🔒 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, and later invoice 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.
Sessions
Sessions are attendance-based billing items, such as late pick-up charges based on time spent, or drop-in care such as a Full Day or Hourly rate.
If you want to a have ad-hoc sessions as a separate option, these must still be added as a Session, not a Product or they will not show up in your Room Planning.
If you want to add them outside of creating plans head to Manage Pricing button in the top right corner of the Finance overview.
Click
Add itemand 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 the age groups that this session is available to and enter the corresponding price.
The Ad Hoc prices on the right should 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.
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, 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 or extra fees. 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 correlating fixed price.
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.
Click Save.
