup experience with fewer errors and fewer questions from members. Studios can onboard new members more efficiently, with no extra explanations required.
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