Ready to set up tuition plans at your center? Learn all the ins and outs of creating tuition plans here!
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!
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 or 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
- Select “Billing” on the left-hand side menu
- Select “Tuition Plans” at the top of the Billing page
- Select “New Tuition Plan”
Fill out the details of the Tuition Plan form.
- 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
- Check the SMART plan box if you are setting up a SMART tuition plan
- Enter the name of your tuition plan
- 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
- Enter any applicable tax
- Select the duration of your billing cycle (weekly, every x week, or monthly)
- Select the frequency in which invoices will be generated.
*Pre-paid Weekly invoices will always be created on Mondays
*Post-paid Weekly invoices will be created on Sundays
*Pre-paid Monthly invoices will always be created on the 1st
*Pre-paid Monthly invoices will always be created on the 28th
- Select when you would like your invoices to be generated.
*If Pre-paid is selected, invoiced will be generated this many days before your billing cycle begins.
*If Post-paid is selected, invoices will be generated this many days before your billing cycle ends.
- Select when the invoice is considered due. This will determine when an invoice is considered to be Ready to collect payment or Overdue.
*Same Day: At the beginning of your billing cycle (if pre-pay) or the end of your billing cycle (if post-pay)
- 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
- Add any relevant notes you would like parents to see
Select Save to complete your new tuition plan!
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 to learn how!
After you've created tuition plans, you may need to edit them. This can be done at any time. Click HERE to learn 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!