--- title: "Managing your services" description: "Everything on a service's page — distribution channels and links, payment plans, workflow steps, availability, suppliers, and settings." lastModified: "2026-08-27" lang: "en" wordCount: 1513 url: https://qualyhq.com/training/payments/managing-your-services --- ## Site navigation - [For schools](/international-education/for-schools.md) — For international education schools - [For agents](/international-education/for-education-agents.md) — For international education agents - [Explore](/training.md) — Watch videos on how to use Qualy - [About](/about.md) — Learn about Qualy's mission and values - [Pricing](/pricing) - [5-min demo](/demo.md) - [Login](https://dashboard.qualyhq.com) # Managing your services > Prices, availability, workflow steps and where customers can buy. ## At a glance - **Intended for:** Admins - **Available in:** All plans - **Reading time:** 5 minutes - **Last updated:** 12th August 2026 ## Quick summary Each service has its own page where everything about it lives: the distribution channels that control where customers can buy, quick links to its hosted page and direct purchase link, the payment plans (templates) attached to it, the workflow steps customers move through, and quick settings for status, availability, repeat purchase and supplier. Name and description edit inline; logo, SKU, language and categories live under 'All settings'. One rule matters more than the rest: a public service shows its buy button only when exactly one payment plan is visible to that audience. ## Overview Open any service from the Services list and you get its page: distribution and links on the left, followed by payment plans and workflow steps, with **Quick settings** and **Service info** on the right. The name and description edit inline — click them, type, press Enter. Clicking the logo opens the full settings. ![A service page showing distribution channels both live, with Quick settings on the right](/images/training/payments/managing-your-services/01-manage-service-view.png) ## Distribution channels and links The **Distribution channels** card controls where customers can purchase. The two cards toggle with a click and save immediately: - **'Customer portal'** — logged-in customers see and can purchase the service in their portal. Shows a green **'Live'** badge when on. - **'Public storefront'** — anyone can view and purchase without logging in. Shows a green **'Public'** badge when on. Below them, **Quick links** unlocks once at least one channel is on: - **'Hosted page'** — the service's page on your portal. Send this when you want the customer to read about the service before paying. - **'Direct purchase link'** — the same page, but it heads straight into checkout. This is the link behind the chips in the payment chooser. - **'Embed buy button'** — a copy-paste HTML snippet that puts a 'Buy now' button on your website, pointing at the direct purchase link. ![The Quick links section with Hosted page, Direct purchase link and Embed buy button rows](/images/training/payments/managing-your-services/02-quick-links.png) If only 'Customer portal' is on, each link carries a yellow **'Logged in only'** badge — the links work, but whoever opens them must sign in to the portal first. Turn on 'Public storefront' to make them work for anyone. ## Payment plans The **Payment plans** card lists the payment templates attached to this service — 'Create multiple options of payment schedules (templates). Users can choose which one to use when creating an order.' The price you set when creating the service appears here as its first plan. **'Create payment plan'** opens the template builder. The categories that matter for services: a predetermined list of payments (a fixed schedule you define), a dynamically calculated plan (generated from a total or number of payments), and a flexible-amount payment (the customer chooses how much). When you create a plan from a service's page, you also get checkboxes controlling whether that plan's payments show in the customer portal and publicly. ![The Payment plans card on a service with no templates yet and a Create payment plan button](/images/training/payments/managing-your-services/03-payment-plans.png) The public buy button needs **exactly one** visible plan. A public service with no plans shows 'Not available' instead of a button, and one with two or more visible plans shows no button at all — the page can't decide which plan to charge. Keep one plan public for direct purchase; keep the rest as internal templates for your team. Templates attached to a service also surface when your team creates a payment plan for a customer and selects that service — the full picture is in [Payment links and templates](/training/payments/payment-links-and-templates.md). ## Workflow steps **Workflow steps** are the roadmap a customer moves through when they buy the service — application received, documentation, acceptance, and so on. They power the kanban view on orders, so each purchase can be tracked step by step. The section starts collapsed; expand it with the counter on the right. With no steps yet, you get three starting points — a higher-ed application process, a visa application process, or **'Use ChatGPT to create your process'**, which drafts steps from a short description of your process — plus a 'Create steps from scratch' link. ![The workflow steps editor with six numbered steps and the step form showing name, description and skippable options](/images/training/payments/managing-your-services/04-workflow-steps-editor.png) Click a step to edit it. Each step has a **Name**, a **Description**, and two behaviours: - **'Let users skip this step'** — mark it if the step is optional. - **'Do not allow to move to a previous step that has already been completed'** — locks forward progress, for processes where going back would break something. The dashed **+** tile at the end of the stepper adds a step; **Remove** on a step's form deletes it. Steps save individually with their own **Save** button. ## Quick settings The right-hand card covers the day-to-day switches: - **Status** — 'Available' or 'Archived'. Active services can be purchased; archiving removes the service from the portal and storefront without deleting anything. - **Availability** — opens the capacity control: 'No availability control', or 'Stop orders when full' with a maximum capacity and the seats currently available. When it hits zero, the portal shows **'Sold out'**. - **Repeat purchase** — whether one customer can buy this service more than once. On by default. - **Supplier** — whether creating an order with this service requires picking a supplier, and which partnership is the default. - **'All settings'** — the full settings modal: logo, status, language, category, repeat purchase, portal and storefront checkboxes, and SKU, plus the supplier options and a shortcut to manage categories. The **Service info** card next to it shows the SKU and language at a glance. ## Frequently asked questions ### My service is public but there's no buy button on its page — why? The buy button renders only when the service has exactly one payment plan visible to that audience. No plans at all shows 'Not available' instead of a button. Two or more visible plans also removes the button — the page can't know which one to charge. Fix it on the service's page under Payment plans: keep one plan for direct purchase (with the right display option ticked when you create it), and keep alternatives as internal templates your team applies when building plans. ### What happens when I archive a service? Set Status to 'Archived' in Quick settings and the service can no longer be purchased — it disappears from the customer portal and the public storefront, and moves to the Archived tab of your services list. Nothing is deleted: orders and payments that used it keep their history, and setting the status back to 'Available' brings it back exactly as it was. ### Do distribution changes go live immediately? Yes. The 'Customer portal' and 'Public storefront' cards on the service's page save the moment you click them — the green 'Live' and 'Public' badges reflect the current state. There's no separate publish step, so treat the toggle as the publish. ### What does requiring a supplier actually do? Two separate things, both under Supplier in Quick settings. 'Require a supplier to be selected when creating an order' forces whoever creates an order with this service to pick a supplier — useful when the service is always delivered by a partner. 'Default supplier' pre-selects one so it doesn't have to be chosen every time. Neither changes how money splits on its own — splits are configured on the payment plan or partnership. ### Can I sell the same service in two currencies? Not through one public buy button — the button needs exactly one visible plan, and a plan has one currency. If you sell the same thing in multiple currencies, either create one service per currency (each with its own public link), or keep the service internal and let your team pick the right template when they create the payment plan for each customer. ### Where do I change the logo, SKU or language? Open 'All settings' at the bottom of Quick settings — that's where the logo upload, SKU, language and category live, along with the same status, repeat purchase and distribution checkboxes you see elsewhere on the page. The logo shows on the service's public page and next to its name in lists. ### What are categories and where do I manage them? Categories group services — on your services list and on the portal, where customers see services grouped by category with a heading for each. Create and colour them under Preferences → Services ('Manage categories' in the service's settings takes you there), then assign one per service in All settings. The category select only appears once at least one category exists. ### What is the embed buy button and can I style it? The 'Embed buy button' row under Quick links gives you a small HTML snippet — a 'Buy now' button that opens the service's direct purchase link in a new tab. Paste it into your website where you want the button. It ships with its own fixed styling (a green button); if you want it to match your site, ask your developer to restyle the snippet — the link inside is what matters, the look is yours to change. ## Prefer doing this via the Qualy API? Head over to our developer docs for everything you need—endpoints, examples, and simple how-tos. 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