Use this article to help you set up a simple fee-only event to charge a group of students with parental consent. If you do not require consent please see the 'Quick Charge article' or watch this Video. This method below should only be used if you require consent.
If you already know which group you wish to add a fee for, please skip to Step 6.
Step 1: You need to create a group and add in the students to that group ready for the fee-only event.
- Click on 'Reception'
- Click on 'Groups'
- Click 'Add Group'
- Title the group
- Optional description so you can remember what this group was for later
- Set gender as 'Mixed'
- Activity Type as 'Other'
- Click 'Save'
Step 3: When the group has loaded, you will need to add students.
- Click on 'Students' or 'Pupils'
- Click on '+ Add Multiple button'
Step 4: Adding students to the group. Without any filters, the 'Available' list show ALL students available to be added to the group. You can select children in various ways.
- Click the '+' sign next to names or the 'Add All' button in the current 'Available' list to move them to the 'Selected' list
- OR enter a name in the Name box
OR select a Year/Grade
OR select a Group from the dropdown box
- Click 'Search' to reduce the names in the 'Available' list after performing a filter from point 2
- If you use the filters from point 2, you will still need to click the '+' sign next to the names or the 'Add All' button in the 'Available' list to move them to the 'Selected' list.
- When you are happy with the selected students, click 'Save'.
Step 5: Now you have completed setting up the group for the students that you want to charge you are ready to set up the fee-only event by using our 'Fee-Only Event' creation process (Step 6)
Please note: you can edit this group of students before creating another fee event, or remove students as you require.
Step 6: To create a fee-only event
- Click the 'Organising' button from the main screen
- Then click '+Add Event'
At that stage select 'Extra Charges'.
Note, this is only going to create an event to charge the students so parents can pay. It is not designed for a register or regular recurring events. Please click Creating an Instant Book Event for that scenario.
Most important is to select 'Send Availability/Consent Requests with auto selection'. This will ensure that consent is given and that the charge is made immediately.
Choose Parent Consent if you require parent consent. For some schools this is auto ticked but this does not mean that you need to actually send the consent invites to the parents.
Add the fee you would like to charge, and then the group you would like to charge it to. In this case Milk Fees Summer Term 2020. Give the fee event a name, usually something like 'Milk Termly Fee' would suffice.
Next set the date. You need to consider when the consent should expire. As this 'from date' is in the past the parent will no longer be able to give consent. Think of this date as the consent expiry date and time.
Ignore venue and meeting at. You can give more information in Vital Information if so desired but only worthwhile if you opt for the consent option. Then click 'Save'.
When you click save you will see the event planner screen. You can ignore most of this apart from the very important 'Availability / Consent' element (shown below).
Click on this section with the green, red and amber symbols. These are the counters of who has been charged.
TO REQUEST CONSENT PRIOR TO CHARGING - Select some or all of the students using the INVITE button and click save. This will send a clear invite to the parents of the students to respond with consent or decline.
Upon consent, the parent account will be charged with the fee. If you make a mistake simply exit from the Organising screen without saving!
Click 'Save/Send' to perform the action.
As parents consent, the numbers an the 'Availability/Consent' fields will change. Counters show the invited - awaiting consent (Amber). Consent has been taken. (Green).
In the scenario below, the parent of 'Rita Walker' has been sent an invite so they will need to consent before they are charged.
The parent can now make a payment from their fees tab like checking out on a shopping cart. The payment provider will vary from school to school, depending upon the region.
Once the parent has paid you will see this in the relevant fees tabs.
It is possible to add charges for more students, by
- adding them to the group and then
- going to the Organising tab, finding the event and you will see their name appear in the list of available students.