Overview
The RollCall Payments module enables schools to manage student transport billing, track transactions, and provide parents with real-time visibility of balances and payments.
This guide is designed for schools setting up RollCall Payments for the first time, including configuration, billing structures, and reporting.
1. Getting Started
Step 1: Enable Payments
Before setup can begin:
• Schools must contact RollCall Support to enable the Payments module.
Step 2: Configure Payment Provider
During setup, schools will:
• Enter credentials/API keys for their chosen provider
• Select from supported vendors:
o Stripe
o Westpac
o PayPal
o (Upcoming: ANZ, Commonwealth Bank
RollCall Pay – Setting Up Your Payment Gateway RollCall Pay - NAB Payment Gateway
2. Student Configuration
For payments to function correctly, every student must have a billing type assigned.
Student Types
1. Bus Traveller
• Can use:
o Pay Per Period
o Pay As You Go
2. Casual Traveller
• Can use:
o Pay As You Go only
Bulk Student Setup Options
Schools can configure students:
• Individually (via student profile)
• In bulk via:
o Initial CSV upload
o Partial CSV update
Students – CSV Import – Partial Update Students – CSV Import – Full Update
3. Payment Models
A. Pay Per Period (Bus Travellers Only)
Setup Steps:
1. Navigate to:
Settings → Pay Periods
2. Click Add Period
3. Enter:
o Period Name (e.g. Term 1, Semester 1)
o Start & End Dates
o Charge Amount
Available Period Types
• Term
• Semester
• Year
Pay Per Period - Creating a Charging Period Pay Per Period - Processing a Period Payment
B. Pay As You Go
Casual Travellers
• Zone-based pricing
• Fixed fare options
• Custom pricing rules (school-defined)
Adjustments
• Discounts or increases can be applied per school policy
4. Zones Configuration
Setup:
1. Go to:
Settings → Zones
2. Click Add Zone
3. Configure:
o Zone Name
o Colour coding
o Pricing rules
Key Notes
• Zone 0 = Campus
• Pricing can be set:
o Per zone
o Between zones (e.g. Zone 1 → Zone 2)
Refer to internal Zone Documentation for detailed examples
Zones - Setting up Zone Pricing
5. Surcharges & Discounts
Available Surcharges (Backend Configurable)
• Non-allocated surcharge
• Did Not Travel surcharge (Coming soon...)
• No Card surcharge
• Casual Use surcharge
These are currently configured by RollCall Support (not self-service).
Rules
• All surcharges are:
o Percentage-based
o Applied to the base fare
• Cap Limit:
o Maximum total surcharge = 100%
o Multiple surcharges do not stack beyond cap
Discounts
• Example: Sibling Discount
• Configured as a percentage
• Applied at school discretion
6. Transactions & Visibility
Admin View
Navigate to:
• Students → Actions → Transactions Tab
Available actions:
• View transaction history (date/time)
• Email transaction receipts to parents
• Preview transaction details
• Access audit logs
Parent View (Mobile App)
Parents can:
• View combined family balance
o Green = Positive
o Red = Owing (negative)
• Access per-student transaction history
• View:
o Transaction type (fare, credit, adjustment, period charge)
o Status (successful/failed)
o Reason for transaction
Making Payments (Parent App)
1. Tap “+” button
2. Select student
3. Enter payment amount
4. Complete payment via card
Parent App - View Transactions and Add credit
7. Alerts & Notifications
Credit Alerts
• Sent: Weekly (Saturday, 10 AM local time)
Credit Warnings
• Triggered:
o When balance is below defined threshold
o Sent after each transaction
Configuration
• Warning thresholds are customisable by school
Parent App - Notification Messages
Invoices (Pay Per Period)
• Parents receive:
o Email invoice (with school branding)
o Transaction record in app
• If credit exists:
o Balance auto-adjusts
o Remaining amount shown
8. Reporting & Dashboard
Key Reports:
1. Overdue Balance Report
• Shows current outstanding balances per student
2. Parent Report
• Displays latest balance status per student
3. Customer Statement Report
• Detailed transaction history including:
o Dates & times
o Transaction types:
▪ Bus fares
▪ Period charges
▪ Credits
▪ Adjustments
Reports Overview
Dashboard (Recommended)
Provides real-time insights:
• Total revenue (year-to-date)
• Transaction success/failure rates
• Payment diagnostics:
o Bank issues
o Integration failures
o Insufficient funds
Enables schools to resolve parent queries without escalation
RollCall Pay – Managing Your Payment Dashboard
9. Key Notes & Best Practices
• Ensure all students are assigned a billing type before going live
• Use CSV bulk updates for faster onboarding
• Regularly review:
o Failed transactions
o Overdue balances
• Leverage the dashboard instead of manual reporting where possible
• Contact RollCall Support for:
o Surcharge setup
o Advanced configuration options
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