The Edvibe Balance System is an automatic tool for keeping track of the number of lessons on students' accounts, receiving payments for lessons, and monitoring group attendance. You won't need to manually record each student's lesson count in separate files; the Edvibe Balance System will handle it for you.

🔹 Allows you to set up flexible pricing plans and, if needed, offer discounts and special rates for trial lessons.

🔹 You can easily track the number of paid lessons remaining on students' accounts using reports.

🔹 The system sends timely notification emails to students when their paid plan is about to expire, reminding them to top up their balance.

🔹 It enables you to restrict a student's access to classes if they don't have enough lessons left on their balance (if this setting is activated).

🔹 When combined with the option to accept payments from students, it allows students to independently purchase lesson packages, which will be automatically credited to their balance.

Before enabling the Balance System, you need to set up the school's pricing plans. Go to the "Settings - Live Classes - Balance System" section and click on the button to create a new pricing plan.

Next, you'll need to provide the following information about the plan:

If your school offers trial lessons, you can create a corresponding package with zero cost.
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If, for some reason, you don't intend to use a particular pricing plan, you can archive it. Archived plans won't be available for students to choose, and you won't be able to assign them to any new students.

To re-activate a plan, go to the "Archived" tab and click on the "Activate" button.

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Important note:

❗️ If you want to archive a pricing plan that is currently active for any of the school's students, you need to remove it from the profile of each student

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Before activating the Balance System, make the necessary configurations.

After you've completed all the configurations, toggle the "Use a Balance System" switch to the active position.

​ Important note:

❗️ Once the Balance System is activated in the school, it cannot be deactivated!

If you've already added students to the school, you'll see the option to add lesson packages to their profiles based on the pricing plans set in the system.

Click on the "Add a new lesson package" button and select the package of lessons the student has paid for.

You can also create a custom package for the student, based on the school's pricing plans and lesson duration. Click on the "Custom Lesson Package" tab, choose the number of lessons, set the cost, and specify the package's validity. You can add any comment if needed, for example, the reason for adding a custom package.

You can later edit or delete the lesson packages assigned to a student.

When editing a package, please note that you cannot change the pricing plan and lesson duration. You can only deduct or add lessons and modify the package's validity period.

Important note:

❗️ You can only delete a lesson package for a student when their balance is zero. If you want to remove a package before the student has used all the lessons, you'll need to deduct the remaining lessons first.

With the Balance System, you can only schedule lessons if there are available lesson packages on the students' balances. The same applies to the school's teachers: the system will not allow booking lessons with students who have a zero balance.

Scheduled lessons will not be visually deducted from the student's balance; the deduction will occur only when the lesson begins and is conducted. If a lesson has already started, the teacher can change the lesson status from "Lesson successfully conducted" to "Absence from lesson" in the lesson card.

This status will be reflected in the purchased lesson package details in the student's profile.

The Detailed Overview provides a comprehensive report containing information about student balance top-ups and lesson deductions.

To access the Detailed Overview, go to the student's profile and click on the "Details" button.

The report includes the following information:

In the Detailed Overview, you can choose a specific lesson package to view detailed information about it.

Any comments left by school staff during the top-up and deduction of lesson packages will also be displayed in the Detailed Overview.

To view comprehensive information about each lesson, click on the down arrow next to the lesson date.

In groups, the process works slightly differently. You need to first set the lesson pricing plan in the group settings, and only then will the system allow you to add lesson balances to the students in the group. Each group can have only one pricing plan, and students in that group cannot have other pricing plans.

Additionally, in groups, besides the lesson status, there is also the concept of "Attendance," where you can mark which students were present in the lesson and which were not, considering that each student in the group has their own lesson balance. Please remind teachers not to forget to fill in the attendance statuses for the group. You can find more information about attendance in our article.

Lesson Not Assigned – A free time slot available for scheduling but not yet assigned. The system will suggest adding a lesson.

Lesson is planned – The time slot has been reserved, but the lesson has not yet been conducted. You can still change the time.

Lesson Successfully Conducted – Marked automatically at the start of the lesson, indicating that the lesson has been successfully conducted, and the lesson has been deducted from the student's balance.

Absence from lesson – The lesson has been deducted from the student's balance and marked as a no-show due to the student's absence

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Lesson Deducted upon Cancellation – A student cancels a lesson with less time remaining than the specified cancellation without penalty period in the school's settings

❗️ If all lessons from an available package are already scheduled, trying to schedule a new lesson will place it on the schedule, but the last scheduled lesson will be marked in gray as a lesson without a balance.

❗️If a lesson is canceled more than 24 hours in advance (configurable in the settings), the lesson will be simply removed from the schedule.

In the schedule, different lesson statuses are highlighted with different colors.
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No Lessons on Balance – There are no lessons on the balance, but there are scheduled recurring lessons, which will be marked on the schedule. As soon as there are lessons on the balance, the next scheduled lesson should be filled from the added package.

No Lessons Were on Balance – The time for the lesson has already passed, but the balance was zero.

If you previously conducted lessons without using the Balance System and you now want to activate it, the logic described in the above article will apply to new students you add. However, for existing students, there is a separate process for transitioning them to the Balance System.

Students who were with you before activating the Balance System will remain on the previous system. The transition for such students happens individually when you add their first lesson package. After that, the student's account will be migrated to the Balance System.

Please note that during the transition, all upcoming lessons will be deleted, and you will need to reschedule them on the calendar to enable the Balance System.

Balance System Not Activated:

Balance System Activated:

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Transitioning Group Classes happens when you add the pricing plan to the group profile. After setting the pricing plan for the group, you need to add lesson packages for all students in that group.

Step 1: Set the pricing plan in the group profile.

Step 2: Set the pricing plan for each student in the group profile.

After logging into their account, the student can top up their balance independently (if the payment system is activated) or contact the administrator for payment.

The student clicks on the "Top Up" button.

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If the payment system is activated, the student chooses the pricing plan they want to pay for.

After selecting the pricing plan, the student needs to click on the "Pay" button.

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If the payment is successful, the student's balance will be topped up.

The student's balance in the individual Class Alice class now contains 3 lessons of 15 minutes and 20 lessons of 45 minutes.

If the student schedules and conducts a lesson in this class with the chosen pricing plan, the number of lessons with this pricing plan on the balance will automatically decrease by 1 lesson.

If the payment system is not activated, and the student tries to pay for a lesson package, they will see a message that you have added in the Balance System settings.