Add/Edit offers for sQuid Parental Payment

In order to setup an item for payment, or offer, that parents can access in their sQuid account, you will need to make use of the Add/Edit offers screen in Mv5.

This information applies only to customers that have parental payment powered by sQuid enabled on their account. Please contact sales@groupcall.com for more information.

From either the Messenger 5 home screen or the menu (available at the top of all pages), select Parent Payment > Payment Offers. You will be taken to a page that displays all payment offers, both current and historical. On this page you will see a table as per the below screenshot. M5.4_ParentalPayment_Intro

  • Status
    • Identifies if the offer is available to parents, indicated by a Payment_Available_Tick or a Payment_NotAvailable_Exclamation . Can be toggled by clicking the icon or set using the options in the offer management window accessed by clicking the row for that offer.
  • Title
    • The name of the offer.
  • Start Date
    • Affects when the offer will be visible to parents for payment; prior to the start date, parents will not be able to purchase the offer.
  • End Date
    • Affects when the offer will be visible to parents for payment; once the end date has passed, parents will not be able to purchase the offer.
  • Due Date
    • Does not stop someone buying the offer after this date, just requests that they pay before then.
  • Reports
    • Allows you to view and download a list of who has paid or not paid for an offer including allowing you to search by dates.

To add a new offer select the 'Add Payment Item' button Add_Payment_Item where you will be shown a pop-up window like the example below. Alternatively to manage an existing offer, click the relevant row in the table. m5pp_Add_Edit_offer

 Details Tab

Mandatory Fields;

* denotes mandatory fields. Title* = The name of the offer. This will be displayed to parents so should be descriptive so that offers can be distinguished from each other and be meaningful to parents. It will also be used as a token ($OfferName$) and so will appear in any templates used to contact parents etc. e.g. "Payment for '$OfferName$' is now available on $StudentForename$'s parental payment account." gives the below outputs. Example 2 is not very clear!

Output text
Payment for 'Year 9 Theatre Trip' is now available on Ben's parental payment account.
Payment for 'zoo' is now available on Ben's parental payment account.

Status* = Dictates whether the offer can be accessed by parents. Also can be toggled by tick Payment_Available_Tick or exclamation Payment_NotAvailable_Exclamation icon on Payment Items main page.

  • New/Open
  • Not Available

Category* = Helps to 'label' the offer for reporting. Set up in the Parental Payment > Categories menu option.

  • Type - e.g. School Equipment
  • Sub Type - As per type, but a secondary categorisation - e.g. School Equipment/PTA Uniform or School Equipment/External Supplier etc. Sub type is optional

  Offer Dates

  • Start*
    • Affects when the offer will be visible to parents for payment; prior to the start date, parents will not be able to purchase the offer.
  • End
    • Affects when the offer will be visible to parents for payment; once the end date has passed, parents will not be able to purchase the offer.
  • Due
    • Does not stop someone buying the offer after this date, just requests that they pay before then.
Explain other, non mandatory fields
Amount = How much the offer costs. Description = This is converted to the token $OfferDescription$ and is used in notification templates to explain or introduce the offer to parents thus minimising additional communications being required. See example in use. Display Message = A message that is shown in the sQuid system when parents log in to pay. Ideally used for indicating parental consent etc.

Please provide parental consent for your child to attend the trip by ticking the box. Your payment will not be accepted without consent for this offer.
Tokens are not supported in this field as this is a sQuid field and displays only in sQuid - so if you typed "Please provide parental consent for $StudentForename$ to attend." the parents would not see the child's name, they'd see the token as typed i.e. with the 4 symbols.

Show Checkbox with message

  • None
    • does not display a checkbox in Parental Account.
  • Optional
    • displays a checkbox in Parental Account that parents can choose to tick - e.g. if 'Display Message' says "Tick the box to be notified when your uniform order is ready for collection" then the checkbox would be optional.
  • Mandatory
    • displays a checkbox in Parental Account that parents MUST tick - e.g. if 'Display Message' says "Tick the box to provide consent for your child to attend" then the checkbox would be mandatory and they cannot pay for the item without ticking it.

Allow multiple purchases? = Allows parents to buy that offer more once i.e. on recurring basis such as dinner money. Not to be confused with Can the user select quantity when purchasing? and min/max fields explained below. Can the user select quantity when purchasing? = Displays a box that allows parental users to enter how many they wish to buy. Should be set for offers such as uniform where they might need to buy e.g. more than one jumper. Unlocks Min and Max fields below. Quantities

  • Minimum
    • Sets a minimum purchase quantity, e.g. the school might have an extra-curricular trip for which tickets must be purchased in pairs where a parent must accompany a student. Must be less than Maximum (but Maximum can be blank if not required).
  • Maximum
    • Limits Parents to a maximum number of items, used in conjunction with "Can the user select quantity when purchasing?". Could be used to control fair purchasing of limited items e.g. to stop 1 student having too many of a desired item such as seats at a concert where you'd like to prevent whole families booking tickets therefore stopping other families from getting even 1 seat. Must be more than Minimum (but Minimum can be blank if not required).
  • Purchase quantity
    • Similar to minimum but fixed but e.g. can ONLY buy 2 not 2 - 4 etc. e.g. Dinner Money being purchased in blocks of 5 days or on a termly basis this would be set as the number of lunchtimes in a term.
  • Available quantity
    • Used to prevent over subscribing to an offer, e.g. a trip with 20 available seats on the minibus should have 20 set here.

Send Message after saving? = Allows direct access to the create message screen to e.g. notify parents of new offer etc. Passes through the $OfferName$ and $OfferDescription$ tokens to the message.

 Selected Users Tab

Defaults to All users (i.e. all students that have been provisioned with sQuid accounts).

  • Can be cleared using the 'clear all' or ' clear selected' buttons.
  • All groups that are available in the main Messenger v5 Select Recipients screen are available on this tab (on the left of the select users window).
    • This can include, but is not limited to Years, Registration Group, Gender, Saved Custom Groups etc. and is dependent on the MIS in use and the configuration applied.
    • A warning will display if you select a group that has users not provisioned within it and only sQuid users will be included on ant reminders sent out.

Custom groups cannot be created from the Parental Payment interface, but instead should be prepared in advance (i.e. from the MIS or Mv5) as usual and then selected within the Parental Payment area. The idea being that a group for e.g. a ski trip would be used for other purposes in Mv5, such as emergency contact and so making use of the existing group creation method is simplest.

Configure Reminders Tab

Allows reminders to be set up that will be sent to parents to for example;

  • Payment Due – Reminder
  • Payment Offer Ending Soon
  • Payment Due Today – Reminder

Reminders are triggered n days/weeks/months before or after the end or due dates and are configured by selecting the 'New Reminder' button on the Configure Reminders Tab. Existing reminders can be edited using the pencil icon.

Payment_RemindersTab

Payment_Reminders_Windows

Based on - Sets the date from which the reminder is triggered; controlled by the settings on the details page.

Number of - Used to set the trigger relative to the based on value.

  • Days/Weeks/Months
  • Before/After

Example: 1 day before Due Date of 28/10/13 would send a message on the 27/10/13. This date is calculated when you save the reminder and displayed in the table on the 'Configure Reminders tab.

Processing Hour - Sets the hour in which the messages will be sent, in the example shown the message would be sent at 10am. The available selection is limited to be between 7am and 9pm and defaults to 10am. This is so messages are not inadvertently sent at e.g. 3am in the morning to the whole school because the field was set incorrectly!

Exclude Users who have already paid? - Reminder message will not be sent to anyone who has paid. Defaults to ticked.

Message Template (Please select) - This drop-down looks at the Parental Payment folder and will display any templates saved there - including the in-built templates and any custom messages saved to that folder on your school account.

The final 3 options behave as per the the main Message Recipients page.

Be sure to save your reminder; any errors such as missing template selection or dates not specified will show a warning prompting you to make changes before you can save the reminder.