Admissions - Online payment for your registration fees with Stripe

Want to add an online payment step to your admissions workflow? We have partnered with Stripe Connect to allow your users to pay admissions related fees online, integrated fully into your workflow steps. 

Configure the providers

First, you need to have a valid account with Stripe Connect. Once you have a valid account, and have added the keys to the online payment method in your Finance configuration screen. You are now ready to add the payment step to a workflow.

Adding the payment step

Before adding this to a live workflow, we strongly advise testing on a simple three step admissions workflow. Create the workflow with the following steps and forms;

1. Create a simple placeholder form

If you are already using admissions, then you may have this available from your first workflow tests. If not then use form builder to create a simple two-page form for this exercise. Do not forget to add the mandatory fields in the first section;

• Student last name
• Student first name
• Grade applying for
• Year applying for

We would also suggest having a second tab with the following fields for the guardian submitter;

• Guardian first name
• Guardian last name
• Primary email address

Please use the common name fields and do not use the legal names. Only common names are used in the admissions list view.

2. Create a workflow

For the test workflow, then we will need three steps;

A. External  - ADD FORM

Use to add the placeholder form you created in step 1. It needs to be shown to the submitter.

You do not need to inform the submitter of the test, so uncheck the box to send an automated notification.

B. Payment step - ADD PAYMENT

Add a new step and click on the cog icon to configure it to a payment step. Add a label and an appropriate status.

Instructions to applicants will appear as introductory text shown to the submitter when they start the payment step.

Choose payment as the step type. This step needs to be shown to the applicant. Now we can choose the fee type you wish to apply. You can add as many fee types as you need to the step, use the Add fee button.

Payment types

• Preset value

Single value, with reapplication fee.

• Open value

This fee type allows for a minimum, default and maximum value. The submitting payer will be able to enter a value between the minimum and maximum.

• Checkbox

The submitter will be able to select multiple items from the checkbox list of fee options available. 

• Radio field

The submitter will be able to select one option only, and pay the amount attached.

• Multiple count options

Submitter can choose the amount of items they wish to purchase. Set the min/max amount and price per item. A total will be calculated of the items selected.

Enter an account from your Account configuration within the tuition management module. 

Again for testing, uncheck inform sender/internal mail selection. You will be able to embellish the confirmation of payment mail when you add it to your live workflow.

3. Make sure it is active and available

Set the workflow to be open for a small time frame. Don't forget to deactivate once you have tested and are happy with the result.

4. Create payment statuses

It would be advised to create two payment statuses. One for waiting payment, which should be attached to the first step (or the step precedent to the payments tep). Payment received should be the status used on the payment step. You do not have to check any options within these steps.

4. Test incognito

We always advise with any admissions workflow to test before going live. This way you can refine your steps, and design your communications effectively. It will avoid any dropout for new applicants once you are ready to go live.

Use incognito mode on your browser (Chrome = Ctrl+Shift+n). This way you will avoid any cookie or cache problems. Sign in to the application workflow as a new parent, use an email address that is not attached to any existing user in your MySchool system, and follow the steps.

Complete the first form and you should automatically be sent to the payment once you have completed the initial placeholder form. 

You can use 'dummy card' details for stripe. 

You should then have a complete workflow and a successful dummy payment.

Now all that is needed is to decide where to insert this into a real workflow.

After payment, the submitter can view the transaction details when clicking on the payment step. They will also receive an invoice with the items selected.

Should we use an existing workflow or a new one?

Although it will be possible to add the payment step to an existing workflow, it will appear as 'Not completed in all previous applications. Talk with your CSM about how this may affect your process, and whether it is best to copy the forms and workflow and start again with the new payment step included.

Can we include multiple payment steps?

Yes, it is possible to have multiple payment gateways in the same workflow. You may have a pre-entry clearing fee, and then a final admissions confirmation fee in your workflow. So yes you can enter the PAYMENT step as many times as you need.

Just a reminder that it is best to use the finance module for tuition fees, ad hoc fees etc. Once a student is enrolled in the not-processed class. New guardians can have access to the same functionality as your existing parents.

Will an invoice be generated?

Yes, an invoice will be shown in the relevant finance header for the submitter, and in the invoice list view for the finance team.