If you sell packages of lessons or hours, Teachworks automatically tracks usage through the Package Balances table. This helps you identify when a client needs to "top up" or when they have over-scheduled their available credits.
How to View Package Balances
To see a summary of all client packages, please follow the steps below:
Click on Billing and then click on Package Balances.
This table displays the following data for each client:
Purchased: Total number of the lessons/hours purchased.
Scheduled: Total number of the lessons/hours currently on the calendar (past and future).
Unscheduled: Total number of the remaining lessons/hours that haven't been put on the calendar yet.
Used: Total number of the Lessons marked as "Attended" or "Missed".
Unused: Remaining number of lessons/hours that are still available.
Overscheduled: Lessons/hours scheduled beyond what was purchased (highlighted in Red).
NOTE: You can find detailed instructions for creating a package in this article: Creating a Package
How Packages are Deducted
In order to track balances accurately, the Service used on the client's package invoice must match the Service of their lessons.
Automatic Balances: When a package invoice is "Approved" (or "Paid", depending on your settings), the units are added to the balance.
Reduction: As lessons with the matching service are added and completed on the calendar, the "Unscheduled" and "Unused" balances update automatically.
Archiving: If a new package is being reduced by very old lessons, you can use the "Archive Package" feature to set a "cut-off" date.
Package Settings (Admin Only)
You can customize a number of settings about packages, such as how balances are calculated or when they are available by following the steps below:
Click on Account and then click on Account Settings.
Click on the "Finance & Operations" tab.
Scroll down to the "Package Settings" section.
Setting | Options | Result |
Package Units | Lessons or Hours | Defines if a 2-hour lesson counts as "1 lesson" or "2 hours." |
Track Packages By | Family or Student | Defines if siblings share a single pool of hours or have their own. |
Count Missed Lessons as "Used" | Enabled/Disabled | Defines if "Missed" lessons should be deducted from the balance. |
Packages Available when Invoice is | Approved or Paid | Defines if the client gets their hours immediately or only after payment. |
Timesavers & Automation
Package Balance Alerts Add-on: Automatically emails the admin or client when their balance drops below a specific number.
Purchase Packages Add-on: Allows your clients to purchase packages themselves from a link that can be included in the Low Package Balance Alert email.
Package Validation Add-on: Prevents teachers from scheduling lessons if the student has zero balance.