Passes, payments and outstanding balances
Lesson packages with an expiry date, deduction on the attendance mark, automatic return when the school cancels, expiry handling and outstanding balances in the till.
A pass is a package of lessons with an expiry date: 8, 16, as many as you like. Its entire behaviour rests on one principle: a lesson is deducted on the attendance mark, not on the booking. Book ten classes ahead and nothing leaves the pass until the student actually turns up.
#What happens to lessons
| Event | Pass |
|---|---|
| Student booked into a class | unchanged |
| Marked attended or late | one lesson deducted |
| Marked as a no-show | one lesson deducted — the seat was taken, the teacher turned up |
| The school cancelled the class | the lesson is returned automatically; nothing to do by hand and nothing to forget |
| The pass expired | a background job closes expired passes daily |
#Payments
A payment can be attached to a pass, to a single appointment, or simply recorded in the till. It can be taken straight from the lead card without leaving it.
| What you see | Where |
|---|---|
| Received in the period and the number of payments | the Till page |
| Who owes and how much | same page, as a separate list |
| The balance on a specific pass | in the lead card, next to the remaining lessons |
#The balance is computed, not entered
The outstanding balance equals the price minus the payments. Nobody has to set it anywhere, which is precisely why it cannot drift from reality: any payment changes the figure at once, and any price change recomputes it.
Read the list of debtors as a call list rather than an accounting report: the lead is already in the CRM and so is the phone number. With telephony connected, the call is recorded into that same card.
#Migrating existing passes
- 01
Don't start from scratch
Enter the balance the person has today, not the full package — otherwise the system will charge already-used lessons a second time.
- 02
Record what has been paid
The amount the client has actually paid for this pass. From that moment the balance maintains itself.
- 03
Check the expiry date
It should match what was agreed with the client, not the date of the migration.
- 04
Reconcile after a week
After the first week, compare a few passes against the register — the quickest way to confirm that marks are being entered on time.