📝 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
Click the arrow to learn what authorizations are required
In order to set up a Payment Plan, the User must have the Season Management authorization assigned to their Role.
🛠️ Setup
➕ Creating a Payment Plan
Click the arrow to learn how to create 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
Click the arrow to learn more
🏷️ Name – Give the plan a clear, descriptive title.
💵 Financing Fee (optional) – 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.
🔗 Assigning Payment Plan
Click the arrow to learn how to assign a 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
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.
Open the customer's unpaid invoice.
Scroll to the Payment Schedule section and click + Add
Enter:
Amount to collect
First payment date
Number of installments
Frequency (weekly, monthly, etc.)
Click Create to save 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
Click the arrow to learn how to make changes
Click the arrow to learn how to make changes
Open the customer’s Profile and go to their Invoices.
Select the invoice that has a Payment Schedule applied.
Under Payment Schedule, check the box next to a scheduled payment.
Use Delete to remove either a single scheduled payment or all upcoming scheduled payments.
If all installments are deleted, you may create a new payment plan or manual schedule as needed.
📌 Note: Dash does not allow direct editing of scheduled installments. Changes must be made by deleting the existing schedule and creating a new one
⚙️ Configuring Settings
Click the arrow to learn about additional settings available
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
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
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
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.
🛠️ Staff flexibility: Admins can delete and recreate schedules when adjustments are needed.
❓ Frequently Asked Questions (FAQs)
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can I charge a finance fee if they choose to use the Payment Plan option?
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Click the arrow to see the answer
Yes. If a fee product is created in advance, you can select it during the payment plan setup.
How is the deposit handled?
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Click the arrow to see the answer
The deposit is charged immediately at checkout and applied toward the total balance due. The remaining balance is then scheduled across installments.
⚠️ If registration occurs after the season has started, any installments scheduled in the past will be collected up front. Customers are typically not charged for missed sessions but can still use a Payment Plan to pay the remaining fees.
What happens if a customer registers after some installments have already passed?
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Click the arrow to see the answer
Those installments are collected up front during registration.
Is there a limit to how many installments I can set up?
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Click the arrow to see the answer
No. You may add as many as needed, as long as the percentages equal 100%.
What if the customer didn’t choose a payment plan during registration?
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Click the arrow to see the answer
If a customer registers online and selects Pay in Full, the balance is collected immediately and cannot be converted into a payment schedule.
Manual Payment Schedules can only be created on open invoices entered by staff, provided the customer has saved card information on file.
What happens if a scheduled payment is declined?
Click the arrow to see the answer
Click the arrow to see the answer
If the Declined Payment Email setting is enabled, the customer receives an email notification so they can correct the issue.