This article is for school administrators who would like to allow parents to pay by CSEF or SSB payment option for an event besides the usual credit card payment option.
Note:
You do not need to go through these set up steps if your school are not using the CSEF/SSB payment option in the Events & Fees module.
Setting Up Additional Payment Options in Xuno for Events & Fees
Xuno allows you to offer additional payment options for the Event & Fees module, beyond the default credit card payment method available in the parent portal. This guide will walk you through how the process works for both schools and parents when additional payment options are enabled.
How It Works:
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Selecting an Additional Payment Option: If an event is configured to allow additional payment methods, parents will have the option to choose a payment method other than credit card when paying for the event.
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Requesting Payment via an "Additional Payment Option": When a parent requests to pay by "Additional Payment Option", they will be prompted to enter the payment amount and the voucher code associated with this payment method.
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Submitting the Payment Request: Once the payment request is submitted, the school will receive an email notification alerting them to the request.
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Approval Process: A staff member from the school will need to review and either approve or reject the payment request.
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Manual Payment Entry: If the request is approved, a "manual" payment entry will be created, showing the nominated payment amount. This amount will then be deducted from the total balance due for that student for the event.
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Notification to the Parent: An email will be sent to the parent informing them of the approval or rejection of their payment request.
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Paying the Remaining Balance: If the payment request is approved, the parent can then pay any remaining balance via the default credit card option in Xuno.
In this article
Step-by-Step Guide: What parents and staff will see when an event allows an Additional Payment Option
This guide outlines the experience for both parents and staff when an event is configured to accept an additional payment option in Xuno.
What Parents Will See:
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Event Details: If an event allows an additional payment option, parents will see a description next to the Pay Now button on the event details page. For example, they may see:
"CSEF payment option is available on the Payment page."
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Payment Page: On the Payment page, a button labeled "Use [payment option]" will be displayed next to events that allow alternate payment methods.
For example: "Use CSEF".
- Entering Payment Details: When the parent clicks on the "Use [payment option]" button, the system will prompt them to enter the nominated payment amount and the voucher code.
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Request Confirmation: After completing the request, a confirmation message will be sent to the parent via Xuno's internal messaging system.
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Request Status Update: The "Use [payment option]" button will be replaced with a description, letting the parent know that their request is awaiting approval.
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Email Notification: An email will also be sent to the school's email address, notifying staff of the pending payment request.
What Staff Will See:
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Event > Students Page: On the Event > Students page in the staff portal, an additional icon will appear underneath the dollar icon for students whose parents have requested to use an alternate payment option.
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Event > Payment Details: On the Event > Payment Details screen (after clicking on the $ icon), staff will see a new "Funding Request" section. This section will include "Approve" and "Reject" buttons for processing the payment request.
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Approval Process:
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Approve:
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When the staff member clicks Approve, an email will be sent to the parent notifying them that their payment request has been approved.
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In the parent portal, the payment request status will be updated to Approved.
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Xuno will create a "manual" adjustment record with the requested payment amount, and the student's balance will be updated accordingly.
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In the staff portal, the funding request will be marked as Approved.
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Reject:
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When the staff member clicks Reject, an email will be sent to the parent notifying them that their payment request has been rejected.
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In the parent portal, the payment request status will be updated to Rejected.
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In the staff portal, the funding request will be marked as Rejected.
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Staff Requesting for Payment on Behalf of Parents:
Staff members can also request for payment via additional payment option on behalf of parents.
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Requesting Payment for a Parent: If the parent has not submitted a request via the parent portal, the Funding Request section will look like this:
Staff member can click the Add button to initiate the payment approval process. -
Approval Process: The approval process will follow the same steps as outlined for parents, with Approve and Reject options available for staff to process the payment request.
Setting up Additional Payment Options
Follow these steps to create a new payment option in Xuno:
Step 1: Access Software Settings
Navigate to Options > Software Settings > Lists & Options in the Xuno interface.
Step 2: Select "Other Payment Options"
In the dropdown list, locate the Events & Fees section and select Other Payment Options to manage payment types.
Step 3: Add a New Payment Option
To add a new payment option, type the name of the payment option into the Enter new option field.
Step 4: Enforce Voucher Code (Optional)
If the parent must enter a voucher code as part of their payment request, check the Enforce Voucher Code box.
Step 5: Save the New Payment Option
Click the Add button to save the new payment option.
Step 6: Repeat for Additional Payment Types
To add more payment options, repeat Steps 1 through 5 for each additional payment type you want to create.
By following these steps, you can easily manage and add multiple payment options for events in Xuno.
Tip:
Please use an abbreviated name for the payment type name if possible. The payment type name is displayed as an icon next to an event entry to indicate parent has paid for an event using this payment type.
For example, SSB for School Saving Bonus.
Note:
You will not be able to delete a payment type in this list once it has been used in an event. Please use the Hide option instead if a payment option is no longer available.
How to Add Other Payment Option to an Event
Once you have added a new payment type under Lists & Options > Events & Fees > Other Payment Options, you will be able to configure it for individual events through the Event > Costs tab.
- In the Costs tab of the event setup, you will see a field labeled "Allow other payment option".
- The default value for this field is set to "N/A". This means that only the standard credit card payment option is available for the event.
- If you select an alternative payment option from the drop-down list, the parent will be given the choice to pay using the selected payment option first. Once the alternative payment is processed, the remaining balance can then be paid using the default credit card payment method.
This setup allows flexibility for parents to choose from multiple payment methods when paying for events.
