Moving across from Teachworks
Hold all family charging until a start date, and keep lessons read only here while Teachworks still manages them.
Updated 18 October 2026
Why this exists
Moving systems while still billing and booking in Teachworks risks charging a family twice or changing a lesson in one place and not the other. As the centre owner or admin, these two settings let you use the rest of the portal straight away while Teachworks stays in charge of invoices and lessons. Families are charged in one place only, and your staff know where to make each change.
If your centre still invoices and books in Teachworks, two settings let you use everything else in the portal without charging families twice or changing lessons in two places.
Before you start
You need the settings.edit permission and two-step sign-in. Both settings are on Settings > Billing and cancellations, in the card for a centre moving across. Every change is recorded.
Start charging families from a date
- Open How you bill.
- Under Start charging families from, pick the date your centre starts charging through the portal.
- Save.
Until that date the portal charges families nothing: no lesson charges, no cancellation fees, no invoices and no payments. A lesson taught before the date is never charged here, even afterwards, because Teachworks billed it. Leave the date empty to charge families now.
While charging is held:
- marking the roll shows "Not charged" with the start date,
- a family cancelling is quoted no fee,
- the invoice run, top-ups, pack sales and positive adjustments are refused with a sentence,
- credits, refunds, voids and adding a payment method still work.
A banner across the billing pages says charging is held.
Lessons managed in Teachworks
Choose Managed in Teachworks (read only here) to stop staff and families marking the roll, booking, moving or cancelling lessons in the portal. They see their lessons, and anyone who tries a change is told to make it in Teachworks; it appears here after the next sync. Notes, wrap-ups, homework and the online classroom still work. Choose Managed here to switch back.
Good to know
- If the saved date cannot be read, nothing is charged until you pick a date or clear it.
- The Bookshelf's own sales are not held.