The set-up fee feature allows you to add a one-off mandatory or optional charge to a term or camp booking.
This is a great way to charge for membership fees, insurance, merchandise and more!
Once switched on, the set-up fee will appear during the booking process and parents can pay for their classes and fees at the same time.
Import information about the set-up fee:
The fee is offered to all term and camp bookings
You can exclude camps from having set-up fees applied
Your system can only have one fee, at one price
Each child can only have one fee
How to Switch on the Set-Up Fee Feature
The set-up fee can be switched on from the 'Settings' section > 'Setup Fees'
From here, you can make the set-up fee active by switching on the toggle:
Within this section, you can also:
Re-name the fees to suit the needs of your club
For example, if you are using the set-up fee to charge for a membership fee, you could call this (Club name's) Membership fee.
Ask a question
This is useful if you are setting up an optional fee where parents can decide if they would like to add it to their basket.
For example, if you are offering merchandise, you might want to ask parents:
'Would you like to buy a (Club name) t-shirt?'
Then if the answer is set to 'Yes' anyone who selects this will have the fee added to their basket.
Add a Heading
Select the price of the fee
Provide additional information about the fee
Exclude camps from having the set-up fee applied
When parents book into classes or camps, they will see all the information you have entered:
Creating a Mandatory Set-Up Fee
If you want your set-up fee to be added to every new booking, you can make this mandatory.
If you choose to make your set-up fee mandatory, parents will need to add this to their basket when booking in. This cannot be bypassed.
Please note, if you are making the set-up fee mandatory, you will not need to add in a question during the customisation of your set-up fee as this will not apply:
Manual Bookings and Auto-Enrolling
If you create a booking on behalf of a parent (for example, a manual booking, booking from the waiting list, auto-enrolling) then you can add the set-up fee to their order.
Access their booking from their profile or class register and select 'Add a Setup Fee' to add this to their order:
Then from the same page, an invoice can be sent to allow them to pay for this:
A set-up fee can also be added this way if your set up fee isn't mandatory and a parent has forgotten to add in to their basket during their booking!
If you are looking to add the set-up fee once a child has attended a trial, this can be done from the class register by selecting the 'Trial Options'
From the 'Trial Options' if you are manually booking the child in for the rest of the term, you can add the set-up fee to their order:
Managing Set-Up Fees
The set-up fee is recorded throughout your system.
From the Contacts Page you can filter to see all of those with either the fee paid or unpaid:
On the right side of the contact, the set-up fee column will show whether the fee has been paid or unpaid.
If the fee has been paid, this will be indicated by a green tick. The date when the fee was paid will also be displayed.
If the fee hasn't been paid yet, this will be indicated by a red cross:
You can also view this on the class register under the 'Set-Up Fee Paid' column:
You can also view the overall intake from your set-up fee from the 'Financials' sections under 'Analysis'
From the 'Item' dropdown, you can select 'Set-Up Fee' to filter your financials:
