The Setup Fee feature allows you to add a one-off mandatory or optional charge to term or camp bookings.
This is ideal for collecting additional fees, such as membership fees, insurance, merchandise, and more.
Once enabled, the setup fee will automatically appear during the booking process, allowing parents to pay for their classes and any additional fees in a single transaction.
Import information about the set-up fee:
Setup fees apply to both term and camp bookings by default.
You can choose to exclude camps from setup fees.
You can only have one setup fee at a fixed price across your system.
Each child can only be charged the setup fee once.
Setup fees do not apply to trial bookings.
Please note that if a parent has multiple children, the setup fee will apply separately to each child.
How to Switch on the Set-Up Fee Feature
You can enable the setup fee by navigating to 'Settings' > 'Setup Fees':
You can activate the setup fee by switching on the toggle:
You can also:
Re-name the setup fee to suit your club's needs
For example, if you're using it to collect membership fees, you could name it '[Club Name] Membership Fee'.
Ask a question
This is particularly useful for optional setup fees, as parents can choose whether they'd like to add the fee to their basket during the booking process.
For example, if you're offering merchandise, you could ask:
'Would you like to purchase a [Club Name] T-shirt?'
If a parent selects 'Yes', the fee will automatically be added to their basket.
Add a 'Heading'
Set a price for the setup fee
Provide additional notes about the fee
Exclude camp bookings from the setup fee
When parents book a class or camp, they will see all the setup fee details you've entered during the booking process:
Creating a Mandatory Set-Up Fee
If you'd like the setup fee to be automatically applied whenever a parent books their child/children into a new class, you can make it mandatory.
If you make the setup fee mandatory, it will automatically be added to the parent's basket. This cannot be bypassed.
Please note that if you make the setup fee mandatory, there's no need to add a question when customising it, as parents will not have the option to answer it:
Manual Bookings and Auto-Enrolling
If you create a booking on behalf of a parent, such as a manual booking, a booking from the waiting list, or through auto-enroling, you can manually add the setup fee to their order.
To do this:
open the booking from the parent's profile or the class register
select 'Add a Setup Fee':
You can send an invoice to the parent so they can pay the setup fee:
If your setup fee is optional and a parent forgets to add it to their basket during the booking process, you can also add it manually to their order using the same method.
If you'd like to add a setup fee after a child has attended a trial, you can do so from the class register by selecting 'Trial Options'.
When manually booking the child into the remaining sessions of the term, you'll have the option to add the setup fee to their order.
Managing Set-Up Fees
Setup fees are tracked across your system.
From the 'Contacts' page, you can filter parents based on whether their setup fee has been paid or remains unpaid:
The Setup Fee column on the right-hand side shows whether the fee has been paid.
green tick indicates that the fee has been paid
red cross indicates that the fee remains unpaid.
You can also check this on the class register under the 'Setup Fee Paid' column:
You can also track the total revenue generated from setup fees by:
navigating to 'Financials' > 'Analysis'
selecting 'Set-Up Fee' from the 'Item' dropdown menu:
FAQs
1. Can I have multiple setup fees with different prices?
No, you can only have one setup fee at a fixed price across your system. However, you can customize its name and description to suit your club's needs.
2. Will parents be charged a setup fee for each child?
Yes, setup fees apply separately to each child. If a parent books multiple children, each child will have their own setup fee.
3. What's the difference between a mandatory and an optional setup fee?
A mandatory setup fee is automatically added to the parent's basket and cannot be skipped. An optional setup fee allows parents to decide whether they'd like to add it during the booking process.
4. Do setup fees apply to trial bookings?
No, setup fees do not apply to trial bookings. However, if a child continues with regular classes after their trial, you can add the setup fee when booking them into the remaining sessions of the term.
5. Can I manually add a setup fee to an existing booking?
Yes. You can add a setup fee to an existing order by opening the booking from the parent's profile or class register and selecting 'Add a Setup Fee'. You can then send an invoice to the parent for payment.
6. How can I check whether a setup fee has been paid?
You can check setup fee payment statuses in several places:
Contacts Page: Filter parents by paid or unpaid setup fees. A green tick indicates a paid fee, while a red cross indicates an unpaid fee.
Class Register: Check the 'Setup Fee Paid' column.
Financials > Analysis: Select 'Set-Up Fee' from the 'Item' dropdown to view your overall setup fee revenue.