Help for staff

Choosing how your centre charges families

Pick one of the four ways families pay, answer the GST question and set how much notice families get before a change.

Setting your cancellation rules

Decide when a cancellation is free, when a late fee applies, when the whole lesson is charged, and how long a makeup lasts.

Family balances and the ledger

Every charge, payment and credit is a line on the family's ledger. Lines are never edited; mistakes are corrected with a new line.

Recording a manual adjustment

Add a one-off charge, a goodwill credit or a write-down to a family's account, with a reason the family sees.

Sending invoices and recording payments

Check the weekly drafts, send them, and record a payment made outside the portal.

Credit notes and voiding an invoice

Reduce what an issued invoice asks for with a credit note, or void an invoice that should never have been sent.

Overdue invoices and failed payments

Where to find invoices past their due date and families whose bank debit failed.

Cancelling a lesson for a family

Record a cancellation a family asked for (for example on the phone), or cancel as the centre, and read the family the cost before you confirm.

Held late fees and makeups

A late cancellation fee waits for a set number of days and clears if the child attends a makeup in that time.

Selling lesson packs

Sell a block of lesson credits to a family, handle pack requests and refunds, and know what happens when credits run out.

Running a prepaid account for families

How the prepaid account works, the warning floor and the deposit bonus ladder.

Moving across from Teachworks

Hold all family charging until a start date, and keep lessons read only here while Teachworks still manages them.

Setting up online payments

Open your centre's payments account so families can pay invoices and top up by direct debit from their bank account.

Giving a sibling discount

Take a percentage off lessons for families with more than one child having lessons in the same week.

Invoice prefix, footer and late fee

Put your own prefix and footer on invoices, and optionally add a one-off late fee to invoices left unpaid.

Making promo codes

Create codes for a free trial lesson or money off lessons or a pack, and see how each code is used.

Split payers: when someone else pays

Let a grandparent, a second parent, an employer or a funding body pay all or part of a family's invoices.