Creating an Offer (Trip, Uniform, etc)

To start, click on Manage Offers.

Next, select Create New Offer.

Details

First, select a Bank Account for all payments for this Offer to be settled to. This is prebuilt and cannot be changed later.

Next, select a Ledger Code / Cost Centre to be applied to payments for this Offer on reports. If you do not use these, skip this section. If you need a new one, click Add New Ledger Code to add it.

Now select a Category. These make it easier for parents to find what they are looking for. The Categories will also show on reports you generate. If you need a new one, click Add New Category to add it.

The next step is to select an Icon. This is visible to parents so choose the one most closely related to the Offer you are creating.

Now you need to give the Offer a title. This is what will show on reports but is also what will be visible to parents.

If this is a Residential Trip where the students will be away for some time, you can use the below area to add these dates in so that they are clearly visible to parents before they pay. For regular trips, uniform, etc this is not needed. This not does affect payment deadlines and due dates.

Here you have a 500 character limit to add a little more information about this Offer. We advise short and simple key points rather than a full trip letter, etc.

Now you can set the dates around payment due, etc.

When would you like this offer to go live? - This is when you want this Offer to become available to parents. No parent will see this offer until this date and time.

When would you like this offer to be removed? - This is when the Offer will be removed from parent view on the system. This can be extended later if required. For audit reasons, the offer will always be visible to admins.

What is the final payment deadline for this offer? - This is the date parents will see as to when they have to make payment by. The offer will remain active until the removal date (if different) and instead show as Overdue if the deadline has passed.

Click Save and Proceed.

Price

Now you need to set the price. Simply type the amount into the box. If the parents are allowed to pay what they like, simply tick Price Set by User.

Now we need to set the quantities. To alter a quantity, untick the Unlimited box and type the quantity into the field provided.

Quantity - This is the maximum number of spaces available. One sold out, no more parents can pay for this unless you add more later.

Quantity per User - This is how many times each student can pay for this 1 Offer. For a trip this will be 1.

Now you need to set the payment structure.

Payment required in full - This requires the parent to pay the full amount in one single payment.

Accept Instalments or Full Payment as long as the payment deadline is met - This allows parents to pay the amount in smaller payments until the cost is covered. Should the deadline pass, parents will then be expected to pay any remaining balance in one single payment.

Payment can be made in instalments - This allows you to create a structured payment plan that applies to all with set deadlines, etc.

To create an instalment, first either move the slider or type the amount for the first instalment.

Then set a deadline for this instalment.

Now give the instalment a title (ie, Deposit).

Then click Add Instalment.

Repeat these steps until all instalments have been added. Then click Save and Proceed.

Targets

This next step is to choose who this Offer is applicable to. If it is the whole school, skip this step. For a specific group or individual, untick the option for Select All Users.

Then use the search box to search for the groups/individuals you need to add.

If you choose a group, you will receive this pop up.

On here, select either Target Group to add everyone in this group, or select the individuals and click Done.

Repeat these steps if you need to add multiple groups/individuals. Then click Save and Proceed.

Comms

Now you will need to decide whether you want to send parents a message regarding this Offer. If not, skip this step.

To start, tick the box labelled Send Communication,

Then choose whether you wish the message to be received by All Carers or just the Primary Carer or each child.

Next, choose how you wish the message to be sent. You can choose either Email, SMS or via the Weduc App.

Note: SMS Messages are charged at 4p per message. For example, an SMS sent to 100 parents will cost 4p x 100 = £4

Your chosen options will show highlighted orange when you click them.

Now you need to write your message. To do this, click the green box under your chosen methods.

You can now write your message and save once finished.

Note: If you have chosen multiple delivery methods for your message (ie, Email and App), you will need to write each message individually. Writing one does not complete all.

Click Save and Proceed.

Subsidy

Now you have the option to add in discounts for specific people, such as Pupil Premium Students. If you do not do this, skip this step.

To start, untick the box labelled No Users Selected.

Next use the search field to find the students requiring a discount and click their name when it appears to add them to the list.

Now use the Subsidised Price column to change the price. You will need to enter in the amount required to pay instead of the full amount, not the amount of discount you are giving. This example shows that this parent will pay £20 INSTEAD of £50.

Repeat until all student discounts have been added, then click Save and Proceed.

Additional Information

Your next step allows you to add on additional information or request additional information from parents prior to them paying for the item. If you do not need this, just skip this step.

Note: Parents will not be able to select these until they click View Basket and go on to checkout and pay for the items in their basket.

To start, select the type you want from the drop down.

Download a File - This requires the parent to download a file (ie, Trip Letter, Kit List, etc)

Upload a File - This requires the parent to upload a file for you to view (ie, Medical Form, etc)

Answer a Question - For this, you ask a question of your choosing and the parents have a text box to type out their answer.

View a Web Link - You simply enter in a link for the parents to click (ie, website of the hotel for the Residential)

View Additional Information - This is simply information you add for the parent to read. No action is required by the parent other than to read the information.

Answer a Yes/No Question - Here you ask a question that requires a Yes or No answer. The parents then click either a Yes or a No button before they can check out.

Select from a List of Options - Similar to the Yes/No Question however you can choose what the buttons say for the parents to pick from (ie. Uniform Item Size, etc)

Agree to a Term or Condition - This gives you a field to enter in some text which is non editable by the parent. The parent then has to tick a box agreeing in order to proceed to payment.

When you add any of these, ensure you click on Add Requirement before continuing.

Note: If you do not click Add Requirement, the system will assume you did not want this and forget everything you added.

Repeat until all needs are met and then click Save and Proceed.

Confirm

This final screen gives you a chance to sanity check everything you have created before it is made public.

Note: The targets section here will only show a maximum of 5 of the students you have selected. It will NOT show everyone.

If you have made a mistake, click Back to go back to edit the issue.

If everything is correct, click on Finish.

On the pop up, click either Save to Drafts to save this for later or Publish to make the Offer live.

Note: If your offer is set to go live at a future date, clicking Publish Offer will add this to an Upcoming Folder until that date and time. Parents will not see this until the chosen Date and Time.

Your Offer is now live.