Once you have created your payment table and assigned times to each class you will need to tell the system how often these payments need to be made - this is done using the payment calculator.
Please note - you will need to make sure you have already built a payment table before starting to create your payment calculators.
Creating a Payment Calculator
Step 1: Once logged into LoveAdmin, hover over ‘Payment Options’ then click on ‘Payment Calculator’.
Step 2: Once in ‘Payment Calculator’ click ‘Add new’.
Step 3: First, name the payment calculator and select whether the category is for a single payment, e.g. termly payment or for a recurring fee, e.g. monthly payment.
Step 4: Next, select which groups you wish to include - often, this will apply to all your classes, so you could use 'Select all'. But, in instances where you have been using more than one payment table (for example, one for recreational classes and another for squad classes), you will want to select only the classes that are applicable to each payment table.
Step 5: Select which payment table you wish to use to calculate the cost.
Again, if you have created more than one payment table then you will need to tell the system which one is going to be relevant to the classes selected in the above option.
Step 6: Offer an early payment discount?
To encourage people to pay on time you can offer an early payment incentive – this can either be an amount or a percentage.
By selecting ‘applicable on or before’ you can set the date the person has to have registered by to receive the discount.
Step 7: Allow people to pay by instalments?
To help spread the cost, you can allow people to pay by instalments. If someone opts to pay by instalments, they are required to pre-authorise future payments.
Here, you can set the number of payments people can spread the cost over and the frequency with which they are paid - for example, Monthly.
Each time an instalment is due, the system will generate a payment request, collect and reconcile the money for you.
You can choose to notify people of this request when setting up the instalment notification email template (described later in this article).
Step 8: Add an additional cost for people paying by instalments?
You can add an additional fee to the total cost of those opting to pay by instalments - this fee is spread evenly over the number of instalments they need to pay.
Step 9: Ask people not paying by instalments to pre-authorise payments?
This option is useful for collecting payments on an ongoing basis - each time you request money, the system will collect and reconcile the payments for you.
You can choose to make pre-authorisation mandatory, optional or not displayed
Each Payment Calculator comes with its own set of email templates that are used when the system sends automated emails out.
The email templates available depend on several settings entered during the setup of the Payment Calculator. For example, the instalment notification email template will only show if you have opted to receive payment by instalments.
All email templates are customisable and give you the option to select who they should come from, what the subject header should be, whether to insert field data or add an attachment.
Here's a full list of the templates available:
Template 1: Payment Request Email Template
This email template is used when requesting payment from people added to the Payment Calculator.
Added to the Payment Calculator could mean adding someone individually, importing people via a spreadsheet or approving people that have registered online. Each of these processes will purge the system to ask if you want to generate a payment request. This email will be used to request payment.
Template 2: Overdue Payment Reminder
If switched on, this will send automatically. You can also set after how many days the reminder should be sent.
Template 3: Instalment Notification Email
For Payment Calculator’s that have the option to pay by instalments, this email template is used to send the instalment notifications to contacts. Again, this includes the option to switch on / off any future notifications.
Template 4: Renewal Notification Email
This email template will apply to any payment requests automatically scheduled for recurring fees. After the first request, all emails will work from this template. They can be turned off by going to ‘Financials’ > ‘Upcoming Payments’.
Step 10: Once you've input the settings for the Payment Calculator and are happy, you can 'Save' or 'Save and build form’. The latter will link you through to the form builder page.
Once you have completed the above steps you will have successfully created your Payment Calculator.