If you are a current user of ChildcareFORMS, you can now enable ChildcarePAY!
ChildcarePAY is a perfect complement to ChildcareFORMS, allowing you to seamlessly capture registration payments from families while they enroll.
If you are using ChildcarePAY today, here are some FAQs.
General
Q: Where does a user go to login to their payment portal?
Q: How can I reset my password to the payment portal?
A: When going to the payment portal, you can reset your password to the email you registered to the payment portal with.
Q: How do I create a login to the payment portal?
A: This is done during onboarding when you sign up for ChildcarePAY
Q: Can we setup multiple users to access the portal?
A: Yes, this is done by logging in with your initial account and going to “Users” on the left sidebar to setup any other users you need.
How Payments Link to Forms
Q: Can families complete the ChildcareFORMS registration process without making a payment?
A: They cannot. The final step in the ChildcareFORMS process is to complete a payment & the forms will not complete until payment is successfully made.
Payments and Settlements
Q: What payment methods can parents pay with?
A: All major credit cards, all major debit cards, and ACH (Routing/Account numbers)
Q: Can I deposit registration fees into different bank accounts?
A: Yes, we can deposit in up to one bank account per location or all locations into the same bank.
Q: After a payment is made, how do deposits work?
A: ACH payments will take three business days to settle (Cutoff time is around 4pm CST)
A: Credit Cards/Debit Cards will take one business day to settle (Cutoff time is around 4pm CST)
Q: How will the payments settle into my bank account?
A: At the end of each day, ChildcareCRM will deposit one lump sum into your bank account. This will include credit card, debit card, and ACH payments
Note: If you choose to incur fees, those will be removed from the batches before settlement.
Q: What is the naming convention of the line item on my bank statement for ChildcareCRM settlements?
A: It will show a string of information followed by “CRM Web Solutions”
Q: What is the naming convention of what will show on parent's credit card or bank statement?
A: The line item on the bank or credit card will show the name of your organization/merchant so the parent will be familiar that the Childcare organization they made payment to.
Q: Can I take recurring tuition payments through ChildcarePAY?
A: At this time, you cannot. We are currently only setup to process registration payments.
Fee Structures
Q: Are there fees when making payments?
A: It depends, either the family or the Childcare organization is paying the fee. This can be different for ACH vs Credit Card. Please check the individual accounts settings to understand this.
Q: Can a customer assess different registration fees per classroom?
A: Yes, this can be configured per classroom, per location, and other fields depending on how your ChildcareFORMS are built.
Q: Can I collect more than a registration fee, I.e., application fee or holding fees?
A: Yes, you can collect as many one-time fees as desired. We can separate these out by line item as well so the families understand what they are paying for.
Q: Can I waive the registration fee for certain families?
A: Our system is very dynamic is terms of how you can charge fees, however, at this time, you cannot single out specific families to change their fee..
Note: In situations where you need to waive the fee for a specific family, we often see customers have the families pay it, and then credit it back on their first week tuition.
Refunds
Q: Can I refund a transaction that was processed?
A: Yes! To do this, login to your payment portal, locate the transaction, and simply click "Refund". Please note that processing fees do not refund back.
Q: Can I do partial refunds?
A: Yes, you can. Follow the above steps and when refunding indicate the specific amount you wish to refund.
Returns & Chargebacks
Q: How will I know if a payment returns or is charged back?
A: You can locate this by logging into the your payment portal and viewing any chargebacks or late returns. You can also enable email notifications to immediately know when this occurs.
Q: Can I fight a chargeback?
A: Yes, once you login the payment portal, you can view the chargeback and begin a dispute, if you wish, or accept the Chargeback.
Q: How can I get notified about charge back and late returns?
A: You should login to the payment portal > go to Email Alerts > Chargebacks > Enable the relevant alerts.
Q: Are any fees associated with Chargebacks and Late Returns?
A: Yes, there are fees associated with late returns for insufficient funds (NSF).