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.
Who pay | Participant pays | Do not Debit |
|---|---|---|
Participantans | True | False |
Person who plans the class and participants | False | False |
No one | - | True |
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 and paying for booked participants to a class
In resource planner
Book participant for the class :
Paying for a booked participant
(TP53894 / 2023.3101)
Option 1 - From the participant object
When a user clicks on a participant in class booking participant list, there are two new additional action buttons at the bottom of the participant object.
Open order panel for that participant
Pay in the register
Paying for a booked participant - Option 2 - From the participant list
When I as a user select one or more participants in the Class participant list of a class and mark them as arrived
If all participants paid for the class, it will mark selected participants as arrived.
If there are unpaid participants, there will be a dialog informing that there are unpaid participants.
There is a drop down in the dialog which contains unpaid participants. So the user can select one and pay for the participant using action buttons in the dialog (To the register, Open in order panel).
Cancel - Doesn’t mark anyone as arrived
Mark all as arrived - Mark all selected participants as arrived whether they are paid or unpaid.
Paying for a booked participant - Option 3 - From the order panel
If the participant has a matching value card with classes on it, they can pay for the class in the order panel without opening a POS. There is a button in the order panel for that.
Adding and paying for drop in participants to a 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: https://brpsystems.atlassian.net/wiki/spaces/DOK22/pages/3980952478
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.