This article explains how to manage partial payments in Groovio. Partial payments allow students to pay for a class, membership, or package over an agreed period, with installments handled manually rather than automatically.
Overview
Partial Payment:
A partial payment is when a student pays off the cost of a service or product over time. Unlike automated installments, these payments are processed manually by the studio. Partial payments help accommodate students who may need flexibility with their payment schedule.
Creating a Partial Payment
To set up a partial payment for a student:
Navigate to Checkout:
Go to the checkout section in Groovio.
Select the student.
Select the class, membership, or package the student wishes to purchase.
Select Partial Payment:
Click the Partial Payment option.
Choose the amount the student will pay for the first installment.
Partial Payment Record:
Once the payment is processed, the student's profile will update to show a partial payment record under the Partial Payment tab.
This tab appears only if the student has an outstanding partial payment.
Managing Additional Payments
After a partial payment is initiated, you can manage subsequent payments as follows:
Add an Installment:
Click the Info button next to the partial payment record in the student's profile.
Create another payment installment towards the outstanding balance.
Mobile App vs. Manual Entry:
Students can complete a full payment via the mobile app.
However, if a student makes an additional payment that does not cover the full balance, the studio must record it manually on the Partial Payment tab.
Using Payment Options:
Installment Amount: Use this option for each scheduled payment installment.
Reduce Owing Amount: This button should only be used to apply a discount to the outstanding balance and not to process a standard payment.
Finalizing Partial Payments
Completion:
Once the student has paid off the entire balance, the partial payment entry will automatically disappear from the Partial Payment tab.Owing Indicator:
If a student still has an outstanding partial payment, it will be visible:Under the student's profile.
Next to their name on the class booking list, marked with a “($ owing)” indicator.
Important Considerations
Manual Processing:
Since installments are manually processed, ensure all entries are updated accurately to maintain a clear record of payments and outstanding balances.Discounts vs. Payments:
Always use the Installment Amount for processing payments. The Reduce Owing Amount option should be reserved solely for discounting purposes.
By following these steps, you can effectively manage partial payments in Groovio, ensuring transparency and flexibility for both the studio and its students.