Plans

Class packs, memberships and credits

A plan is what a family buys to come to class, alongside tuition or instead of it. A class pack is a number of classes, or unlimited classes, to use within a set time, paid once. A membership is paid every month and gives unlimited classes or a limit per week, per month or per billing cycle; it renews by itself in the same automatic invoicing run as tuition. Credits work like money for classes: each class costs a number of credits, 1 unless its course says otherwise, so a longer class can cost more. They are sold as a one-time credit pack or as a monthly credit subscription.

Choose by how your families actually come. Tuition still suits a fixed seat in the same class every week. A class pack suits people who come when they can, such as a pack of 4 or 8 classes that ends with the month, or a trial pack each student or family can buy only once. A membership suits regulars who want flexibility, with a minimum commitment if you need one. Credits suit a timetable where classes are not worth the same, such as a long workshop that costs more than a regular class.

Switch on the ones you use in Admin, Modules: Class packs, Memberships and Credits. The Plans tab then appears on Tuition & Fees, in Billing, next to the tuition and fee tabs, with every plan as a card.

Create plan opens a wizard in five steps. Type: Class pack, Membership or Credits, and for credits a One-time pack or a Monthly subscription; only the types your modules allow show, and the type is fixed once the plan exists. Price and classes: the name families see on invoices and in the Portal, the price, and how many classes or credits it gives, or Unlimited classes. A membership also asks How many classes, Carry over what is left (at most) and Minimum commitment (months): with 3, it cannot be cancelled before 3 payments. With more than one location you can limit the plan to one of them.

Validity: Valid for sets No expiry, A number of days, Until the end of the month or Until a date; When does it start? sets When it is sold, When it is paid or At the first booking; and the Cancellation window is either the one in Your business rules or a different number of hours for this plan. Until the end of the month means the last day of the month it was bought in, so a pack bought on September 18 ends on September 30. Who and where: For one student, with their own balance, or For the whole family, with one balance the children share; Can be used for, the courses it covers; Can be bought only once; Sold online, so families can buy it themselves, under Packs and memberships in the Enrollment Portal and from Buy a plan in their own Portal; and the Tax category. Review shows the plan as each family will buy it.

Edit a plan from its card at any time. A family that already bought it keeps the plan exactly as it was sold, price and terms included, so a change only applies from the next sale. Deactivate stops new sales and Delete takes it out of the catalog; either way, whoever already bought it keeps it until it ends.

Selling a plan and reading its balance

Sell a plan from the student or from the family. On a student, the Payments tab lists under Plans everything that student can use: their own plans and the ones the whole family shares. On a family, the Plans tab lists every child's plans and the shared ones. Press Sell plan, choose the plan and, for a shared plan, who uses it, then the optional Start date, Discount and Notes. The Summary shows what goes on the invoice, when the plan starts and until when it is valid; Sell and invoice issues the invoice like any other, with the plan's tax category, and autopay charges the saved card when the family has it on.

Each plan shows its status: Active, Pending, Paused, Used up, Expired or Cancelled. A plan that starts When it is paid stays Pending until its invoice is fully paid, and one that starts at the first booking says Starts at the first class booked. The balance reads the way a family would say it, such as 3 of 4 classes left, 2 of 3 left this week, Unlimited, or the credits left, with the date it expires or renews underneath. History lists every movement with who made it: the purchase, each booking, each class used or given back, renewals, what carried over or expired, and every adjustment with its reason.

More actions holds the changes. Adjust balance adds classes or credits, such as a goodwill class, or takes them away as a correction, with a reason that stays in the history; a balance never goes below zero. Pause, for memberships and credit subscriptions, stops the plan from being used between two dates and moves its end and its next renewal forward by the same days; Resume brings it back early and gives back the unused days. Cancel ends it Now, and whatever is left expires, or, for a membership or a credit subscription, At the end of the period, so it keeps working until then and does not renew. An optional Refund is issued as a credit memo on the plan's invoice, and money already paid becomes credit on the family balance.

A membership with a minimum commitment cannot be cancelled, now or at the end of the period, until that many payments have been billed, and the Cancel dialog says from which date it can be. A plan that never started can always be cancelled. Families hear about their plans too: Plan ending soon, Plan almost used up and Plan renewed are notices you manage, with their channels, in Admin, Notifications.

Booking classes with a plan

A booking puts one student in one lesson, without a fixed seat in the class. Book from the calendar: open the lesson and, under Bookings, press Book a student. Pick the student, and What pays lists every plan of theirs, or of their family, that can cover that lesson, with the one marked Best option first, the drop-in class price when the course has one, and Free. A plan that cannot pay says why, for example that it is for another course or has nothing left this week. The student's Classes tab and the family's Bookings tab list their bookings, upcoming and past, with Move and Cancel.

Best option follows one rule: the plan that expires soonest, and a limited plan before an unlimited one, so a pack about to run out is used before a membership. A plan only counts if it covers the course and the location, is valid on the lesson's date and has enough classes or credits left for that period. You can still choose another plan, the drop-in class, or Free, which charges nothing and uses no class; only staff can book free. A student who already has a seat in that lesson through an enrollment does not need a booking.

Seats are shared: a lesson holds its enrolled students plus its bookings, up to the class capacity. When it is full, tick Add to the waiting list if it is full. When a seat frees up, the first person waiting is booked automatically and pays the way a booking would; if nothing can pay for them, they keep their place and the next person gets the seat. The family gets the Waiting list seat confirmed notice. Staff can book a lesson until the end of its day, so a walk-in can be added once it has started, but never a past day; families in the Portal can book until the lesson starts.

The class is used when it is booked, not when the student turns up, and the cancellation window decides whether a cancellation gives it back. Set it once in Admin, Your business rules, under Session bookings: hours before the lesson starts, 24 unless you change it, and 0 means up to the start. A plan can have its own window, set in its Validity step. Cancel before the window and the class or the credits go back to the plan, or, for a drop-in class, the charge is credited to the family. Cancel after it and the class counts as used, and a drop-in class stays charged. The Cancel booking dialog says which case applies, and staff can still choose Give the class back anyway, with a reason that is kept with the booking. Families cannot give back a late class themselves.

Move takes a booking to another lesson: pick one of the next lessons of the same class, or Or another day. The same plan pays for the new lesson when it can. If the original lesson is already inside the cancellation window, its class counts as used and the new lesson is paid again. When you cancel a lesson for everyone, every booking in it is cancelled and everything is given back, classes, credits and drop-in charges, and each family gets the Booking cancelled by the school notice.

Attendance for booked classes

Booked students join the roll call of the lesson they booked, next to the enrolled ones, tagged Booked. They show in Attendance, when you press Finish on a lesson in the calendar and in the Teacher Portal, and the lesson's student count includes them, so a teacher always knows who to expect.

Attendance settles the booking. The class was already taken from the plan when it was booked, so Present or Late simply marks it attended. Absent keeps the class used, as a no-show. Absent with an absence reason that returns the class marks the absence as excused and gives the class or the credits back to the plan, and the plan's History records the reason. Correct the mark later and the balance follows, as many times as needed, without ever counting a class twice.

Choose which reasons give a class back in Settings, Absence Reasons, on the Student Reasons tab: open a reason and tick Returns the class. Your workspace comes with a Medical certificate reason that does, marked as justified. On a booked student's row the reason picker labels those reasons returns the class, so whoever takes attendance, at the front desk or on a tablet in the Teacher Portal, sees the effect before saving. Once the roll call is done, the Teacher Portal shows Class returned to the plan on that student, and the lesson screen counts the seats taken together with the bookings and the waiting list.

Booked classes never generate makeup credits: giving the class back to the plan is how a justified absence is made good. For a drop-in class the mark changes only the booking's status; to give the money back, issue a credit memo on its invoice.

Pay per class

Pay per class lets someone come to a single class without a plan or a fixed seat, at a set price. Switch on Pay per class in Admin, Modules, then give each course you sell this way its drop-in class price; a course without one is sold only with a plan or with tuition. In Portal Studio, each offering's What it sells chooses Enrollment, Drop-in classes or Both. An appointment offering that sells drop-in classes, such as private lessons, adds Price of one class with each teacher, so a lesson with one teacher can cost more than with another; left blank, a teacher uses the course's drop-in price.

When staff book a student and no plan covers the lesson, What pays offers the drop-in class with its price. In the Enrollment Portal, an offering that sells drop-in classes lists its coming lessons with the spots left, and with Both the visitor first answers How do you want to book?, Enrollment or Drop-in class; a visitor pays the drop-in price, and a signed-in family can use one of their plans instead. In the family Portal, Book a lesson offers Pay this class when no plan covers the lesson. The price is the teacher's when the lesson comes from an appointment offering that sets one, and the course's otherwise.

When it is invoiced depends on how the family is billed. A family billed in advance gets an invoice straight away with one Drop-in class line, naming the course, the student and the date. A family billed in arrears gets nothing at booking: every drop-in class of the period, attended, missed or cancelled late, is added to that period's invoice, one line per class.

Cancel in time and the charge goes back. The invoice is voided when that class is all it holds and nothing has been paid on it; otherwise a credit memo takes the class off, and anything already paid becomes credit on the family balance for their next invoices. Cancelled late or missed, the class stays charged. When the school cancels the lesson, the charge always goes back.

Selling prepaid months

Prepaid months let a family pay several months of tuition up front, usually 3, 6 or 12, in exchange for a perk. Switch on Prepaid months and discounts in Admin, Modules, then set up the options in Settings, Prepaid months. Add prepaid months asks for a name, the number of Months and the Pricing: Based on student tuition multiplies the student's monthly tuition by the months, and Fixed total amount charges one flat total. Month-specific discounts take a percentage off given months, such as the last of 12 for free, and Waive registration fee and Waive enrollment fee add the usual perks.

Sell them on the student: Payments tab, Prepaid months and discounts, Sell prepaid months, starting in the month you choose. One invoice covers every month. From then on the automatic invoicing run skips the months they cover for the classes the student was in when you sold them, so those months are never billed twice. A school that bills weekly gets the same, and a week that straddles the first or the last day is billed only for the days outside. Prepaid months cover recurring tuition: a course paid in one payment up front is not part of them. Turn on Sold online for an option on the Prepaid months page and families can buy it themselves, in the Enrollment Portal or from Buy a plan in their own Portal, choosing the first month.

The waivers are applied for you. A waived fee the student still owes appears on the prepaid invoice at its price with all of it taken off, so the family sees what they saved, and it is never charged later. A fee already charged on the first invoice of a class the purchase covers, if that class started at most a month before the first prepaid month, is credited back; if it was paid, it becomes credit on the family balance.

When the last month ends the prepaid months are marked Completed, regular monthly tuition is billed again and you can sell new ones; a student has one running at a time. Prepaid months ending soon, in Billing, lists the ones about to end, red at 7 days or less, orange at 14 and yellow at 30, which is the moment to call the family. Cancel prepaid months keeps the month in progress and the ones before it billed, and credits the months not started yet, which are then billed as regular monthly tuition.

Billing in advance or in arrears

Each family is billed either in advance, each month invoiced when it starts, or in arrears, each month invoiced once it has ended. Companies and other organizations usually pay in arrears. Set your school's default in Admin, Your business rules, under automatic invoicing: Default billing timing, Advance or Arrears. Change it for one family on the family's Billing tab, in the Billing field: the first option follows your school's setting, or choose In advance or In arrears. The same setting appears on each student's Payments tab.

Tuition follows it. In advance, the first invoice at enrollment covers the current period, prorated, and every later month is invoiced on your billing day. In arrears, nothing is invoiced for tuition at enrollment, and each month is invoiced by the first run after it ends. Registration and enrollment fees are charged at enrollment either way.

Memberships and credit subscriptions follow it too, on the same invoice as that family's tuition for the location. In advance, each month of the plan is invoiced on the billing day, including the next one when it starts before the period ends. In arrears, the plan starts the day it is sold with no invoice at the sale, and each month is invoiced once it is over. Class packs and credit packs are paid once and are always invoiced when they are sold.

Drop-in classes follow it as well. In advance, each one is invoiced when it is booked. In arrears, the drop-in classes of the period are added to that period's invoice, one line each, including the ones missed or cancelled late.

Moving a family from one timing to the other never bills a month twice, and a school where no family overrides the default keeps billing exactly as before. When you run automatic invoicing by hand for a period, each family is billed by its own timing.