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.
- 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.
- 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.
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. For 7 days the system asks the provider what happened, so a payment made while nobody was watching still lands on its own; after that nothing asks again and the row simply sits there. Open “Why pending?” beside it to read the provider's answer, or press “Re-check”. Note that copying the link again does not revive the old one: it mints a second charge, so a family chased three times leaves three “pending” rows in the ledger.
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