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Package Billing (Punch Card) - Setup / Change / Cancel & FAQs
Package Billing (Punch Card) - Setup / Change / Cancel & FAQs

Prepaid Packages (punch card) - Setup

Mica Manson avatar
Written by Mica Manson
Updated this week

Packages work like a prepaid punch card. The client needs to purchase the package first so they have credits to cover their lessons.

Once a lesson is setup to accept a package, after the lesson is over the system will deduct a credit for that confirmed lesson.

When you sell a package to a client and if you have it set to repurchase, once the balance reaches 0 the package will automatically resell to the client, sending them a receipt and refilling the balance. Set it and forget it, nothing more to be done!

Package features include:

  • Unlimited package types you can create to sell

  • Start with an existing balance

  • Automatic balance deductions for appointments - troubleshooting

  • Ability to edit a package balance

  • Package balance visibility to your client - How To

  • If a Verified Fons Provider - charge packages on demand

  • Ability to setup auto repurchase options or sell just one-time

  • Cancel or refund a package at anytime

  • Transfer the package balance to another family member at anytime

  • Ability to sell on your public booking page

Setup

Step 1: Setup / Edit your Packages to sell

  1. Navigate to the Settings->Packages tab

  2. Click on "+Add" button in the upper right

  3. Fill in fields and "save"

    1. The name is client facing

    2. The appointment quantity is the number of appointments this package would "credit" their account with.

    3. The price would be the cost for ALL of the appointments

    4. description is client facing

    5. visibility:

      1. Public: anyone who visits your online booking page will be able to see and purchase this package.

      2. Private: only staff and clients you "sell" the package to will be able to see it.

If you would like it to show on your booking page, select to make is visible to the public. You can also copy the specific package link to be used anywhere.

Step 2: Sell a Package

Note: The package must be sold under the client (family member) that the appointments are going to be scheduled under for it to automatically deduct

3-Ways to Sell a package to a client

OPTION 1: (works for public & private packages) Sell one package to one or many clients

  1. Navigate to Settings > Packages

  2. Select a package

  3. ACTIONS button ->sell package

    1. You can sell this package to multiple people at one time by adding many names under "clients"

NOTE:

  • Packages can not be sold to someone who has scheduling disabled. Names will appear greyed out if scheduling is disabled for them.

  • If using the drop down you will notice family members are "nested" under the primary contact.

OPTION 2: (works for public packages only) Client purchases from your booking link

  1. Client can purchase from your Fons booking page

  2. TO find your booking page URL navigate to Booking> Booking Link and make your preferred selection

OPTION 3: (works for public and private packages) Sell one package to one client

  1. Navigate to Client's tab select the proper client

    1. sell the package to the person who will be scheduled for the lessons; aka: the student - the parent/primary contact still receives the request to purchase.

  2. Scroll down to the "Appointment Setup" section

  3. If selling to a client with no other family members you will see "setup family" or "setup individual"

    1. click "setup individual" if setting up an adult student

    2. click "setup family" if you need to add minors or additional family members that will all use the primary contact's payment method

  4. Follow through the wizard:

  • Skip or add a Credit Card

  • Select the client typical lesson duration (if not already set)

  • Select "Package"

  • Select one of the the packages you created in Step 1

  • Select the options and Save

    • You can use the Starting Balance option if the client has paid you in advance for existing lesson package balance/credit

    • Pro Tip - select "automatically repurchase package..." to ensure clients always have credits for their recurring lesson. The system will renew the package every time the balance reaches 0 by charging the client payment on file, sending a receipt and refilling the balance.

    • If you check the box to "charge immediately" the system will use the payment info on record to charge the package and email your client a receipt. (You must be a verified provider for this to be an option)

Options under No Starting Balance

Selecting to sell the package with a starting balance

Step 3: Schedule you appointments using the package as payment

  1. Navigate to the Client's profile tab then click the ACTIONS drop down and select "schedule appointment"

  2. Walk through the appointment wizard - see setting up an appointment

    Make sure the client you sold the package to is the one you are setting up the appointment for unless you have all appointments running through the family manager.

    On the "Payment" screen make sure to select "Package or Subscription. This will automatically deduct the lesson from the package like a punch card.

The appointment has to be confirmed for it to deduct the credits from the package.

Package Changes

Adjust a Package Balance

  1. Navigate to the client's profile

  2. Click the pencil to the right of the Appointment Setup section

  3. Select Edit Balance to increase or decrease package balance.
    ​Note if you reduce the balance to 0 then it will cancel the package repurchase and you must resell the package to your client

Stop / Start a Package to Auto-Repurchase

  1. Navigate to the client's profile

  2. Click the pencil to the right of the Appointment details section

  3. Select "stop auto-repurchase" or "start auto-repurchase"

Cancel a Package

Note: This does not refund a package. To refund a package see Refunds for Transactions / Charges - How To

  1. Navigate to the client's profile

  2. Click the pencil to the right of the Appointment details section

  3. Select "cancel package"

    • NOTE: if the client has any remaining credits when you cancel the package ALL outstanding package credits will be LOST

Transfer a Package

  1. Navigate to the client's profile

  2. Click the pencil to the right of the Appointment details section

  3. Select "Transfer Package" and use the dropdown menu to select the family members name

  4. Select "Transfer Balance"

Refund a Package

See Refunds for Transactions / Charges - How To

Related Articles

Troubleshooting Package Charges / Deductions
Package vs Subscription Billing
Verified Mode for Providers
Billing / Payment Options

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