Managing Credits for Families
Managing Credits for Families
Learn the different types of credits you can provide to families to avoid refund requests and promote referral incentives.
Understanding Dollar Credits and When to Use Them
Dollar credits work like a prepaid balance that families can use toward invoices. When applied, they reduce the total amount due rather than modifying individual session charges. These credits are commonly used for:
Promotional incentives – Offering families a financial discount on their first few invoices.
Non-cash refunds – If a session is canceled, instead of issuing a direct refund, businesses can provide the amount as a dollar credit.
Loyalty benefits – Providing returning families with a discount applied as credits
Unlike discounts, which lower session costs, dollar credits directly reduce the final invoice amount before the parent is charged.
Example: If a family has $50 in dollar credits and receives a $200 invoice, the system applies the credit automatically, reducing the amount due to $150.
Understanding Dollar Credits and When to Use Them
Dollar credits work like a prepaid balance that families can use toward invoices. When applied, they reduce the total amount due rather than modifying individual session charges. These credits are commonly used for:
Promotional incentives – Offering families a financial discount on their first few invoices.
Non-cash refunds – If a session is canceled, instead of issuing a direct refund, businesses can provide the amount as a dollar credit.
Loyalty benefits – Providing returning families with a discount applied as credits
Unlike discounts, which lower session costs, dollar credits directly reduce the final invoice amount before the parent is charged.
Example: If a family has $50 in dollar credits and receives a $200 invoice, the system applies the credit automatically, reducing the amount due to $150.
How to Apply Dollar Credits to a Family
Navigate to the Families section in the admin dashboard.
Select a family profile and open the Credits & Discounts tab.
Locate the Dollar Credits section and click Add Credit.
Enter the credit amount and an optional description.
Click Save to apply the credit.
Once added, credits are automatically deducted from future invoices until the balance is used up. If a family has more credits than the invoice amount, the remaining balance rolls over to future invoices.
How to Apply Dollar Credits to a Family
Navigate to the Families section in the admin dashboard.
Select a family profile and open the Credits & Discounts tab.
Locate the Dollar Credits section and click Add Credit.
Enter the credit amount and an optional description.
Click Save to apply the credit.
Once added, credits are automatically deducted from future invoices until the balance is used up. If a family has more credits than the invoice amount, the remaining balance rolls over to future invoices.
Understanding Service Credits and When to Use Them
Unlike dollar credits, service credits track prepaid session hours. Instead of applying a financial discount, they cover the cost of specific services or tutoring sessions without requiring additional payment.
These credits are useful when businesses want to:
Allow parents to prepay for tutoring hours instead of paying per session.
Offer bundled pricing for multiple sessions at a discount.
Track how many prepaid sessions remain for a student.
Service credits apply automatically when a session invoice is generated, deducting the required number of credits before charging any remaining balance.
Example: A parent purchases 10 prepaid sessions for their child. Each session costs one service credit. Every time the student attends a session, one credit is deducted from their balance instead of issuing a new invoice.
Understanding Service Credits and When to Use Them
Unlike dollar credits, service credits track prepaid session hours. Instead of applying a financial discount, they cover the cost of specific services or tutoring sessions without requiring additional payment.
These credits are useful when businesses want to:
Allow parents to prepay for tutoring hours instead of paying per session.
Offer bundled pricing for multiple sessions at a discount.
Track how many prepaid sessions remain for a student.
Service credits apply automatically when a session invoice is generated, deducting the required number of credits before charging any remaining balance.
Example: A parent purchases 10 prepaid sessions for their child. Each session costs one service credit. Every time the student attends a session, one credit is deducted from their balance instead of issuing a new invoice.
How to Apply Service Credits to a Family
Open the Families section and select a family profile.
Go to the Credits & Discounts tab.
Under Service Credits, click Add Credits.
Choose the service type the credits apply to.
Enter the number of prepaid session credits to assign.
Click Save Changes.
Once applied, service credits automatically deduct from invoices until they are used up. If a family runs out of credits, invoices switch to standard billing and require manual payment.
How to Apply Service Credits to a Family
Open the Families section and select a family profile.
Go to the Credits & Discounts tab.
Under Service Credits, click Add Credits.
Choose the service type the credits apply to.
Enter the number of prepaid session credits to assign.
Click Save Changes.
Once applied, service credits automatically deduct from invoices until they are used up. If a family runs out of credits, invoices switch to standard billing and require manual payment.
Tracking Credit Usage
Admins can monitor a family's credit usage history in the Credits & Discounts tab under the Family Defaults page. This allows businesses to:
View remaining balances for both dollar and service credits.
Track how credits were applied to past invoices.
Adjust or remove credits as needed.
Parents can also see how their
credits are appliedwhen they check their invoice history in the parent portal. However, they cannot manually adjust credits—this is controlled by admins.
Tracking Credit Usage
Admins can monitor a family's credit usage history in the Credits & Discounts tab under the Family Defaults page. This allows businesses to:
View remaining balances for both dollar and service credits.
Track how credits were applied to past invoices.
Adjust or remove credits as needed.
Parents can also see how their
credits are appliedwhen they check their invoice history in the parent portal. However, they cannot manually adjust credits—this is controlled by admins.
Adjusting or Removing Credits
If changes need to be made, credits can be updated manually.
To Adjust Dollar or Service Credits:
Open the Families section.
Select the family profile and go to Credits & Discounts.
Click Edit next to the credit balance.
Increase or decrease the amount as needed.
Click Save Changes to update the balance.
To Remove Credits Completely:
Follow steps 1–2 above.
Click Remove Credit and confirm.
The family’s credit balance resets to zero.
If credits have already been used in past invoices, removing them does not change previous invoices —it only affects future transactions.
Adjusting or Removing Credits
If changes need to be made, credits can be updated manually.
To Adjust Dollar or Service Credits:
Open the Families section.
Select the family profile and go to Credits & Discounts.
Click Edit next to the credit balance.
Increase or decrease the amount as needed.
Click Save Changes to update the balance.
To Remove Credits Completely:
Follow steps 1–2 above.
Click Remove Credit and confirm.
The family’s credit balance resets to zero.
If credits have already been used in past invoices, removing them does not change previous invoices —it only affects future transactions.
What Parents See in Their Portal
Parents can check their credit balances from the Billing & Payments section of their portal. They can:
View available dollar and service credits.
See how credits have been applied to past invoices.
Know exactly how much they need to pay after credit deductions.
Since credits apply automatically, parents don’t need to take any extra steps during checkout.
Best Practices for Managing Credits
Assign dollar credits for financial discounts and service credits for prepaid sessions.
Monitor credit balances to ensure families don’t run out unexpectedly.
Communicate how credits work so parents understand when and how they are applied.
Avoid over-crediting families since unused credits remain active indefinitely.
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