How to: Set up a Pay Upfront Collection Method

In this article, I’ll show you how to set up ‘Pay Upfront’ as a payment method in the Bodillo system.

But first what is meant by ‘Pay Upfront’? Simply put, it’s when you want to collect the cost of your sessions for the whole date block at the time of booking. Most of our customers like to use Pay Upfront to collect payments on a termly or half termly basis.

So let’s walk you through how to set up ‘Pay Upfront’.

Walk through:

  1. Payments & Billing:

When you want to create or manage a payment method, you should head over to the ‘Payments & Billing’ section in the side nav, then select ‘Payment Methods’.

Here, you’ll have the option to amend an existing payment collection, or create a new one. 

Step 1: To create a new ‘Pay Upfront’ method,  click the ‘Create New’ button. You are given a few options here (PAYG, subscription and pay upfront). Select ‘Pay Upfront’ and then click ‘next’. 

Step 2: payment details: Choose a payment reference for this collection which will make it easily identifiable to yourself and your customers. In our example, we’ll use ‘Summer Camp’. Then enter the amount that you charge per session or per day. The system will then calculate the amount that session will cost based on the number of times that session will occur during the date block. 

Next, you can decide whether or not you want to add a cancelation period. If you toggle it on, people will be allowed to cancel their bookings. Be sure to define the number of days your cancellation period will run for.  For example, if you allow cancellations up to one week before the date block begins then you want to make sure you click on ‘Do you allow cancellations’ and then enter the number 7 into the ‘Cancellation Period’ box. 

Once that’s done, click on ‘Save’ and a little box will pop up to let you know that’s been created.

You can manage the ‘Pay Upfront’ collection method you just created and all others from the ‘Payment Collection’ table. Feel free to make any changes you require by clicking on ‘Manage’. You can also deactivate a ‘Pay Upfront’ collection method if you no longer need it by clicking the little trash can next to your payment collection. If you accidentally delete a payment method by mistake don’t panic – you can find them again by clicking on the ‘Deactivated’ button in the top right, which will take you to a list of all of your deactivated payment methods. Find the one you want to use again and click on the ‘Reactivate’ button to bring it back to your ‘Payment Collection’ table.

Great! You’ve just set up a ‘Pay Upfront’ payment collection. 

2. Sessions

Next, we’ll show you how to assign the payment method to a session. 

Head over to Programme > sessions. Create new session. 

Step 1: Session details: Fill out the data about your session. 

Step 2: Trial details: Decide if you want to run trials or not.

Step 3: Weekly plan:  Fill out the details about your session. 

Step 4: Payment collection: Here, we will assign the ‘payment collection’ method you created earlier on. (In this example we created a ‘pay upfront’ collection, so we are going to click ‘Pay upfront’).

Then, select the appropriate session charge you created earlier.

And that’s it! You’ll be able to collect the money at the start of each date block automatically. Which means no more chasing payments!