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Using Account Payment Plans and Registration Payment Plans

Administrator

Last Update: December 11th, 2024

Conditions for Using Payment Plans

Departments must meet the following conditions in order to use payment plans

  1. Departments must be using Zeamster/Fortis, Authorize.net, or MX Merchant as their payment gateway
  2. Departments must have activated CIM in the payment gateway and cc storage
  3. Payment Plans are not compatible with split fees
  4. ACH is not a payment option for MX Merchant clients
  5. In the eCommerce page, Allow Credit Card Storage, Allow Staff Credit Card Access and Enable Payment Plans must be activated by MyRec.com staff
 
 

Account Payment Plans allow management users to set up a customized payment plan on an individual's household account using balances due for one or multiple purchased items. Registration Payment Plans are set up by management so that the management user or public user can register for a specific activity or membership (even on the public side) using pre-determined payment plan options.

Please select the type of payment plans you are interested in:

Account Payment Plans (APPs)

 Account Payment Plans (APPs)

Account Payment Plans (APPs) allow members to pay on existing balances that are in their account. The frequency of account payment plans can be set by Week(s), Month(s) or Year(s). The member will be charged in accordance with the frequency of payments created in the account payment plan. Charges will be applied to the payment method that was selected or added at the time of account payment plan creation.

Conditions for Use

Departments must meet the following conditions in order to use payment plans

  1. Departments must be using Zeamster/Fortis, Authorize.net, or MX Merchant as their payment gateway
  2. Authorize.net departments must have activated CIM in the payment gateway and cc storage
  3. Payment Plans are not compatible with split fees
  4. ACH is not a payment option for MX Merchant clients
  5. In the eCommerce page, Allow Credit Card Storage, Allow Staff Credit Card Access and Enable Payment Plans must be activated by MyRec.com staff
 
 

Creating an Account Payment Plan (APP)

  1. Access the main tab of the household or organizational account 
  2. Select the Create Payment Plan link just above the Balances Owed block
  3. Select the Items to include in the new account payment plan by checking the box to the left of the item
    1. Check the box at the top of the list next to the word “Item” to select all
    2. Balances already in an account payment plan or on subscription/auto-pay, cannot be included in a new account payment plan and will not be listed here
  4.  Click Next
  1. Fill in the payment plan section according to the Total to Pay
    1. Amount to pay: the dollar amount of each individual payment
    2. Frequency of payments: choose Week(s), Month(s) or Year(s)
    3. Start Date: the day the first payment attempt is made
    4. Send Payment Receipts: Sends the customer an email when payments are successful
      1. Declined payments emails will be sent whether this is checked or not 
    5. Send Payment Plan Email sends the customer an email with account payment plan details upon creation of the APP
  1. Click Next once the Payment Plan is set up correctly 
  2. Select the Billing Contact
  3. Select a stored payment or Add a New Payment Method.
    • If the member agreed to store their card in the gateway for the purpose of approved future payments, it will be listed as a card to select for this account payment plan
    • If the member decides to add a new card for the payment plan, the staff can select Add a New Payment Plan
    • If no card is stored, select the green button to continue to the payment screen
  4. Review the New Payment Plan details > Click Submit to set up the account payment plan (APP)
  • Clicking Submit sends an automated email to the billing email of the account with the New Payment Plan 
  • The green Send/Resend button on the next screen allows the staff to send the email again, if necessary
    • Staff does not need to click this button each time an Account Payment Plan is submitted

Sibling Registrations on Payment Plans?

If you are setting up an Account Payment Plan including multiple member registrations and want the payment installments to pay equally on each member's registration balance, you should set up a plan for each member's balance.

  • For example, if you put the $500 childcare registrations for Child 1 and Child 2 into one payment plan where $100 is paid weekly, the plan will pay $100 on Child 1's registration balance for five weeks until it is paid in full, then the plan will move on to pay Child 2's balance due for the next five weeks
    • Instead, set up a payment plan for Child 1 and another payment plan for Child 2 for $50 every week. Child 1 and Child 2 will have identical payments of $50 to their plans for the next ten weeks
      • The 10-week duration for payment in full is the same, and each balance will be paid down equally on the same payment schedule

If it doesn't matter in which order or when the balances are paid, you can create a single account payment plan, which will pay on the balances due in the order indicated in the payment plan schedule.

 

Editing Account Payment Plans - Management Side Only

Staff users can modify the Account Payment Plan from the member's account

Account Payment Plan (APP) modifications include:

  1. Pause a plan
  2. Cancel a plan
  3. Edit a plan
  4. Update Payment Information
  5. Add/Remove Items from a plan

Pause an Account Plan

Pause remains in effect until: 

  • A specified date
  • It is manually unpaused
  • The plan is cancelled
  • Additional payments satisfy the total amount to pay

Pause stops payments from occurring during this time

  • Using a specific ‘unpause’ date is not necessarily a payment date
    • Instead, this means that the plan will continue to follow the frequency based on the start date established when the plan for created
      • For example, if you have a monthly payment plan starting on 1/1, then pause and enter an un-pause date of 2/10, the next payment will not occur until 3/1

Cancel an Account Plan

Cancel will stop the plan 

  • Any remaining balances will need to be paid manually
  • Items will be available to be added to another plan
  • Plans cannot be uncanceled

Edit Account Payment Plan

  • Before the first payment is made, staff can change all of the plan information, including recurrence and start date
  • If the first payment has already been made, a note will appear explaining why you cannot make a change
  • After the first payment has been made
    • The payment amount can be changed 
    • option to send or not send receipt emails can be changed
  • Staff can add or remove items to and from an existing account payment plan
  • Only items not associated with an account payment plan, subscription or recurring payment arrangement can be added to an account payment plan

To Add Items

  1. Select an item from the Select Items to add to this payment plan list
  2. Click the green Add Selected button

To Remove Items

  1. Select items from the Selected items for this payment plan list in the Account Payment Plan
  2. Click the red Remove Selected button under the plan items list

Additional payments can be made on an account payment plan 

  • Additional payments will not change the scheduled payment amount
  • Additional payments may shorten the length of the plan 
  • There are no restrictions or penalties for additional payments or early completion of an Account Payment Plan
  • Once the balances owed have been fully paid, either through scheduled payments or a combination of scheduled and additional payments, 
    • The status will change to Completed 
    • No further payments will be automatically withdrawn from the associated account 
    • Additional payments on an Account Payment Plan are not required 
    • Additional payments can be made via any payment method accepted by the Department 
  • Staff can View Edit History with the link on the right, below the status bar
 
 

 

 
 

Registration Payment Plans (RPPs)

Registration Payment Plans (RPPs)

Registration Payment Plans (RPPs) are available for standard activities, advanced activities, team sport activities, and membership registrations both on the management side and on the public side checkout. Your users can now purchase registrations on the public side that have been set up on a payment plan schedule.

This is particularly useful for high fee programs and memberships like:

  • summer camps
  • childcare programs
  • recreation center memberships
  • leagues
  • and more!

RPPs can be set up in multiple ways depending on the situation (Client Services is always happy to go over suggested applications), and there is also the option to add an RPP cutoff date to end the registration window for an RPP and revert to traditional checkout only. The frequency of registration payment plans can be set by Week(s), Month(s) or Year(s). The member will be charged in accordance with the frequency of payments created in the registration payment plan at the activity or membership level. Charges will be applied to the payment method that was selected or added at the time of account payment plan creation.

Conditions for Use

Departments must meet the following conditions in order to use payment plans

  1. Departments must be using Zeamster/Fortis, Authorize.net, or MX Merchant as their payment gateway
  2. Authorize.net departments must have activated CIM in the payment gateway and cc storage
  3. Payment Plans are not compatible with split fees
  4. ACH is not a payment option for MX Merchant clients
  5. In the eCommerce page, Allow Credit Card Storage, Allow Staff Credit Card Access and Enable Payment Plans must be activated by MyRec.com staff
 
 

Creating an RPP in MyRec.com

Which type of RPP would you like to create?

RPPs for Activities

 

RPPs for Memberships

 
 

Registration Payment Plans for Activities

Registration Payment Plans (RPPs) for Activities are different from Account Payment Plans in that they have a public side feature, they do not have the editing features of an account payment plan, and they are created on the activity instead of the user's account. Once you create the RPP at the activity level, both public and management check out will have the option to purchase the registration via the attached payment plan. 

Creating Registration Payment Plans (RPPs) on the Management Side

Choose your activity type:

Standard Activity

Steps for Management Users to Create a Standard Activity RPP

  1. Create the Standard Activity following the regular process until you reach the Finance Info tab
    1. If you Allow Deposits, the amount of the deposit will be collected up front upon checkout before the payment plan cycle begins
  2. On the Finance Info tab, check the Use Payment Plans box
  3. Enter the amount the public user will pay
  4. Add the frequency (every 2 weeks, every 1 month, etc…)
  5. Set the starting on date, which will be the date of the 1st payment transaction
  6. Optional: You can set a Payment Plan Cutoff Date, which will be the date that this payment plan becomes unavailable as a checkout option for the public user and reverts to the full purchase payment only (regular registration process)
  7. Finish the settings on the Finance Info tab
  8. Click Submit
  1. Complete the rest of the Standard Activity creation process

Cloning Standard/Team Sport Activities with Payment Plans

To clone a standard or team sport activity and capture the RPP settings, you must use the advance date-driven feature. If you do not use the advance date-driven feature, the activity will be cloned, but you will have to set up the RPP again if you want it on the cloned activity.

Cloning a Standard Activity with RPP for same schedule dates

This is useful when you want to clone an activity with its RPP settings that has same date/different times in your schedule instead of creating it from scratch.

To do a complete clone of a standard or team sport activity with RPP for the same dates, you will still use the advance date-driven feature.

  • Note the registration payment plan (RPP) setup details on the original activity
  1. On the activity's Basic Info tab, click Clone This Activity
  1. Check the Advance date-driven fields by box
  2. Enter 0 in the years and days boxes
  3. Select Complete Clone
  4. Make any changes to the new activity's title, code, or fees
  5. Click Continue
  • Note the RPP setup details on the new, cloned activity have been successfully cloned
  1. Now, you can navigate to the Schedule tab to edit, delete, add, or update the schedule of the cloned activity accordingly

Cloning a Standard Activity with RPP for different schedule dates

  • Note the registration payment plan (RPP) setup details on the original activity
  1. On the activity's Basic Info tab, click Clone This Activity
  1. Check the Advance date-driven fields by box
  2. Enter the number of years/days in the years and days boxes 
    1. There is a calculator to assist with determining the correct entries
  3. Select Complete Clone
  4. Make any changes to the new activity's title, code, or fees
  5. Click Continue
  • Note the RPP setup details on the new, cloned activity have been successfully cloned and advanced by the number of years/days entered
  1. Navigate to the Schedule tab and notice that the schedule dates have also been advanced by the number of years/days entered

Cloning without cloning the RPP setup

To clone a standard or team sport activity without cloning the RPP settings, you will follow the cloning process without advancing date-driven fields. You will create the schedule within the Schedule tab just like on any other activity clone.

 
 
 
 
 

Advanced Activity

Enhanced Features in Advanced Activity Payment Plans

Recurring Subscription Payments

Advanced Activity Payment Plans
Lacks the ability to use a deposit Offers deposits as an optional setting for public and management checkout
Requires a separate registration item for subscription customers and paid-in-full customers (this prevented all registrants from appearing on the same roster) Allows for registration payment plan customers and paid-in-full customers to register for the same advanced activity item and be added to a common roster by using adjustable deposits set to a minimum of $0 with the option for customers to Pay In Full
Lacks the ability for a registration fee to be added within the subscription settings Allows a registration fee to be set as a deposit setting within the registration payment plan settings (eliminates the need for multiple registrations for your customers to satisfy a registration fee and an activity fee)
 
 

Steps for Management Users to Create an Advanced Activity RPP

Pricing Options and Advanced Activity Payment Plans

RPPs for Advanced Activity are available on weekly and monthly pricing options. It is not compatible with entire session pricing options (see below on how to set up for entire pricing scenario)

 
  1. Create the Advanced Activity following the regular process until the Pricing Option steps
    1. If you Allow Deposits, the amount of the deposit will be collected up front upon checkout before the payment plan cycle begins
    2. Setup and limitations are identical to Subscriptions, just choose Payment Plans from the Automatic Recurring Payments dropdown
  2. Set the Payment Start Offset days and occurrence dropdown
    1. There is a Preview Offsets link to help you understand and set this date
  3. Optional: You can set a Payment Plan Cutoff Date, which will be the date that this payment plan becomes unavailable as a checkout option for the public user and reverts to the full purchase payment only (regular registration process)
  4. Click Submit

Entire Session Pricing Setup

To use the RPP for advanced activity feature for a situation with entire session pricing, you will follow the steps above until the Fee Interval dropdown. Then, 

  1. Select the Per Week option
  2. Change the Fee Label to “Entire Session” or whatever your entire session is called
  3. Be sure to check the Require Remaining Weeks box to create an entire session option
  4. Proceed with the rest of the steps in the section above
 
 
 
 

Team Sport

Steps for Management Users to Create a Team Sport Activity RPP

  1. Create the Team Sport Activity following the regular process until the Finance Info tab
    1. If you Allow Deposits, the amount of the deposit will be collected up front upon checkout before the payment plan cycle begins
  2. On the Finance Info tab, check the Use Payment Plans box
  3. Enter the amount the public user will pay
  4. Add the frequency (every 2 weeks, every 1 month, etc…)
  5. Set the starting on date, which will be the date of the 1st payment transaction
  6. Optional: You can set a Payment Plan Cutoff Date, which will be the date that this payment plan becomes unavailable as a checkout option for the public user and reverts to the full purchase payment only (regular registration process)
  7. Finish the settings on the Finance Info tab
  8. Click Submit
  1. Complete the rest of the Team Sport setup process

Cloning Standard/Team Sport Activities with Payment Plans

To clone a standard or team sport activity and capture the RPP settings, you must use the advance date-driven feature. If you do not use the advance date-driven feature, the activity will be cloned, but you will have to set up the RPP again if you want it on the cloned activity.

Cloning a Standard Activity with RPP for same schedule dates

This is useful when you want to clone an activity with its RPP settings that has same date/different times in your schedule instead of creating it from scratch.

To do a complete clone of a standard or team sport activity with RPP for the same dates, you will still use the advance date-driven feature.

  • Note the registration payment plan (RPP) setup details on the original activity
  1. On the activity's Basic Info tab, click Clone This Activity
  1. Check the Advance date-driven fields by box
  2. Enter 0 in the years and days boxes
  3. Select Complete Clone
  4. Make any changes to the new activity's title, code, or fees
  5. Click Continue
  • Note the RPP setup details on the new, cloned activity have been successfully cloned
  1. Now, you can navigate to the Schedule tab to edit, delete, add, or update the schedule of the cloned activity accordingly

Cloning a Standard Activity with RPP for different schedule dates

  • Note the registration payment plan (RPP) setup details on the original activity
  1. On the activity's Basic Info tab, click Clone This Activity
  1. Check the Advance date-driven fields by box
  2. Enter the number of years/days in the years and days boxes 
    1. There is a calculator to assist with determining the correct entries
  3. Select Complete Clone
  4. Make any changes to the new activity's title, code, or fees
  5. Click Continue
  • Note the RPP setup details on the new, cloned activity have been successfully cloned and advanced by the number of years/days entered
  1. Navigate to the Schedule tab and notice that the schedule dates have also been advanced by the number of years/days entered

Cloning without cloning the RPP setup

To clone a standard or team sport activity without cloning the RPP settings, you will follow the cloning process without advancing date-driven fields. You will create the schedule within the Schedule tab just like on any other activity clone.

 
 
 
 
 
 
 

Checking Out with RPPs for Activities

Registration Payment Plans have a separate checkout process from standard checkout. Both management and public users will complete the checkout process individually for any payment plan items in the household's cart.

Management Registration Payment Plan Checkout

  1. Continue through the checkout process
  2. Select a Billing Contact to associate to this payment plan and invoice
    1. If there are stored payment methods available, they will be listed
      1. Select the stored payment or click Add a New Payment Method
        1. If choosing a stored card, clicking Submit will process a payment for the Deposit plus Fees, if applicable, then will create the payment plans and all is completed
          1. Processing Fees will be recalculated based on selected stored payment being CC or ACH
            • Only passed-on fees will appear in this amount, so if your department is absorbing fees, those fees will not appear separately here
        2. If no stored payment methods are available or Add a New Payment Method is selected, you will be brought to the secure credit card page
          1. Upon saving the stored payment method, you will be returned to the page above, with the new stored card pre-selected
          2. If there is a Deposit Due, it will be displayed along with Processing Fees that are setup in the eCommerce settings

On the Public Checkout

Public-side checkout does NOT get the option to choose a Billing Contact but can choose a stored payment method.

 
 
 

Public Registration Payment Plan Checkout

  1. Proceed through the regular registration process and click to Add to Cart
    1. Any deposits, add-ons, or promotions will appear during the process
  2. Click Check Out
    1. A notification about the RPP and checkout process appears at the top of the cart screen
  1. Check the disclaimer checkbox
  2. Click Continue
  1. If you have a promo code, click Apply Promo Code and enter the code
  2. Select a payment
    1. If the registrant has a stored card on file, they can select the stored card and click Submit in the space below the deposit
    2. If the registrant needs to add a payment, select Add a New Payment Method and click the Continue to Payment Form button that will appear instead of a Submit button under the deposit area 
  3. A confirmation screen will appear with RPP details and links to print or view applicable receipts and forms
 
 

Updating Fees in RPPs for Activities

The management can make changes to the fee on an Activity RPP either on the Standard Activity level, which will apply to all RPPs, or on an existing RPP for Activities that is active within a user's account.

Changing the Fee within the Standard Activity

Editing Options in RPPs for Activities

Standard Activity RPPs can be edited, paused, cancelled, and updated; Advanced Activity RPPs can only be cancelled at the activity level. To edit an existing RPP for Advanced Activities, see Changing the Fee on Existing, Active RPPs for Activities below.

 
  1. Go to the Program menu on leftside navigation bar and find the program
  2. Select the correct activity from the list
  3. Choose the Finance Info tab
  4. Click the View Payment Plans link from the top of the screen
  5. Click the Update Payment Plans link at the top right of the screen
  1. Choose the Update Payment Amounts button
  1. Bulk changes: Enter the amount you would like all selected items (defaulted to All – see step 11 to change) to increase/decrease by 
    1. For instance, if you want all payment amounts to increase by $3.00, enter 3 into the box for step #7, and the amounts will be changed to $43, $13, $13, $13, $13, and $13 respectively
  2. Click Apply
  3. Bulk changes: If you would like to change all of the amounts to the same payment value, enter that amount in the box for step #9 instead
    1. For instance, if you would like all of the payment amounts to be $18, enter that amount, and the amounts will all be changed to $18 regardless of their original varying amounts
  4. Click Apply
  5. If you do not wish to change all active plan amounts for this activity, just deselect the checkboxes next to the plans that should not be updated
  6. Manual changes: View the new payment amounts and make any manual changes necessary
  7. Click Next 
 
 

Changing the Fee on Existing, Active RPPs for Activities

Making Adjustments

  1. Go to the household account
  2. Click the Registrations tab
  3. Open the payment invoice within the household account for the RPP 
    1. Notice that registrations with RPPs for Activities have a link to View/Edit Payment Plan
  4. Click Adjust to add an adjustment to the item
  5. Add the desired adjustment and the RPP will reflect the change

Making Payments in Addition to the RPP schedule

  1. Go to the household account
  2. Click the Registrations tab
  3. Open the payment invoice within the household account for the RPP 
    1. Notice that registrations with RPPs for Activities have a link to View/Edit Payment Plan
  4. Click Make Payment to add a payment to the item in addition to the RPP scheduled payments
  1. Select the correct payment type from the dropdown
  2. Either click Remove Item for registrations that will not be receiving a payment or enter $0.00 in the payment field
    1. Removing the item will not remove the registration from the RPP, it will just remove it from this additional payment screen
  3. Click Update Payment Amount
  4. Click Submit Payment
  5. The RPP will reflect the change resulting from the payment
 
 

 

 

Registration Payment Plans for Memberships

Making the Switch from Recurring Subscriptions to RPPs for Memberships?

Transitioning from Recurring Subscriptions to Registration Payment Plans for Memberships

Registration Payment Plans (RPPs) for Memberships have many similar features to the Recurring Subscription feature, which was the auto-pay solution through Authorize.net for your membership subscriptions. However, RPPs for Memberships have several additional advantages for our clients because they are created within the MyRec.com system, see Registration Payment Plans for Memberships.

Similar Functions to Recurring Subscriptions

For departments who have been using Recurring Subscriptions, this Quick Reference resource will help you use similar functions in RPPs for Memberships.

Auto-Pay/Recurring Subscriptions

 

RPPs for Memberships

 
Updates to fees are done from the membership length page (update recurring fees) Updates to fees are done from the membership info page after clicking the length (view payment plans link)
Create the subscription option on the membership length from the dropdown Create the payment plan option on the membership length from the same dropdown
Offer a copy of the membership length for customers who don't want to pay via subscription Offer a copy of the membership length for customers who don't want to pay via RPP
If the credit card payment is declined once, the subscription will be closed and the recurring payments will stop. This will also expire the membership. If this happens, a new membership will need to be purchased if the member wishes to continue If the credit card payment is declined once, the RPP for Membership will pause after a decline, and the membership itself will pause. A public-side user or management-side user can Update the Payment Method. Then, management will unpause both the RPP and the membership. 
Recurring subscription payments display only the next, upcoming payment RPPs for Memberships display the next 10 payments on the View Payment Plan screen
Changes made to the membership fees will not affect current, existing subscriptions Changes made to the membership fees will not affect current, existing RPPs for Memberships
In the Main or Registrations tab of an account, you can click into a subscription for the purposes of cancelling it, seeing the payments that have occurred so far, checking the subscription's status with Authorize.net, or updating the credit card In the Main tab of an account, you can click the View Payment Plans link on the top right then the Plan # for the purposes of pausing, cancelling, seeing the payments that have occurred so far, checking the subscription's status with Authorize.net, updating the credit card, and viewing the edit history
You can use the Payment Subscription report to see if there are any credit cards being used in recurring payments that have expired or are about to expire The Expiring Cards link in the Needs Attention box on the management homepage will show up when there are cards about to expire
There is a Subscription Report under the Authorize.net Reports section in the Financial Reports area for subscription details on attempted payments There is a Payment Plans report under Financial reports where you will click the View Payments link to view all attempted payments
 
 

Creating Registration Payment Plans (RPPs) for Memberships on the Management Side

  1. Create the Membership Length to add the Payment Plan option 
  • It is helpful to name the length specifically so you know it is a RPP length
  1. Open the Membership tab in the navigation menu
  2. Click Membership Length
  3. Name the length with a unique and easily identifiable title
  4. Set the type
  5. Select Payment Plan from the dropdown
  6. Set the start date/duration
  1. Click Update
  1. Create the membership and add this length to the membership (the length with the RPP for memberships set up)
    1. Name the membership specifically so you know is it a RPP for Memberships
  2. Departments should create an additional duplicate Membership Length without the Payment Plan option for public users to purchase the membership outright
    • Name the traditional length and membership specifically so you know it is not a RPP length

RPPs for Memberships Limitations

Setup and limitations for RPPs for Memberships are identical to that of Recurring Subscription Payments.

There is no Payment Plan Cutoff Date or Allow Deposits setting for RPPs for Memberships.

 

Each payment will be processed by individual Week, Month, or Year from the start date of the payment plan, unless it is paused, just like in an Account Payment Plan.

Checking Out with RPPs for Memberships

Registration Payment Plans have a separate checkout process from standard checkout. Both management and public users will complete the checkout process individually for any payment plan items in the household's cart.

Management Registration Payment Plan Checkout

  1. Choose the household account
  2. Select the registering member
  3. Click Register for Memberships
  4. Select the correct membership (we suggest these are titled specifically to know which is a RPP and which is not)
  5. Select all household members for the RPP for Membership
  6. Choose the Start Date (when applicable)
  7. Click Apply
  8. Click Add to Cart
  9. Make your Disclaimer selection
  10. Click Continue
  11. Select a Billing Contact to associate to this payment plan and invoice
    1. If there are stored payment methods available, they will be listed
      1. Select the stored payment or click Add a New Payment Method
        1. If choosing a stored card, clicking Submit will process a payment for the Deposit plus Fees, if applicable, then will create the payment plans and all is completed
          1. Processing Fees will be recalculated based on selected stored payment being CC or ACH.
        2. If no stored payment methods are available or Add a New Payment Method is selected, you will be brought to the secure credit card page
          1. Upon saving the stored payment method, you will be returned to the page above, with the new stored card pre-selected
          2. If there is a Deposit Due, it will be displayed along with Processing Fees that are setup in the eCommerce settings
    2. Does not include Absorbed or Split Fees options, only Passed On Fees

On the Public Checkout

Public-side checkout does NOT get the option to choose a Billing Contact but can choose a stored payment method.

 
 
 

Public Registration Payment Plan Checkout

  1. Proceed through the regular registration process and click to Add to Cart
    1. Any deposits, add-ons, or promotions will appear during the process
  2. Click Check Out
    1. A notification about the RPP and checkout process appears at the top of the cart screen
  1. Check the disclaimer checkbox
  2. Click Continue
  1. If you have a promo code, click Apply Promo Code and enter the code
  2. Select a payment 
    1. If the registrant has a stored card on file, they can select the stored card and click the gree Submit button in the space below the deposit
    2. If the registrant needs to add a payment, select Add a New Payment Method and click the green Continue to Payment Form button that will appear instead of a Submit button under the deposit area 
  3. Click the green button
  4. A confirmation screen will appear with RPP details and links to print or view applicable receipts and forms
 
 

Updating Fees in RPPs for Memberships

  1. Go to the Memberships tab in the leftside navigation menu
  2. View the correct membership
  3. Click the correct membership length from the membership info screen
  4. Select the Registrations tab
  5. Click the View Payment Plans link (this will only appear if you have registrations for the RPP length)
  1. To make changes to the RPP for Membership, click the Update Payment Plans link
    1. Click the green Update Payment Amounts button and the lower portion of the screen will become active
    2. Bulk changes: Enter the amount you would like all selected items (defaulted to All – see step 11 to change) to increase/decrease by 
      1. For instance, if you want all payment amounts to increase by $3.00, enter 3 into the box for step #7, and the amounts will be changed to $43, $13, $13, $13, $13, and $13 respectively
      2. Click Apply
    3. Bulk changes: If you would like to change all of the amounts to the same payment value, enter that amount in the box for step #9 instead
      1. For instance, if you would like all of the payment amounts to be $18, enter that amount, and the amounts will all be changed to $18 regardless of their original varying amounts
      2. Click Apply
    4. Check the box to include any paused RPPs for Memberships
    5. If you do not wish to change all active plan amounts for this activity, just deselect the checkboxes next to the plans that should not be updated
    6. Manual changes: View the new payment amounts and make any manual changes necessary
    7. Click Next 
  1. To see all changes to the RPP for Memberships, click View Update History 
    1. This link will show any changes made via the Update Payment Plans process above

Edit Membership Fee on an RPP

  1. To change the actual membership fee, you will Edit This Membership Length
  1. Change the fee and click Submit
  2. Make any budget group changes and click Submit
  3. Now, a new View Fee Changes link appears at the top of the Membership Info screen and the fee is updated as well
    1. This link only appears when changes have been made to the actual membership fee, not just to the RPPs for this membership
 

Due Dates

Due dates are not recommended with payment plan setups.

 

Viewing/Editing Active RPPs on the Household Account

To find a specific, active RPP for a user, you will want open the household account.

  1. Click the household Registrations or Memberships tab
  2. Look at the list of registrations and click View/Edit Payment Plan for the specific purchase
    1. Non-payment plan registrations do not have a View/Edit Payment Plan link
    2. Note: the View/Edit Payment Plan link will link to the specific RPP if it is active and will link to the general Payment Plans page if the RPP is completed, expired, paused, or cancelled
      1. This is why labeling RPPs specifically is so important
        1. i.e. It is easier to locate "Foley Recreation Center annual membership PP" or “Eastside Elementary AM/PM PP” because of the detailed title
  1. Options available for the RPP type will appear at the top of the screen
    1. RPPs for Standard Activities can be paused, canceled, edited, and updated
    2. RPPs for Advanced Activities can be canceled and updated
    3. RPPs for Memberships can be paused, canceled, and updated
 
 

Viewing All RPPs on a Household Account

  1. Once you are within the household account's main tab, you can click View Payment Plans on the far right
  2. Now, you can see pending, active, paused, completed, canceled, and all payment plans by clicking the tabs along the top
    1. You can sort the results by clicking the column titles and you can see the Payment Plan type (to search specific RPPs, see the section above)
      1. Advanced Registration
      2. Membership Registration
      3. Standard Registration
      4. Account

For more information, you can click the Plan # for the payment plan

  1. View the payment plan details and payment information
  2. See the schedule of upcoming payments
  3. View the items that are included on the payment plan
 
 

Missed Payments 

If a payment is missed on a payment plan, the type of payment plan will determine how it is handled.

  • An account payment plan will not cancel the activity or product purchased on the plan, it will require a manual payment. It will be paused after three consecutive declines.
  • A RPP for Activities on a standard activity will not cancel the activity, the plan will be paused after three consecutive declined payments. 
  • A RPP for Activities on an advanced activity will not cancel the activity, it will require the missed week's payment to be made manually (these cannot be paused, only canceled). It will be paused after three consecutive declines.
  • A RPP for Memberships will pause after a decline, and the membership itself will pause. A public-side user or management-side user can Update the Payment Method. Then, management will unpause both the RPP and the membership. The RPP will not attempt to retry the payment after the first decline, it will be paused and require manual update. RPPs for Memberships
 
 

If you would like to see RPP set up with the public checkout process in action, check out our video tutorials for step-by-step guidance and visuals.

Using Deposits on RPPs

Deposits do not add to the total due, instead they subtract from the total fee once the deposit has been paid.

  1. When you add a deposit to the pricing option of an Advanced Activity, you will have the option for a set deposit or an adjustable deposit
  2. Using a deposit will require immediate payment by the registrant for the deposit amount of the total fee due
    1. Using a deposit will not add an additional fee due to the total due
      1. For instance, in the example below, the total due for the three months of Before Care is $45 and the required $10 deposit will leave a $35 balance on the RPP to be paid in recurring payments
        1. That $10 deposit will be deducted from the initial recurring payment, resulting in a $5 payment for the first payment, which differs from the terms of the RPP setup that is indicated by the arrows
  1. When the registrant views their payment plans, they will see the actual deposit payment reflected in the Paid column and will see the actual amount that will be charged for the scheduled payment
  2. This will also be displayed on the management side view of the payment plan for the household
 
 
 
 

Payment Status

Payment Plans can be viewed within a household or organization account:

  1. Access the Main tab of the household or organizational account
  2. Select the link View Payment Plans on the right side of the screen

There are five payment statuses for Payment Plans you can access from this screen:

  • Active: Currently making payments according to the payment plan schedule
  • Paused:Stops system payments until unpaused or cancelled 
    • Additional payments can be made on a paused payment plan without affecting the pause status 
  • Completed: Total to pay has been fully paid
  • Cancelled: Stops any future payments and leaves a balance due 
  • All: Shows all payment plans in any ‘Status’
 

Processed Payment Plan Information

This process will schedule payments in the system

  • Scheduled payments for a day will be processed in batches to avoid timeouts
  • Payments are made on balances from oldest to newest within a payment plan
  • Payments will continue until the total amount due on the plan has been paid 
    • If Additional Payments have been made to the plan, payment will cease before the scheduled number of recurrences because the plan total has been paid
  • Payment receipt will be sent when a payment is processed or declined for the payment plan (scheduled or manual) 
    • An email would be sent to the address already receiving system emails
    • An email would be sent to the member's Billing Email Address when that option is selected in the plan
 

Credit Card Declines on APPs

If a payment plan has 3 consecutive credit card declines, the account payment plan will automatically pause. 

Updating Payment Information 

 

3 consecutive credit card declines

 

The card expired

 
 

If the payment plan was paused due to 3 consecutive credit card declines, updating the card will automatically unpause the plan and make it Active. 

How to update the card on a paused payment plan that had 3 consecutive credit card declines:

  1. Access the Main tab of the household or organizational account from the menu on the left
  2. Select the link View Payment Plans on the right side of the screen
  1. Click on the Paused tab along the top of the View Payment Plans page
  • Select the link Update Card to choose a different stored payment for the paused payment plan
  1. In the Select a stored payment section, choose a different stored card or Add a New Payment Method
  • If a different stored card is selected as a stored payment, click the Update Selected Paymentbutton
    • Prior to clicking the Update Selected Payment button, you can send an email to the member to let them know about the change
  • If Add a New Payment Method is selected, click the Continue to Payment Formto add a new card to store 
    • Prior to clicking the Continue to Payment Form button, you can send an email to the member to let them know about the change
  1. Once in the payment form, enter the Credit Card Information and agree to store the card in the gateway
  2. Click the Submit button

If the card expired, select Update Card on the View Payment Plans page.

  • If the card number is the same, but the expiration date has been updated, they can update the expiration information for that particular card
  • Another stored payment method can be selected to use on a payment plan
  • A new payment method can be added to use on a payment plan
    • Note: If the card on file is expired or within its expiration month, you will see the Update Card link on the Paused tab screen as well as on the View Payment Plans page

How to update the expired card on a paused payment plan:

  1. Access the Main tab of the household or organizational account from the menu on the left
  2. Select View Payment Plans on the right side of the screen
  1. Click on the Paused tab along the top of the View Payment Plans page
  • Select Update Card to update or choose a different stored payment for the paused payment plan
  1. In the Select a stored payment section, choose a different stored card or Add a New Payment Method
  • If a different stored card is selected as a stored payment, click the Update Selected Paymentbutton
    • Prior to clicking the Update Selected Payment button, you can send an email to the member to let them know about the change
  • If Add a New Payment Method is selected, click the Continue to Payment Formto add a new card to store 
    • Prior to clicking the Continue to Payment Form button, you can send an email to the member to let them know about the change
  1. Once in the payment form, enter the Credit Card Information and agree to store the card in the gateway
  2. Click the Submit button
 
 
 
 
 

Payment Plan Information in the Member's Account

Balances Owed

  1. Access the Main tab of the household or organizational account 
  • Balances Owed section
    • List of all open balances on the account.
    • Payment plan items will be indicated by the payment plan icon next to their names
  • Additional payments may be made by checking the box next to Payment Plan Items and choosing Pay Selected Items

View Payment Plans

This will allow the user to sort the list by the Payment Plan status:

  • Active
    • Management side users can also Update Credit Card information on this page
  • Paused
  • Completed
  • Canceled
  • All
    • Management side users can also Update Credit Card information on this page
  • Each Status page will show the user the:
    • Plan #
    • Plan Type
    • Billing Contact
    • Status
    • Next Payment
    • Payments
      • Payments are the number of remaining payments and may vary if manual payments are made, new items are added, or adjustments are added to the items
    • Total
    • Paid
    • Balance
  • Click on the Plan # to view the Reason for the plan status. 
  • View Payments
    • Allows the user to view payments made during the selected date range for the specific member's account
  • Create Payment Plan 
    • Allow the user to create a payment plan if there are balances owed on the member's account that are not already part of a payment plan
    • If there is not a balance owed on the member's account, a notice will appear that states, ‘There are no eligible items available for this account with a balance due’
 
 
 

Account Finance

  1. Access the Finance tab of the household or organizational account
  • The semi-circle icon on the Invoices page identifies membership subscriptions, advanced activity recurring payments, and now account balance payment plans
  • The Payment Plans link has been added to the member's Finance page, which directs the user to the View Payment Plans page
 
 
 

Payment Plan Email Blast

  1. Access the Email Blasts in the Administration tab of the left side menu 
  2. Select any of the ‘Balance Due’ options
  • When email blasts are sent, there is a notice that says: 
    “Balances listed below do not note if they are in payment plans, which can be pre-paid or viewed from your account if desired.”
 

Payment Plans Reports

Best practice is for department staff to regularly view the Payment Plan reports.

Payment Plans Reports

  1. Access the Financial Reports tab of the household or organizational account from the menu on the left
  2. Click on Payment Plans from the Other Reports section
  • View Payment Plans 
    • Will allow the user to sort the list by the Payment Plan status:
      • Active
      • Paused
      • Completed by date range
      • Canceled by date range
      • Cards Expiring Soon
        • Select Plan # to view the Reason.
    • When the member's credit card is near the expiration date, a notice will appear in red, below the balance
  • View Payments: Will allow the user to view payments made during the selected date range

Payment Plan Issues Report

From the management homepage, you can view the Payment Plan Issues report from the Needs Attention box on the right of the screen if there are any issues.

Payment Plans Viewed in Balance Due Reports

For all Balance Due Reports, with the exception of the Balance Due by Reservation report, the payment plan icon is located next to the Invoice ID, as seen in the image below.

  1. In the Balance Due by Reservation report, the payment plan icon is located next to the Title of the reservation. The addition of the circular arrow icon reflects if an item is part of a Payment Plan.
 
 
 

Expiring Account Payment Plan Credit Cards

In the Needs Attention box, there is an Expiring Payment Plan Credit Card link. This will allow the user to view Expiring Payment Plan Credit Cards, not to be confused with Subscriptions/Payment/Auto-Pay registrations.

  • The Expiring Payment Plan Credit Card link will direct the user to the Cards Expiring Soon status report
 

Cancellations

Cancel Dates within an Advanced Activity RPP

  1. Go to the Household Registration tab
  2. Click Edit Dates for the invoice item
  3. Click the Modify Dates link above the Registration Dates box
  1. Check the boxes for all of the dates you wish to remove
    1. Click the red button to Delete Selected Dates
  2. Review the dates for deletion and select from the Completion options
  3. Click Delete these Dates
  1. Add the Reason for Adjustment
  2. Add the Adjustment Amount
  3. Select the Type of Adjustment
  4. Choose to make an additional payment or not
  5. Click Update
    1. You can also cancel this fee adjustment process and go back to add dates or delete dates

When you return to the Registration page, you will see that the date has been deleted from the list and the fee has been adjusted

Additionally, you will see that the RPP has been adjusted and the scheduled payment amount is updated.

Cancel an Entire RPP

  1. In the Household view, click View Payment Plans and click the Payment Plan number
  1. Click Cancel at the top of the screen
  1. Add the Reason for cancellation
  2. Check the I understand box
  3. Select the item to cancel
  4. Choose whether or not to send an email to the customer
  5. Choose whether to cancel just the payment plan and leave a balance due on the account or to cancel the payment plan and the selected item, which will cancel the purchase (i.e. remove the registrant from the activity roster) and no balance will be due
  6. Click Continue
    1. See status is cancelled
    2. See reason for cancellation
    3. See balance due if the payment plan only was cancelled
 
 

Transitioning from Existing Subscriptions to RPPs?

Check out this webinar to help walk you through end-dated subscriptions and advanced activity subscriptions moving to RPPs for the next registration window.

Full Article content can be read here

 

 

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