🔔 Feature Update as of Oct 2025: Editable Payment Schedules

Authorized users can now edit upcoming payment schedules directly from a customer’s invoice. There is no longer a need to delete and recreate schedules.

💡 This update improves accuracy, saves time, and keeps every change auditable.

📝 Overview

Payment Plans allow customers to split registration fees into multiple installments instead of paying in full at checkout. When a customer or staff member selects a Payment Plan, a Payment Schedule is automatically created on that invoice to manage the installments.

Payment Schedules can also be set up manually on open invoices after registration when no plan was selected. Customers can view and manage their schedules in the Member App. Together, these tools make it easier to manage large payments while ensuring balances are collected on time.

🔑 Authorization

Click the arrow to learn what authorizations are required

🧩 Creating a New Payment Plan

Requires the Season Management authorization.
This permission allows users to create new payment plans that can later be assigned to seasons.

🧾 Adding a Payment Schedule from an Invoice

Requires the Partial Payment authorization.
Users with this permission can add a new payment schedule directly from a customer’s invoice.

✏️ Editing or Deleting an Existing Payment Schedule

Also requires the Partial Payment authorization.
Authorized users can edit future payment dates and amounts, add or delete upcoming installments, and view the audit history for those changes.

👁️ View-Only Access

Users without the Partial Payment authorization can still see existing payment schedules if one has already been created, but they will not see any edit options.
If no payment schedule exists and the invoice is open, these users will not see the Payment Schedule section at all.

💡 Tip: If a user reports that the Payment Schedule section is missing or not editable, verify that they have the correct Partial Payment permission assigned to their role.

🛠️ Setup

➕ Creating a Payment Plan

Click the arrow to learn how to create a Payment Plan

📍 Where

Type in the global search box, “Payment Plans”. On the payment plan page click the "Create" button.

⚙️ How

Click the arrow to learn more

🏷️ Name – Give the plan a clear, descriptive title.
💵 Financing Fee (optional) – The financing fee is an additional fee on top of the already established registration fee. (The registration fee is set on the Group settings page.) A fee product must exist before it can be selected here.
💰 Deposit – The portion of the registration cost collected immediately at purchase. This amount is applied toward the customer’s total balance due.
📅 Schedule – Add installment dates with percentage amounts. All percentages must total 100%.

✍️ Note: You may add as many installment entries as needed.

⚠️ Note: If any scheduled installment dates are already in the past, the customer will be required to pay those installments up front, in addition to the deposit.

💡 Payment Schedule Calculation

Click the arrow to learn how the system handles uneven payment amounts

If the total amount does not divide evenly across the number of payments entered, the first payment absorbs any rounding difference. The remaining payments are then divided evenly.

Example:
If a $100 balance is divided into 3 payments, the system calculates:

Payment 1: $33.34 (includes rounding adjustment)
Payment 2: $33.33
Payment 3: $33.33

🔗 Assigning Payment Plan

Click the arrow to learn how to assign a Payment Plan

Payment Plans can be assigned in the Registration Settings section:

Season level – Applies to the entire season.
Level level – Applies to a specific registration level.

⚠️ Payment Plans should not be used for Normal Teams since each player pays an amount chosen by the team.

⚖️ If a payment plan is set in both locations, the Level assignment overrides the Season assignment.

🗓️ Creating a Manual Payment Schedule (For Open Invoices)

Click the arrow to learn how to create a schedule on an existing open invoice

Go to the Customer Profile
Under Payment Information, ensure a valid credit card is saved.
Use Add Payment Information if needed.
📣 Need help saving payment info?
Click on the article below to learn how to save a customer’s payment type step-by-step.
Learn More
Open the customer's unpaid invoice.
Scroll to the Payment Schedule section and click Create Payment Schedule
Enter:
- Amount to collect
- First payment date
- Number of installments
- Frequency (weekly, monthly, etc.)
Click Save to create the schedule. The schedule will then appear.

💡 This workflow is useful when customers did not select a plan during registration or for invoices not tied to a registration.

✏️ Editing or Canceling a Payment Schedule

🧾 Editing a Scheduled Payment

Click the arrow to learn how to edit an existing scheduled payment.

Open the customer’s Profile and go to their Invoices.
Select the invoice that has a Payment Schedule applied.
In the Payment Schedule section, you can view all upcoming payments, add or remove payment dates, or edit individual payments.
Click the edit icon next to a scheduled payment to update its Amount or Date.
- Adjust the Amount and/or Date for collection.
- The date must be in the future and cannot duplicate another scheduled payment date.
When ready, click Save to apply your updates.
Hover over the User column to view who created or edited each scheduled payment and on what date.
Click Audit to review the change history, including timestamps and user details.

💡 Only upcoming payments can be edited. Completed payments remain unchanged.

➕ Adding or Deleting Scheduled Payments

Click the arrow to learn how to add or delete payment schedule dates

From the Payment Schedule section within the invoice, you can also:

Click Add Payment Dates to insert new future payment dates into the existing schedule.
Select one or more payments and click Delete Selected Dates to remove upcoming payments from the schedule.

💡 Adding or removing payment dates updates the customer’s payment plan immediately.

🔍 Viewing and Auditing Payment Schedules

Click the arrow to learn how to view and audit payment schedules

You can view or audit payment schedules in several ways:

From the Invoice View, review and edit all upcoming payments directly.
From the Customer Profile (⋮ three-dot menu → Payment Schedules), view schedules for reference (editing is not available here).
From the Scheduled Payments Report, view all scheduled and processed payments for a customer.
- Each record displays the Invoice ID, which links directly to the editable schedule in the invoice.

Within the Payment Schedule section of an invoice:

Hover over the User icon to see who created or edited a payment.
Click Audit to open the Audit Report filtered to Payment Schedules, showing a detailed change history for that invoice.
- You can filter by Invoice ID, User, and Date/Time to track edits.
- The report displays Old Values, New Values, and the Action Type (Create, Update, or Delete).
- Each row includes the Modified By user and a timestamp for accurate audit tracking.

💡 Use the Audit Report to quickly confirm who made payment schedule changes, when they occurred, and what values were updated or removed.

⚙️ Configuring Settings

Click the arrow to learn about additional settings available

In Company Settings, you can adjust how payment schedules behave for customers:

Invoice visibility – Control whether customers see all invoices or only open invoices in the Member App.
Declined payment email – Turn on this setting to automatically email customers when a scheduled payment is declined.

🧑‍💻 Customer View (via Customer Portal)

Click the arrow to learn what customers see

When registering online, customers will be prompted to choose how they want to pay:

Pay in Full – The entire balance is due at checkout.
Payment Plan – The deposit is charged immediately, and the remaining balance is scheduled across installments.

✅ If a Payment Plan is assigned to the product, both options will appear.
❌ If no plan is assigned, only the full payment option will display.

When customers choose a Payment Plan during registration, the system automatically creates a Payment Schedule on their invoice.
If they register after installments have begun, missed installments are collected immediately.
Customers with a manual schedule on an open invoice can view their schedule in the Member App under Billing.
Customers may make manual payments ahead of schedule in the app; the admin schedule updates automatically.
Depending on company settings, customers will see all invoices or only open invoices in the Customer Portal.

📨 Communications / Notifications

Click the arrow to learn how customers are notified

Customers receive an email notification if a scheduled payment is declined (when the setting is enabled).

⛔️ Reminder and confirmation emails for upcoming scheduled payments are not available at this time.

📊 Reporting

Click the arrow to learn how to monitor scheduled payments

Run the Scheduled Payments Results Report to view:

Payments processed (success/failure/error)
Invoices scheduled for collection on a specific day
Future scheduled payments with due dates

💡 This report helps staff track upcoming payments, resolve failed charges quickly, and monitor schedules in progress. Staff can also make adjustments to schedules when necessary.

💡 Pro Tips

⚠️ Normal Teams exception: Payment Plans are not available for Normal Teams, and the system automatically hides them during registration.
🧠 Consistency: Use a clear naming format for every plan — Program name + Time of year + Year + Payment Plan.
For example: “Learn To Skate Fall 2025 Payment Plan.”
💬 Customer communication: Remind customers that installments process automatically and require updated card info.
⛔️ Past-date installments: Plans with past dates will charge those installments immediately.
📌 Monitor reports: Regularly check Scheduled Payments Results to catch failed payments early.
🔔 Enable notifications: Turn on the Declined Payment Email setting so customers are informed right away if a payment fails.
🛠️ Editing flexibility: Authorized users can edit future payment dates or amounts directly from the invoice. This ensures accuracy and faster updates without affecting completed payments.
🧾 Audit awareness: Use the Audit view to verify who created or modified a payment schedule and when. This helps maintain transparency and accountability.
📅 Unique future dates: When editing or adding new payments, always select a date that is both in the future and not already scheduled. Duplicate dates cannot be saved.
💡 Report linking: The Scheduled Payments Report now includes each payment’s Invoice ID, which links directly to the editable schedule in the invoice.

❓ Frequently Asked Questions (FAQs)

Click the arrow to view frequently asked questions