Director: Setting Up Tuition Plans

This article is for:

Directors
Only available on Premium + or Unlimited 

Overview:

Ready to set up tuition plans at your center? Learn all the ins and outs of creating tuition plans here!

SMART Tuition Plan

Best for centers that bill by age group.

SMART tuition plans are a special tuition plan that is set up for each age group. Each classroom at your center has an age group associated with it. You can review or change your classrooms age group from the Logins & Configurations page.

When a child is enrolled in a SMART tuition plan, their tuition is automatically assigned by their classroom age group. The Tuition Plan assigned to that child will automatically change as the child graduates to different classrooms in your center!

Custom Group Plans
Best for centers who have a set group of children who pay one price.

For children who do not fit into SMART Tuition Plans, you can create a Custom Group Plan. When using Custom Group Plans the goal is to group as many children together as you can - to make your life easier of course!

Individual Plans
Best suited for any other children who do not fall into either SMART or Custom tuition plans.

An Individual Plan is for a single child who doesn't fit into a Smart Plan or a Custom Group Plan. Please note, children enrolled in Individual Plans can only be charged on a fixed rate. If you require that child to be charged using a variable rate, you will be required to set them up on a Custom Group Plan.

Setting Up SMART and Custom Group Plans 

1. Select “Billing” on the left-hand side menu
2. Select “Tuiton Plans” at the top of the Billing page
3. Select “New Tuition Plan”
   

Fill out the details of the Tuition Plan form.

1. Select the age range for your tuition plan.
   *available age ranges are determined by your classroom age ranges. If you do not have multiple classes you will only have the option for All Ages
2. Check the SMART plan box if you are setting up a SMART tuition plan
3. Enter the name of your tuition plan
4. Select “Pre-paid” to create invoices and collect payment at the beginning of your billing cycle. Select “Post-paid” to create invoices and collect payment at the end of your billing cycle
5. Enter any applicable tax
6. Select the duration of your billing cycle (weekly or monthly)
7. Select the frequency in which invoices will be generated. Weekly invoices will always be created on a Monday
8. Select the invoice due date
   
   
9. Select your Rate
   Enrollment Based: Determined by the Enrollment Schedule and Rotation entered on a child’s profile.
   Single Cost: One fee, regardless of schedule
   Variable Rate: Determined by the Enrollment Schedule and Rotation entered on a child’s profile AND how many of those days are present in the month
10. Add any relevant notes you would like parents to see
    
    Select Save to complete your new tuition plan!
    
    Individual Plans
    
    Open the dropdown menu and select “Create Individual Plan for Child
    
    Fill out the details or your tuition plan and select “Save”
    
    Ready to start adding your kiddos to your new tuition plan? Click HERE(link to Adding Children to Tuition Plans) to learn how!
    After you've created tuition plans, you may need to edit them. This can be done at any time. Click HERE(link to Managing Tuition Plans) how!

Tuition Plans with Siblings

Parents with multiple children can easily add a discount to each child’s plan as shown HERE. This way, both the center and parents can easily track payments for each individual child.

If you would like your parents to receive a single invoice, create a single Individual Plan under one child that accounts for the cost of both siblings. You can add this information in the notes. If you would like each child to be billed independently, create each plan as normal.

You're all set up!

Now that the child is set up with a tuition plan, the system will automatically generate an invoice on the start of your designated billing cycle. Click "send all ready invoices"  under the "Invoices" and the invoices will be emailed out to parents.

Didn't see your question? Submit a request to our team and we'll get back to you right away!