Creating and editing a plan
Every field in the New plan and Edit plan windows, how people get on a plan and how that affects charges.
Ask ClassyStep by step
- 1
On the Plans tab, press New → New plan.
- 2
Pick the kind of plan and how people get on it; the window moves to Details.
- 3
Fill in Name, Price and, if you like, Description and Category, then the type's billing fields.
- 4
Open Who's on it and choose the groups and which people are on the plan.
- 5
Read the summary and press Create plan.
How it works
Sets what the plan charges, how much, how often and to whom. On creation, Classes also issues the first charges to the people already on the plan.
New plan has two steps: Type and Details. On Type you choose the kind of plan and how people get on it; as soon as you've picked both, the window moves on to Details by itself. Details holds the name, price, description, category and billing fields, then the collapsible Who's on it section and a summary sentence.
Edit plan has only the Details screen: the type can't be changed, and who is on the plan can no longer be changed from here (see the Who's on it section).
The step bar at the top lets you go back to a step you've passed. Errors show under the field concerned when you try to continue with Next or to save. Back returns to the previous step; on the first step the button is Cancel.
On the last step press Create plan or Save changes. On success you see "Plan created." with a View plan link, or "Plan updated."; on failure, "Something went wrong. Please try again."
Good to know
A pack plan can only be created if lessons are enabled for the school; otherwise you see "Something went wrong. Please try again."
Creating a one-off or pack plan, or a recurring plan whose period has already started, issues charges straight away to the people on the plan and they are notified. If the plan starts with nobody on it, there are no charges until someone joins.
You can only pick groups you have access to. Plans for the whole school can only be created by staff with access to the whole school.
On this screen
Type step
The choice of how the plan bills and how people get on it. Creation only.
Type step
The choice of how the plan bills and how people get on it. Creation only.
Decides whether the plan issues one charge, a charge every period, or a pack of credits, and whether you add the people or they pick it themselves.
Nothing is preselected. Pick one of the three type cards and one of the two ways of getting on. As soon as you've picked both, the window moves on to Details; if you come back and change one, it moves on again by itself. Without a choice, Next shows "Pick a plan type to continue." or "Choose how people get on this plan."
One-off card
A single charge, camp, equipment, event fee.
One-off card
A single charge, camp, equipment, event fee.
Everyone on the plan gets one charge.
Details will ask for a Due date.
Recurring card
A flat fee that generates a charge every period.
Recurring card
A flat fee that generates a charge every period.
Everyone on the plan gets a charge for each period.
Details will ask for Repeats, the due day and an optional end.
Pack card
Billed every period like a recurring plan, but each charge buys credits that attendance counts down.
Pack card
Billed every period like a recurring plan, but each charge buys credits that attendance counts down.
Everyone on the plan gets a charge for each period; paying it grants that period's credits.
Details will ask for Repeats, the due day, an optional end and Credits per period. Requires lessons to be enabled for the school.
How do people get on it? question
Whether you add the people or they pick the plan themselves.
How do people get on it? question
Whether you add the people or they pick the plan themselves.
Decides what the Who's on it section offers.
Two cards:
- You assign members: you pick the groups or people; they are on the plan and billed straight away.
- Members choose it: members see it on their Payments tab and pick it themselves; a charge is issued when they do. Such a plan can start with nobody on it.
When editing, the question is shown inside Who's on it but is locked.
You assign members card
You pick the groups or people; they are on the plan and billed straight away.
You assign members card
You pick the groups or people; they are on the plan and billed straight away.
Suits plans the school imposes: a monthly fee for a group, a camp for certain children.
The plan needs at least one group and at least one person in it. People don't see it as something they can pick.
Members choose it card
Members see it on their Payments tab and pick it themselves; a charge is issued when they do.
Members choose it card
Members see it on their Payments tab and pick it themselves; a charge is issued when they do.
Suits optional activities and fees that each person decides on.
The plan is offered to the people in the chosen groups, or the whole school. It can start with nobody and fill up as people pick it. Anyone who picks it gets a charge straight away. If the plan is in a category that is a plan with variants, a pick is final for the person (see the article on plans with variants); otherwise the person can drop it themselves, which cancels their unpaid charge while anything paid stays paid.
Details step
The plan's name, price, description, category and schedule.
Details step
The plan's name, price, description, category and schedule.
Sets what people will pay for and how much.
The billing fields depend on the plan type and sit in a grey box under the category. When editing, this is the only screen.
Name field
The plan's name. Required.
Name field
The plan's name. Required.
Shown on the card, in charges and to members.
Between 2 and 100 characters; the hint gives an example name. A shorter name shows "Name must be at least 2 characters." Charges from the plan carry this name in their description.
Price field
The price every person pays without a discount. Required.
Price field
The price every person pays without a discount. Required.
Sets the amount of each charge from the plan, per period, once, or per pack.
Entered in euro, must be above 0 (up to 999,999.99). Without a price you see "Enter a base price." People with a standing discount pay their own price. Changing it when editing recalculates every unpaid charge on the plan.
Description field
What the plan includes. Optional.
Description field
What the plan includes. Optional.
Shown to members when they view the plan.
Up to 500 characters. It isn't required; the hint reads "Optional — shown to members when they view this plan."
Category choice
Which category the plan sits in. Optional.
Category choice
Which category the plan sits in. Optional.
Sorts the plan in the list and, if the category is a plan with variants, makes it one of the variants.
The options are Uncategorised, your categories and + New category…. The last one opens a small form: a name (for example a summer camp; at least 2 characters, otherwise "Give the category a name (at least 2 characters)."), a Plan with variants switch, a choice of One or Several, and Create category and Cancel buttons; you see "Category added." and the new category is selected for you. When editing you can change the plan's category.
Repeats field
How often a charge is issued. Recurring and pack plans; required.
Repeats field
How often a charge is issued. Recurring and pack plans; required.
Sets the length of one period.
Reads "Every [number] [days/weeks/months]". The number (Repeat interval) is 1 to 365, default 1; the unit (Interval unit) is days, weeks or months, default months. Without a number you see "Choose how often this plan repeats."; above 365, "The interval can be at most 365."
Charges are due on choice
Which day of the period is the due date. Recurring and pack plans with a monthly interval.
Charges are due on choice
Which day of the period is the due date. Recurring and pack plans with a monthly interval.
Sets the due date of every monthly charge.
Choose Day 1, 5, 10 or 15 of the period; default is day 5. Only shown when the unit is months; with days or weeks the charge is due on the period's first day. If the day has already passed this month, the plan starts next month. You can re-date individual periods from the plan details.
Ends (optional) field
A date after which the plan stops billing. Optional; recurring and pack plans.
Ends (optional) field
A date after which the plan stops billing. Optional; recurring and pack plans.
Useful for a season or school year, no new periods are billed after the end.
Leaving it empty means no end. The date must be after the plan's start.
Due date field
The charges' due date. One-off plans.
Due date field
The charges' due date. One-off plans.
The plan's charges are issued with this date.
Required when creating; without it you see "Pick a due date — the plan's charges are issued with it." When editing it's filled with the current date; changing it moves every unpaid charge on the plan to the new date. Once the date has passed, charges issued later are due on the day they're issued. If the plan starts with nobody on it, no charges are issued and the date isn't kept: the charge of anyone who joins later is due on the day they join.
Credits per period field
How many visits one period's charge buys. Packs only; required.
Credits per period field
How many visits one period's charge buys. Packs only; required.
Sets how many credits the person gets when they pay for the period.
From 1 to 1000, default 8. Without a value you see "Enter a credit count." Under the field it reads "Valid until the next period is due." There is no separate validity period to choose any more: the credits last until the next period is due. A change applies to charges paid after it.
Who's on it section
The groups, the people and adding newcomers automatically.
Who's on it section
The groups, the people and adding newcomers automatically.
Decides who the charges are issued to.
A collapsible section in the Details step; its header has a summary (for example the group names and "everyone (N people)", "N picked" or "nobody, they pick it themselves"). If there's no group it reads "Pick a group" and the section opens by itself when you try to continue. Inside are the groups, the question about the starting roster and, where relevant, the checkbox for newcomers.
When editing, the section is read-only and under its header it reads "Changing who is on an existing plan is currently disabled."
Applies to groups choice
The group or groups the plan is for. Required, unless the plan is for the whole school.
Applies to groups choice
The group or groups the plan is for. Required, unless the plan is for the whole school.
One plan can cover several groups; each person is billed on it once.
Chosen groups appear as cards with a remove button. Below them are quick buttons under My groups and a dropdown "Pick a group" / "Add another group" with My groups and Other groups. You can pick up to 50 groups. It reads "N groups selected, one plan, each person billed once.": a person in two chosen groups gets one charge, not two. Their charge is tied to the first of the plan's groups that they attend. Without a group you see "Select a group." You can only pick groups you have access to.
Everyone in the organisation card
Offers the plan to every person in the school, with no groups.
Everyone in the organisation card
Offers the plan to every person in the school, with no groups.
Allows a plan for the whole school that anyone can see and pick.
Only shown with Members choose it and only to staff whose access covers the whole school. The hint reads "No groups — every member can see it and pick it. Nobody is on it until they do." Choosing it means the plan has no groups: the group list below it becomes "Or only some groups". The plan starts with nobody on it, and a charge is issued to anyone who picks it; its details say Whole organisation.
Who is on this plan to begin with? question
Whether everyone in the groups pays, hand-picked people, or nobody at first. Creation only.
Who is on this plan to begin with? question
Whether everyone in the groups pays, hand-picked people, or nobody at first. Creation only.
Lets a plan cover only part of the groups or start empty.
Shown once you've picked at least one group. Three choices:
- Everyone in these groups (default): everyone in the groups is on the plan and billed. This also holds the Also add people who join later checkbox.
- Only people I pick: "Tick people in the groups above; only they are on the plan." Each chosen group shows its people with checkboxes, a "N selected" count, Select all and a search box when there are more than 6 people. Children are picked by name; the parent pays. People joining the groups later are not added. With nobody picked you see "Select at least one member for this plan."
- "Nobody — members choose it themselves": only with Members choose it. "Members of these groups see it and join when they choose. Nobody is billed until then."
When a group has nobody in it, it reads "This group has no members yet." When editing this choice can't be changed; the people on the plan are managed from its details.
Also add people who join later checkbox
Whether new group members join the plan automatically.
Also add people who join later checkbox
Whether new group members join the plan automatically.
Decides whether the plan grows with the groups or keeps its current roster.
Shown with Everyone in these groups and ticked by default. When ticked, every new person in the groups joins the plan and gets a charge straight away. When unticked it reads "Only the people on the plan now are billed. New joiners are not added.", and the plan details say "Manually managed roster". With Only people I pick, newcomers are never added. It can't be changed when editing.
Summary
The sentence describing what the plan will charge.
Summary
The sentence describing what the plan will charge.
Lets you check the number of people, price and schedule before saving.
Shown at the bottom of Details. For a recurring plan it shows the person count, price, interval and due day; for example "12 member(s) × €30.00, charged once." for a one-off or "… — 8 credits per period, one per attendance." for a pack. A person in several chosen groups is counted once. If the plan starts with nobody on it, it reads "Offered to 2 groups — nobody is on it yet." or "Offered to everyone in the organisation — nobody is on it yet."
Create plan and Save changes buttons
Save the plan.
Create plan and Save changes buttons
Save the plan.
Create the plan (and its first charges) or save your changes.
They replace Next on the last step: Create plan for a new plan and Save changes when editing. If any step has an error it's shown and nothing is saved.
Frequently asked questions
Can I change a plan's type after creating it?
No. Create a new plan with the right type and disable or archive the old one.
Can I change the groups or who is on the plan when editing?
No, that is switched off for now. The groups, how people get on the plan and the automatic adding of new people stay as they are. Add and remove people on a plan separately from its details, with **Add member** and **Remove from plan**.
If I change the price, will charges already issued change?
Unpaid charges on the plan are recalculated at the new price. Paid ones stay as they are.