Class Manager supports two payment processors: Stripe (for international studios) and Worldpay (for Australian and New Zealand studios). The system automatically determines which to use based on your studio's region, or you can configure your preference.
Go to Settings and find the Stripe Integration section. Enter your Stripe Publishable Key and Secret Key (found in your Stripe dashboard). The system automatically detects whether you're using test or live keys and shows the mode.
For Australian/NZ studios using Worldpay, go to Settings and find the Worldpay section. Enter your API credentials and select your merchant account type: BusinessPaid (studio absorbs fees) or PayerPaid (customer pays fees). Worldpay uses a Hosted Payment Page (HPP) for secure card collection - parents are redirected to Worldpay's secure page to enter their payment details.
When parents set up recurring payments with Worldpay, they're redirected to a secure Worldpay payment page where they enter their card or bank details. After completing the setup, they're returned to Class Manager and their payment method is stored for future billing. All sensitive payment data stays secure on Worldpay's servers.
Worldpay offers two merchant account types: BusinessPaid means your studio absorbs the transaction fees - parents pay only their class fees. PayerPaid means transaction fees are added to the parent's payment amount. Choose based on your studio's pricing strategy - many studios factor fees into their class pricing and use BusinessPaid for cleaner billing.
Parents can view their account in the Billing section of the parent portal. They see their calculated fees, payment history, and can add/manage payment methods. Payments are processed securely through your configured processor.
Can I set up direct debit/recurring payments?
Yes, families can set up recurring payments through the parent portal. They configure their preferred billing day (e.g., 1st of month) and cycle (weekly/monthly). The system calculates their regular payment amount based on enrolments and pricing.
Payment records are stored in the system and visible to admins. You can see individual payments in family records. Parents can view their own payment history in the parent portal's Billing section.
Go to Families, find the family, and click the 'Record Payment' button. Select the payment method (cash, bank transfer, or other), enter the amount and add any notes (like a reference number). Manual payments are recorded immediately and appear in the family's payment history. This is useful for deposits, cash payments at the front desk, or direct bank transfers.
You can record cash payments, bank transfers, and other payment types. Card payments should be processed through your configured payment gateway (Stripe or Worldpay) rather than recorded manually, as they need proper transaction processing.
The Billing page shows a status indicator for your payment gateway. If no gateway is configured, you'll see a warning with guidance to set up either Worldpay (for AU/NZ studios) or Stripe (for other regions) in Settings. Manual payments are always available regardless of gateway configuration.
