For schools using our new finance module, you may already have set up online payments for your normal tuition and and hoc invoices. Now you can add these options to your admissions workflow as well.
This is available for schools who have access to the Finance and the admissions module in their packages.
Configure the providers
First you need to have a valid account with either provider. Please contact their portals for more information on charges and fees. 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.
We suggest only choosing one online payment provider for the system, if you wish to integrate with admissions
Adding the payment step
Before adding this to a live workflow, we strongly advise to test on a simple two 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. Dont forget to add the mandatory fields on 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 two 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 for the test, so uncheck the box to send an automated notification.
B. Payment step - ADD PAYMENT
Now open the configuration panel and you can set up the payment.
Enter a suitable account from your Account configuration, and set an amount. The reapplication function is currently not available, but still requires an amount to be able to save.
This step needs to be shown to the applicant.
Again for testing, uncheck inform sender. 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 work flow to be open for a small time frame. Don't forget to deactivate once you have tested and are happy with the result.
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 drop out for new applicants once you 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. The make payment button should be blue. Click on it to open the payment portal.
The fee set in the payment step will be the only amount that is possible to pay.
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.
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, then a final admissions confirmation fee in your workflow. So yes you can enter the ADD 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.
Can we have multiple payment portals?
Not with the admissions module. It will look for the first online provider set up in your finance configuration.