Charging for class participation

(TP32618 / 2022.07) (BRP Cloud)

Purpose

To let customers pay for class participation. The price can be different for different customers, depending on the price list given by rights on their subscriptions.

Configuration

• As always, the rights on the “Class” tab decides which customers can book a class

• A new property “Participant pays for class” is introduced on the “Class” tab of the class product.

  • This property cannot be true if “Do not debit” on the base information tab is true

  • If false and “Do not debit” is false, then all have to pay for the class, as the one who plan the class as the participants. The prices on the products will be used.

  • If false and “Do not debit” is true, the behavior as before

  • If true, only participants can pay for the classes. The prices on the products will be used.

Who pays for a class

The person who holds the order on which the class is planned is in the majority of cases a staff member who is planning the class, but there are also cases where classes are created for a specific customer, for example an organization, who then owns the order.

Price lists

A class can have multiple price lists on it. There should be full price for the participants without subscription and some lists with different prices depending on customer’s subscription.

Adding participants to a class

In resource planner

Book participant for the class :

Drop in for the class :

Wizard to debit drop in :

Payment with value card :

If the button “Pay with value card” isn’t activated, make sure you have a register added on the facility (Configuration>Facilities>Base information>Add a “Cash register for entrance”)

In backoffice

Drop in

Web generation 3

Payment with value card

Perhaps only payment with value cards initially.

Other ways to pay

App generation 3

Perhaps only payment with value cards initially.

Waiting list

• If the setting “useWaitingListForPaidClasses” is disabled (TP46837 / 2022.4001)

Customers that need to pay for a class cannot join the waiting list since we cannot charge them if they do not yet have a slot on the class.

• If the setting “useWaitingListForPaidClasses” is enabled (TP46837 / 2022.4001)

Customers that need to pay for a class can join a waiting list (from Resource Planner) and will need to pay with a matching value card (products) when they are checked off in the customer kiosk.

List paid participants on class

Two new columns are introduced on the participant list for a class.

• Price

• Debited

Both are blank if the participant is not required to pay for the class.

Cancelling participation on a class

Paid participants need to be refunded.

• In POS (from “Previous purchases”)

• By crediting an invoice

• When the user pays for participation on the web or in the app and then cancels, the purchase is refunded automatically.

Cancelling a class

When cancelling a class without removing it (soft cancel) so that it is still in the schedule but marked as cancelled, you can still list the participants and make sure that paid participants are refunded. Canceling and removing participants allowed only if “Cancel debited booking” right is added.

Entering the facility when paying for a class

Paid participants on a class can enter the facility with the access right on the class.

More inforamtion about this can be found here: Entry right from class booking

Noshow management for paid participants

Paid participants will not be punished for not attending a class, not by increasing the noshow counter and not buy directly adding fees to the customer account.

Book paid class free of charge with active entry

Customers with an entry value card can book a paid class free of charge, if the following is true:

• The entry product’s right has a pricelist that gives the price zero for the class product.

• The customer has entered the facility and has an active entry.

The class will be free of charge when booking in the kiosk and in resource planner.

The entry price can not be applied for existing bookings.