🔒 To set up and edit pricing for your site, you'll need the 'Manage Financial and Occupancy Settings' permission enabled.

Pricing Structure for Your Center

It is important to set up Sessions, Fees and Packages in order to create a child's plan, which informs both 1) expected attendance AND 2) the invoices for your services.

💡Did you know? This article is helpful for adding new tuition offerings at any time; however we highly recommend following our Onboarding Hub for a step-by-step guide to your initial setup.

☝️Note: All tuition offerings (sessions, fees, packages) can be tied to Pricing Groups. Ensure when adding these offerings to a child's Plan, that you select the correct pricing group in order for the desired options to appear!

Sessions

Sessions are attendance-based billing items, such as:

late pick-up charges based on time spent (minutes or hours late)
drop-in care, such as a Full Day or Hourly rate

☝️ Note: You want ad-hoc sessions to be added as a Session, not a Product, or they will not show up in your Room Planning.

If you want to add them when you are not yet creating plans, head to Manage Pricing in the top right corner of the Finance overview:

Click Add item and select a fee or session.
Set prices for your pricing groups and choose their availability.

To create a new session:

Go to Setting → Finances → Pricing structure
Click the New Item button in the top right corner and click on Session.

Enter the session title (what you write here will show on the invoice).
Decide on whether pricing should be:
- Hourly is for sessions charged by time. The time is set when adding the session
- Per Session to charge a fixed session price
Monthly is the monthly rate for the session. Eg. a full day once a week would cost $100 a month. If you offer great flexibility in terms of when children are arriving and leaving the site on a daily basis, creating sessions with an hourly rate can prove to be very handy.
Check all age groups that this session is available to, and enter the corresponding price.
The Ad Hoc prices on the right MUST be entered if you would like the session to be available 'Ad Hoc'. If you wish to charge a different price for one-off sessions that are not included in a child's plan, this is where you would enter that price.

It is possible to select 'Flexible booking time' if you offer flexible times on that particular session.
Enter the time that the session starts and ends. Use the most common start/end time here, even if you selected 'Flexible booking time' above.
Select daily availability for the session.
Select whether you want to charge for the session if it were to occur on the different types of closing days, and whether you would still charge a child for a session if they have reported in sick or absent.

☝️ Note: This does not apply to when the session is added as an ad-hoc session. The session will always automatically be charged if an ad-hoc session, unless it is deleted.

How To Restore A Deleted Session

Enter a date for when the session was last active in the 'View pricing as of' box in the upper left corner

Once your discontinued session appears, open the session and restore by clicking the restore button in the top right corner.

Fees

Add on purchasable items such as meals, a supply fee or extra fees. These are NOT attendance-based items. A product is created very similarly to a session:

Start by clicking on New Item and then Create new extra charge
A new window will open (as below), where you can add a title.
Select if your product will be charged weekly or monthly. If you invoice by actuals, monthly pricing for products is not possible.
Select which age groups the product is available to, and add Prices.
Set daily availability.
Select whether or not this product should be invoiced on specific closure days.
Choose whether or not you would like discounts to apply to the product.
Click Save.

Packages

Create fixed weekly or monthly schedules with a set price. This is the most common item used for recurring tuition.

Packages are created similarly to Sessions:

Click on New Item and Create new package.
A new window will open (as below) where you can enter the title.
Select if this particular package will be charged weekly or monthly.
Keep in mind that monthly packages will only be available for children with an annualised invoicing profile
Select which age groups the package is available to, and add you standard and Ad Hoc prices.
Select Flexible booking time if you would like the times to be able to be changed per booking pattern.
Set the days that the package will apply to.
In most cases, you will select all checkboxes for charging for the tuition package when booked on a Closing day, and Charging for this session when booked on a Child sick day or Child absence day.
Click Save.