Take a payment, at the desk or by link
The collect dialog, cash and card and transfer at the desk, sending a payment link instead, and what becomes of a link nobody pays.
Written for school owners and admins, front desk
Every payment goes through one dialog: “New payment” on a student, or the same button on “Payments”, which starts by asking “Who is paying?”. It does two jobs that look alike and are not — writing down money you are already holding, and asking for money you are not.
At the desk
- Pick a row under “What is this payment for?”: an open subscription balance, an unpaid place at an event, “Product sale”, or “Other (not linked to anything)” for money with nothing behind it.
- Read “Amount (₪)” before you change it. On a subscription paid in installments it opens on the next installment, not the whole balance — the “Full open balance” chip switches it. Above it, “Paying for” says which debt this is, with its total, what is already paid and what is still owed, and “Note” fills itself in from it; type over it to write your own.
- Choose “Method”. It opens on “Cash”, so money taken any other way needs one deliberate click.
- Under “Card”: “Saved card” charges the card on file, “New card” opens card fields in the dialog, and “External terminal” is for when a separate card machine already took it.
- With “New card”, “How the card is entered” picks who types the card: “Open the payment page” opens it here, “Copy a link for the parent” puts the school's pay page for this exact charge on your clipboard instead, for the parent to pay within 3 days. Nothing is collected until they do.
- On an installment subscription, and only when the money did not go through our card fields, choose “Reduce the next payment due (default)” or “Take it off the end of the plan”.
- Press the collect button. More than is actually owed is refused; only “Other (not linked to anything)” is uncapped.
Sending a link instead
“Copy payment link” on a subscription, or “Copy pay link” from the dashboard's chase list, creates the charge at the payment provider and puts the school's own page on your clipboard. The parent opens a single card: the school logo, “Amount due”, the child's first name, card fields and “Pay now”. There is no login, on purpose — these links get forwarded to whichever relative is actually paying. A link that has already been paid opens saying “Payment received” rather than charging again.
A product the student took to pay later carries the same “Copy payment link” on its card in the student's products, next to “Send to parent”. That one creates the link and messages it to the parent for you — on WhatsApp when the family has a number, by email otherwise — saying what it is for, whose it is and the amount. The button then shows which channel it went by.
While it stays unpaid
A link creates a “pending” row the moment it is made, and that row is what turns “paid” when the money lands. The charge behind the link is created to expire after 3 days. Until the link expires the system keeps asking the provider what happened, so a payment made while nobody was watching still lands on its own. Once it has expired unpaid, the row is deleted automatically within a couple of hours. Open “Why pending?” beside it to read the provider's answer, or press “Re-check”. The panel also says whether the pay page was ever opened and lists any card attempt the bank refused, so a link nobody touched reads differently from a card that was declined. Copying or sending the same charge again within 2 days hands back that same link, as long as nothing about it changed: the amount, the installments you picked. After that, or once it changed, you get a new charge, and the old “pending” row stays beside it until it expires.
Any “pending” row that has a link behind it, including a card payment started at the desk and never finished, carries “Copy payment link” in the student's payments and on the Payments page. It copies that exact link, so nothing new is created. Beside it, “Delete link” removes a link nobody has opened yet. A link the family has opened can't be deleted, because a page left open could still pay it: it stays until its 3 days run out and is then deleted automatically, and hovering the button says when. A fresh link has to be made from the charge itself.
Fixing an entry
A payment that was received is never edited or deleted. There are two fixes, both on the payment's row in “Payment history”, and both ask you why — the reason stays on the row and in the activity log. “Move” puts a received payment on a different subscription of the same student, with its amount, date and receipt unchanged; it only appears when the payment's own subscription is over (cancelled or replaced) and another live one still owes at least that much. “Cancel mistaken entry” is for a desk entry recorded by mistake, such as cash logged twice or a waiver on the wrong family: the row stays, marked “cancelled”, and stops counting.
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