Auto-Charging Bus Pass holders (Pay per Period)

Modified on Tue, 2 Jul at 9:06 AM

OVERVIEW

Pay per period charging is designed for schools that charge a set amount for using their buses per period - i.e. Term, Semester or Year. The main steps to using Pay Per Period charging are as follows:

STEP ONE - Set the Student Options for each student

Booking Option = Bus Traveller
Payment Option = Pay per period
Period = Period the bus pass is valid for (Term, Semester, Year)

If all pass holders are charged in the same period, then you may be able to re-purpose the period variables to otherwise segregate pass holders. E.g. Yearly Full-time are marked as "Year" and Yearly Part-time are marked as "Semester". This would allow you to auto charge both pass types without using discounts or manual adjustments to vary the amount charged.

Discount = % discount to calculate the correct charge for bus pass. Originally designed for schools which offer sibling discounts, this field can also be used to calculate the auto charge when there is a variety of bus pass price options available.
Student Type = Custom drop down list. Email support@rollcall.com.au to add/edit this list with your options.
Student Text = Free form short text field available to store further information about Pass type. e.g. "ZONE 1"

STEP TWO - Add your Pay per period charging period

SOLUTION ARTICLE - Pay Per Period - Creating a Charging Period

STEP THREE - Process the pay Per Period Charge

SOLUTION ARTICLE - Pay Per Period - Processing a Charge

EXAMPLE - Repurposing the Period setting to charge different Zone prices

SCHOOL ONE offers four different bus passes

Full Time AM and PM travel ZONE 1 $700 / Term

Part Time AM OR PM Travel only ZONE 1 $350 / Term

Full Time AM and PM travel ZONE 2 $1200 / Term

Part Time AM OR PM Travel only ZONE 2 $600 / Term

In this example we have 4 different Passes on offer, and all are purchased for the same period (Term). The AM OR PM only pass is 50% of the price of the AM and PM travel pass.

STEP ONE

We use the following settings in RollCall Student record

Period = Term (for ZONE 1 pass holders)

Period = Semester (for ZONE 2 pass holders)

The Period setting has been re-purposed to segregate students by pricing Zone

Student Type = ZONE 1 or ZONE 2 to identify students in the different zones

Student Text = Full Time or Part Time

Discount = 50% for Part Time pass holders

Below are the four variations of the student settings for each of the four charges

Part-Time bus pass holders have a 50% discount applied
Zone 2 students are set to Semester
Zone 1 students are set to Term

STEP TWO

We are going to add TWO pay per period charging periods for each TERM we want to charge.

One for our Zone 1 pass holders and 1 for our Zone 2 pass holders.

REMEMBER: In this example we are re-purposing the systems ability to segregate students by charging period. We are using the period of "Term" to represent all Zone 1 pass holders and "Semester" to represent all Zone 2 pass holders.

We would enter these two charging periods for each term to charge for our two zones each term.

STEP THREE

When we process the charge the discount % entered for our Part Time pass holders will ensure they are only charged the part-time pass fee.

NOTE - Parents will only see the Pay per period name entered and the amount they are charged for each student. They do not see the payment frequency detail and the system does not limit how often you can charge for each payment period.