Automated payment reminders help ensure your students never miss important fee deadlines of their payment plans. This automated system keeps them informed with timely notifications sent directly to their email not only when fees are approaching due date but also when they already passed due 🎗️💰
How to enable it
As we didn't want to leave flexibility aside, you have two ways to enable it: at payment plan template level (affecting all profiles who are on that payment plan) and at profile level (affecting only that respective profile).
Payment Plan template level: access the Details tab of the respective payment plan template (General Settings -> Institution -> Payment Plan Templates), and activate the option Send payment notifications:
Profile level: the above option also exists in the Details tab of the individual profile's payment plans (Profile -> Financials -> Payment Plans). If a profile has multiple payment plans, you can even enable it only for one and leave others out.
When will stutents receive the reminders?
The payment plan notification emails are sent automatically at the following intervals:
14 days before payment due date
7 days before payment due date
1 day before payment due date
On the due date, if payment has not been made (overdue reminder)
7 days after due date (overdue reminder)
14 days after due date (overdue reminder)
IMPORTANT NOTE:
This sequence is standardized and fixed, meaning it cannot be modified. The timelines cannot be adjusted, and individual emails within the sequence cannot be disabled.
For example, it is not possible to change a notification from 14 days before to 15 days before. Likewise, you cannot disable only the ”7 days before” notification while keeping the others active.
Where can I find these notification email templates? Can I update them?
Starting off by the second question, the answer is yes! Each of the 6 payment reminder emails can be updated as you like. Although this system module is usually restricted to management users only.
If you're a management staff, you may find them among the list of system templates, located in General Settings -> Automation -> System email templates
To edit them, simply click on the respective gear icon located on the right side. Then inside the template, click on edit text to update it, and finally save your changes:
What if due dates are changed in the payment plan?
That's cleverly thought, yes, but there's no need for worrying! If the due dates of payment plan fees are updated, the notifications schedule automatically adjusts to the new dates, no further action is required.
And last but not least, once a student pays the fee, the future reminder emails of the sequence will obvisously not be sent! 🤓