Event Payment Plans
Overview
When an event has a cost per attendee and your school uses the Payment Instalment module and CompassPay with online consent/payment for events enabled, there is the option to set up a Payment Plan to allow parents to pay via a series of instalments.
When this option has been made available for an Event, parents when providing consent/payment will see the option to pay for the event in full or to pay via the payment plan.
Permissions
To add or edit a Payment Plan for an Event, staff will require either the EventsAdmin or PaymentInstalmentsAdmin permission.
Staff who do not have either of these permissions, including the Event Organiser, will only be able to view the Payment Plan tab within the event.
Creating a Payment Plan in an Event
To set-up a payment plan within an event, go to Organisation menu (grid icon) and select 'Events'. Click to the 'Upcoming Events' tab and locate the event. Click the title to go into the event's details screen.
In the event, click to the 'Payment Plan' tab. Tick the box for the 'Allow parents to pay for this event via Payment Plan' field.
Click 'Add Instalment date'.
Click the Calendar icon and select the date of the first instalment.
Add the percentage of the total cost that this instalment payment will be i.e. if you are allowing payment over four instalments, the percentage would be 25%.
Click 'Update' to save.
Continue clicking 'Add instalment date' to add each of your instalments.
If the total of the instalment percentages does not add up to 100% you will see a warning.
Please Note: Any Payment Plans in an event that do not have a total Charge Percentage of 100% will not be accessible to parents as a payment option, they will only see the option to pay for the event in full.
Viewing an Event Payment Plan
To view an Event's payment plan, go to the Organisation menu (grid icon) and click 'Events'. Locate the event you want to view on either the 'Past' or 'Upcoming Events' tab. Click the title of the event to open the details.
In the event's details screen, click to the 'Payment Plan' tab.
Please Note: Staff with either the EventsAdmin or PaymentInstalmentsAdmin permission will have edit access on the Payment Plan tab within an Event.Editing an Event Payment Plan
To edit the payment plan for an event, go to the Organisation menu (grid icon) and select 'Events'. Locate the event on the 'Upcoming Events' tab and click the title to go to the event's details page.
Click on the 'Payment Plan' tab.
To disable the payment plan as an option ongoing for the event, untick the 'Allow parents to pay for this event via Payment Plan'. This will prevent the payment plan to display as an option for parents attempting to consent/pay for this event via their parent portal.
Any parents who had already finalised their consent/payment via the plan will still have the instalments continue. Their payment plan details will be accessible by going to 'Payment Plans' under the Organisation menu (grid icon).
To edit an upcoming instalment date or percentage, click the associated edit pencil icon for that line, make the changes and click 'Update' to save.
Parent View of an Event Payment Plan
When an Event has the option to pay via a payment plan, parents will see the option when attempting to consent/pay for the event in their parent portal.
When they tick the box to proceed to pay via payment plan, the instalment dates will display.
When they have finalised the consent/payment process for the event, they will receive a notification at the top of their Action Centre page.
The notification will state the $0 has been added to their card because it relates to the payment plan instalment dates. When the parent has finished processing any events and then proceeds to finalise their cart purchases, the payment plan will be established (visible to staff on the Payment Plans page under the Organisation menu in Compass) and the event details for the applicable attendees updated to reflect Payment via Plan.
Please Note: When parents are processing payment for all items added to their cart in Action Centre, if the cart includes a payment plan, due to the way in which payment plans are processed, parents will be required to re-enter their card details, they will not be able to used saved card details.
Attendees Payment Plan Details
Staff can view which attendees of an event have chosen to pay via a Payment plan by going to the event and clicking to the 'Attendees' tab. They will see in the 'Paid' column the total event cost and the word 'Plan' next to the amount.
The amount listed as paid for the attendee will always be the total cost, not a running cost of instalments paid to date.
To ascertain if an attendee's payment plan instalments have successfully completed, go to the Organisation menu (grid icon) and select 'Payment Plans'. Locate the applicable plan and click the associated edit pencil icon to open.
Please Note: To access the page and edit plans, staff require the PaymentInstalmentsAdmin permission. Please refer to the 'Payment Plans' article from our Knowledge Base for more information on viewing/editing a parent's payment plan.
Frequently Asked Questions
What happens if a parent opts into an Event payment plan after one or more of the instalment dates have passed?
If a parent opts-in to a payment plan after any instalment dates have already occurred then the system will automatically charge their credit card for the total of all missed instalments so that the parent is essentially 'up to speed' with everyone else on the same payment plan.
What should we do if a parent has an established Event payment plan and they come into the office to complete it early?
What can we do if a parent wants to pay for an Event via a payment plan with instalments different to the plan set up in the Event?
Before the parent proceeds to consent/pay for the event via the parent portal, set-up the individual payment plan for them via the 'Payment Plans' page under the Organisation menu (grid icon). You can refer to the 'Payment Plans' article from our Knowledge Base for details on this process.
Once you have set the parent up with their own individual Payment Plan go to the Event, click to the 'Attendees' tab. Locate the student in the list of Attendees and tick the box to select them. Click the 'Selected Attendees' button and select 'Mark as Paid via Payment Plan'.
This will update the Attendee to 'Consent Required'. The parent can then process consent for the event via the parent portal.
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