Creating and Updating Scheduled Payment Plans for Parents

The "Scheduled Payment Settings" tab allows you to create or manage individual parent accounts payment plans. This can be found under Profiles > Parents and Guardians > Select the parent profile (ensure they are the primary carer) > select 'Scheduled Payment Settings' from the top right tab in the profile. 


  • Only active primary carer's can add billing details through their account. 
  • Administrators cannot add or edit banking information themselves.
  • Administrators are the only people who can update the payment plans: e.g. Day the payment is taken out and for how much each week, fortnightly or monthly.
  • If you wish to change something service wide please contact support.  
Checking if parent has saved bank details


To check the payment details, head to the parent profile > Scheduled payment settings.

  • "Payment Details Saved" will say "Yes" or "No" to indicate if the parent has saved their details
  • "Details Saved" will indicate the date and time the parent had saved their payment details
  • Go to Reports > Service Reports > No Bank Details to get an overall summary of which parents have not saved their details across your entire service
  • Refer parents to this article for instructions to save their payment details: Parent Instructions: Adding Bank Details


Checking current payment plan
  • If you did not discuss a different payment plan during your onboarding process, the default payment plan is weekly on a Thursday
  • There can only be one active payment plan at any given time
  • The current plan will be recorded as "active" in the "Status" column
  • "Inactive" payment plans are previous payment plans
  • The "Active" payment plan will be replaced by the most recent "Upcoming" payment plan from the "Start Week" (please note: please ensure that the start week always falls on a Monday. Otherwise, payments will not be generated for the first week. You can always select the payment day to be a different day.
Creating a new payment plan

Monthly (the scheduled payment will come out on the week of the date set)

Payment Day Day that parent will be charged
Start Week   Effective start date. Please note: make sure that this is always a Monday for it to be effective from the first week
Direct Debit Limit Parent will never automatically be charged more than this amount. 
Fixed Amount Parent will always be charged the inputted fixed amount, even if their balance is less than the fixed amount. This is normally not recommended unless absolutely necessary.
Pausing payment plan

This can be found under Profiles > Parents and Guardians > Select the parent profile > scheduled Payment settings > scroll down to 'Pause Payments; 

Pausing payment plans will prevent automatic scheduled payments from being generated between the "Start Date" and "End Date". You can still generate a one time payment for this period if necessary. 

The system will only allow you to select a start date in a future week. If you need to stop a payment in the current week - you will need to reject the payment first. 

 You can "Delete" any paused payments period in the "Pause Payments History" section.