With ClassForKids, you can offer childcare vouchers as a method of payment.
This can be recorded against a parent/carer’s order, even when payment is required at the time of booking (meaning the ' Payment Secure Booking' feature is enabled).
While an order can be recorded as paid via childcare vouchers within the system, the actual processing and reconciliation of these payments must be managed outside of the system.
For further guidance on accepting childcare vouchers, please contact your local council.
How to Take Payment with Childcare Vouchers
There are two methods available for processing childcare voucher payments:
If you choose to allow parents/carers to make bookings and pay at a later stage (with the 'Payment Secure Booking' feature disabled), you can find further information on setting up offline payment methods for collecting childcare vouchers here.
If you would prefer to keep the 'Payment Secure Booking' feature enabled, the instructions below outline an alternative method for accepting childcare vouchers while still maintaining the benefits of Secure Booking.
We understand the benefits of keeping the Secure Booking payment feature enabled, as it helps ensure that parents and carers make payment at the time of booking, reducing the need to manage and follow up on outstanding balances.
Steps to follow with 'Payment Secure Booking' feature ENABLED
The first step is to create a 100% discount code. This allows the parent/carer to proceed with their booking without making a payment at checkout, as payment will be made separately using childcare vouchers.
Please note that discount codes can only be used when a parent/carer makes a booking through the public booking page and must be entered during the checkout process before the order is submitted. Once an order has been completed, a discount code cannot be applied retrospectively.
Discount codes are also not available for bookings that have been created manually or through auto-enrolling as these booking methods bypass the standard booking and checkout journey.
To create a 100% discount code:
access the 'Settings' tab from the left-side menu:
click on 'Discounts':
click on 'Discount Codes':
click the 'Add a Discount' button:
enter a name for your code (please note that this name is just for your records, this will not be the code you share with parents/carers)
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As the name of the discount code is only for your record, you can name the code 'Childcare Voucher' to allow you to easily keep track of the uses!
set the discount value to 100% to allow parents/carers to complete their booking without making a payment through the system, as payment will be made separately via childcare vouchers.
set the discount to never expire.
click the 'Generate Code' button:
Once you generate the code this will appear in the discount codes section:
Please note that discount codes are generated automatically by the system and cannot be customised.
This approach helps prevent duplicate discount codes being created across different clubs and reduces the risk of errors when parents/carers enter the code during checkout.
Once generated, the discount code can be shared with parents/carers who intend to pay using childcare vouchers. You may choose to distribute the code through a variety of ways, including:
Your class description
Email or SMS communications
Social media platforms
How Parents/Carers Enter the Discount Code
Parents/carers can apply the discount code during checkout by entering it into the Discount Code field before completing their booking.
Once the discount code has been applied, the cost of the booking will be reduced to £0, allowing the parent/carer to complete the booking without making a payment through the system:
How to Report on Discount Code Usage
click on 'Financials':
click on 'Analysis':
click the 'Discount' dropdown and click on the name of the childcare voucher discount code:
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The other filters within the 'Analysis' section can also be used to view more specific information, such as:
the date range and specific parent:
the term, venue, class and day:
Once you have selected the childcare voucher discount code, you will be able to view a list of parents/carers who have chosen to pay using childcare vouchers.
Other details of the booking can also be viewed:
The 'Export' button located above the financial records can be used to export this information to a spreadsheet for further review and processing outside of the system.
You can then collect and process childcare voucher payments directly from the parents/carers listed in the report.
How to Record the Payment
From the financials record shown above:
click the record:
selecting this option will take you directly to the parent/carer's order:
click the 'Change Invoice Amount' button:
change this to the original cost of the order
click 'Change':
click the 'Record a Payment' dropdown:
select 'Childcare Voucher' for the payment method:
Record the date on which the payment was received. The payment date can be backdated by up to two weeks:
choose whether or not to send a payment receipt to the parent/carer via email:
This is an example of the receipt email that will be sent to the parent/carer:
click the 'Add' button:
Once recorded, the payment will appear in the order's Payment Record as having been paid via childcare vouchers:
A new financial record will be added to show that the order has been paid via childcare vouchers:
This financial record will be included when filtering by the childcare voucher discount code, making it easy to track and report on these payments.
Following these steps also helps maintain accurate financial records, ensuring that your overall revenue reporting correctly reflects payments received via childcare vouchers.
FAQs
Can I accept childcare vouchers while keeping the Payment Secure Booking feature enabled?
Yes. You can continue using the Payment Secure Booking feature by creating a 100% discount code for parents/carers who pay using childcare vouchers.
How do parents and carers use the childcare voucher discount code?
The discount code must be entered during checkout when booking through the public booking page. Once applied, the booking cost will be reduced to £0, allowing the booking to be completed without payment through the system.
Can a discount code be applied after an order has been placed?
No. Discount codes must be entered before the order is submitted and cannot be applied retrospectively.
Can discount codes be used for manually created or auto-enrolled bookings?
No. Discount codes can only be used during the standard booking process via the public booking page.
Can I customise the discount code?
The discount code itself is generated automatically by the system and cannot be customised. However, the discount code name can be customised for your own internal reference.
How can I identify and report on childcare voucher bookings?
You can filter your financial records using the childcare voucher discount code and export the results to a spreadsheet for further review and processing.
How do I record a childcare voucher payment once it has been received?
Open the relevant order and record the payment using the Childcare Voucher payment method. This will update the order, create a financial record, and ensure your revenue reporting remains accurate.