Go to Fees > Wallet Accounts Overview to see each parent's credit balance. Credit is not applied to outstanding charges automatically. Advanced Fee Admins can add credit with Credit and remove it with Withdraw.
For staff with the Fees permission who manage parent credit. The page is a tab in the Fees module.
| I want to | Go to |
|---|---|
| See a parent's credit and transactions | View a wallet balance |
| Add credit to a parent's wallet | Add credit |
| Remove credit after a card or bank refund | Remove credit |
How wallets work
Each parent has a wallet that stores their credit balance. Credit usually comes from refunds for cancelled events or bookings. In rare cases an Advanced Fee Admin adds it manually.
Credit is not applied automatically to outstanding balances on the student's account. It stays available for future bookings or to settle outstanding charges. Parents can use it to make a payment, or staff can apply it from the Record Payments tab.
View a wallet balance
Find the parent. Their total credit balance is in the Balance column.
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For a breakdown, select View Transactions on the right of the screen.
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A list of all credit transactions appears, including refunds and payments made with credit. Use the date range filter at the top to see a specific period or earlier activity.
This list only shows payments made with wallet credit. Payments made by credit card do not appear here.
Add credit (Advanced Fee Admins)
You only need to add credit manually in very rare cases, such as a referral bonus or moving credit from one parent to another (for example, from Dad to Mum). You do not need to add credit when an event is cancelled or a student withdraws from an activity. The system handles these automatically.
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Select Credit for the parent.
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Enter the credit reason and amount, then select Raise.
Remove credit (Advanced Fee Admins)
After you process a credit card or bank transfer refund, remove the matching credit from the parent's wallet. If you leave it there, it could be used for payments by mistake later.
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Select Withdraw for the parent.
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Enter the withdrawal reason and amount, then select Withdraw.