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Handling application fees – Part 2 – How to enable payments and troubleshoot possible issues
Handling application fees – Part 2 – How to enable payments and troubleshoot possible issues

Learn how to prepare your school's application templates to collect payments, waive fees, refund candidates and more

Cláudia Duarte avatar
Written by Cláudia Duarte
Updated over a week ago

In order to charge application fees through Full Fabric, you have to get acquainted with the operational side of the business, so to say. Thus, in continuation to Part 1, which introduced the concept of online payment platforms and what we need to successfully integrate Full Fabric with PayPal, Stripe, Flywire or Adumo, Part 2 is all about the steps falling onto your shoulders, including how to enable payments on application templates and solve potential complications.

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How do I enable the Payment tab?

If you read our previous article, by now you know that we offer integration with Stripe, PayPal, Flywire and Adumo to let schools receive the payment of application fees via Full Fabric. Segueing from that, the next step to take once an online payment platform has been set up is to enable the Payment tab in whatever application templates are supposed to collect a fee. The Payment tab is specifically configured to handle checkouts, something a custom tab is not capable of. It's also still useful even if you make arrangements to charge the money outside of Full Fabric because it can serve as an informative tool to pass instructions on how to proceed (more on that later). Forasmuch as the Payment tab isn't enabled and there's no indication of a fee elsewhere in the application form, not only is a payment not required, but applicants don't know that they have to pay.

The fastest, easiest way to enable payments is to simply:

1) Go inside an application template

2) Click the tab Payment

3) Tap Disabled to switch to Enabled

4) Choose a Gateway (PayPal, Stripe, Flywire, Adumo or External), select a currency and insert an amount for the Application fee

That being done, applicants will now see this:

However, if instead of PayPal, Stripe, Flywire or Adumo you pick External, the fourth step will also require that you provide Payment instruction notes and add a button linking to the service provider or another URL or email address (if preceded by the prefix mailto:):

For reference, this is how the example above is rendered on the applicant view:

Additional controls:

a) For institution-level application templates, you can Define fee depending on the applicant's primary programme choice. This is the very last command on the page. When you turn it on (by pressing the switch), you're presented with a list of every programme, class and campus that the template was linked to. Then, you can define different currencies and fees for different intakes, like so:

Accordingly, candidates will be shown whichever currency and application fee corresponds to the intake they're applying to.

How do I waive an application fee or manually update someone's payment status?

To waive an application fee or manually update the status of a payment, access the candidate's profile, scroll down to their application form and then enter it:

Next, refer to the Application fee widget located on the right sidebar and press Paid or Waived, as befits the situation:

Why do duplicate payments occur and how do I refund applicants?

Although rare, sometimes payments can be processed twice, usually because the candidate clicked the button to pay more than once (maybe by accident or on purpose because the page was taking longer to load and the person didn't realize that the first prompt had gone through). That being the case, a refund will have to be issued; nevertheless, refunds are only available to be processed from Full Fabric if you use Stripe and for 30 days from the payment date. Past that time, it's up to our or your Financial department, depending on who the account manager is.

For other Payment methods such as PayPal or Flywire, you will need to access your Payment provider account and process the refund from there.

Stripe Refunds

For Stripe, during the initial 30-day period, just bring the duplicate payment to our attention, sharing the user's name and primary email address, and we'll grant the refund, after which we'll write back with our confirmation so you can relay the news to the recipient.

Better yet, we can also permit you to directly release refunds in Full Fabric. Let us know if you're interested. Once the permission has been given, do as follows:

1) Access the profile Financials tab

2) Navigate to the tab All transactions, where you can see all of the payments made by the applicant, and verify in the records that a duplicate payment really took place

3) Click the circular arrow button at the end of the row to revert the duplicate payment

The refund will be credited to the applicant's bank account within a few days.

Why do payments fail?

Either because the card linked to PayPal, Stripe, Flywire or Adumo does not permit international or online payments or because there aren't enough funds to cover the total due amount. Kindly ask the candidate to look into both scenarios and resolve the situation.


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PUBLISHED: July 22, 2020
LAST UPDATED: September 7, 2022 at 6:17 p.m.

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