How does the report generator work?
The report generator lets you generate income reports for the selected days. If you enter an instructor then only slots assigned to that instructor will be included in the output. Likewise if you select any statuses, only riders which match the status will be included.
The report generator works by summing up the amount paid by riders for each slot. This includes any amount paid for extras such as hat hire. If a rider is rejected from a slot, the amount they paid will still be used in calculations unless you filter based on status. Refunding a rider also has no effect on the report values by default.
The reason the generator works like this is because in almost all cases you are interested in how much money your business accrued on the selected days. Even if a rider is rejected and refunded as credit, the amount paid to the company remains the same. The company now owes the credited value in services. Please note this does then mean if a rider was to purchase an additional slot with the refunded credit then the income is counted twice. For this reason you may want to consider just using the Online total as the incoming amount or filtering to only show Approved riders.
The report generator may also include a total amount for basket discounts which were applied. As basket discounts are applied to the final basket, and not per booking, these are not included in the per-booking breakdown. The discount is in essence ignored from the totals in the selected days. It is up to you to decide how to include the discounted amount in your reporting.
If you have any questions or would like modifications to your report generator please get in touch.
How do Stripe Payouts work?
Stripe will hold your earnings for a period of time before paying them out (minus transaction fees). This holding period is in place for fraud and dispute protection amongst other reasons.
Your payout period will usually be 3 or 7 days. If you have recently set up your system this holding period may be slightly longer than usual whilst Stripe calculates the risk associated with your payments and your business; if this is the case then after a few weeks it should reduce to 3 or 7 days based on your settings.
You can see your payout schedule and adjust the settings from your Stripe dashboard. You can also see a list of all payments as well as options for accounting, refunding etc.
Stripe payout help. Stripe fees.
How does GoCardless work?
GoCardless is a payment processor that allows you to collect payments directly from customers' bank accounts without using credit or debit cards. The flow works as follows:
- Payment Initiation: Customers select instant bank transfer at checkout.
- Bank Selection: They choose their bank and log in to their online banking.
- Authorisation: Customers authorise the payment.
- Confirmation: Payment is instantly transferred and confirmed.
The GoCardless help centre is available here: GoCardless Help
How do Tokens work?
Tokens can be redeemed for suitable bookings directly from the basket. Suitable items will show an "Apply Token" option in the basket - the token will cover the cost of the individual booking it is redeemed against.
Tokens are stored per profile and can be restricted to any combination of the following:
- Discipline
- Group type
- Slot length
- Day of week
Tokens have an expiry date and Admins can chose whether the booking it is redeemed against has to be before the expiry date.
Admins can manage tokens from the new Token Manager page (link available on the admin page). Admins can view, add or remove tokens for a rider from their profile. The system logs how tokens are used.
If a booking purchased with a token is refunded then the rider will be refunded with a token identical to the one used. The expiry date remains the same and hence may have expired.
How can I Discount Riders?
You can provide discounts to specific riders by using Rider Groups. Simply create a group, assign a discount and then allocate riders to said group.
You can also limit booking slots to members of a rider groups if you want to limit who can see and book those slots.
Riders can exist in multiple rider groups should you wish. By default the system will apply the best discount when a rider exists in multiple rider groups; if you would like the system to combine all rider group discounts you can enable this from the system configuration page.
Our systems also support credit and basket discounts too. Basket discounts allow you to apply a discount to customers baskets based on what they are booking - for example you may offer £10 off when booking 5 or more flat lessons.
Credit discounts give customers bonus credit when they top up online. For example top up £100 and get £5 in bonus credit. Please be aware that refunding credit or individual lessons may lead to the user gaining profit if discounts are not accounted for.
How do I add multiple-booking discounts?
We support basket discounts on our systems - these allow you to specify rules for when discounts can be applied.
These discounts are applied to all riders who meet the requirements - if you wish to apply discounts to specific riders then please use Rider Group Discounts.
There is a global option on the System configuration page which allows you to set whether you want multiple basket discounts to be applied per basket (if suitable) or only one discount. If you you offer overlapping discounts you may want to switch off multiple discounts - for example say you offer a 3x flat lesson discount and 6x flat lesson discount - if a rider books 6 flat lessons both the 3x and 6x would be applied.
How do gift vouchers work?
Clients can purchase gift vouchers online via a card payment - this will email them a voucher with a unique code. This code can be redeemed by any verified account for online credit. Gift vouchers have an automatic expiry time which is configurable system wide - it defaults to one year.
As an administrator you can create gift vouchers from the gift voucher page. This will generate a unique code for the value you select. You can then chose how to send this code on to the purchasing user.
Administrators can also see all active gift vouchers - if you wish to cancel a voucher simply redeem it on your own account.
The gift voucher purchase and redemption history is available to administrators by opening the purchasing users account. Gift voucher redemption history can also be seen on the redeeming users account. You can find an account by user id using the find account tool on the user manager.
How do Subscriptions work?
We support automated rider group subscriptions on our systems. These allow your customers to subscribe to the rider groups you set and pay a monthly fee. Customers can cancel and amend their subscription payment method from their profile.
Subscriptions are not enabled on systems by default - please contact us if you would like them enabled as we will need to configure some options in Stripe.
Please note: when a customer cancels their subscription they will remain in the rider group until the subscription expires; for example if they still have 5 days left on their subscription they will remain in the group for 5 days. Bookings which have been made to rider group limited slots will NOT be removed once a subscription has expired.
How does pay on arrival work?
Version 4.1.x added an option to specify whether customers can pay on arrival on a per slot basis. Prior to this option being added, pay on arrival could only be set globally and allowed customers to take their credit negative when purchasing any booking(s). With the introduction of this new option we would recommend turning off the global option to allow negative credit.
With the new option; if a customer has suitable bookings in their basket they will be presented with an additional "Pay on Arrival" button. Customers will only be presented with "Pay on Arrival" if: a) all slots in their basket are marked as "available for pay on arrival". b) the customer does not already have sufficient credit on their account to pay for the bookings.
If a customer uses the pay on arrival option then their account credit will be deducted the full amount (which will take them negative). The booking will be marked as "Pending Payment" and this will show on the booking manager, live view, timetable generator and customers dashboard. When a customer pays you can approve the booking to change the status from "pending payment" to "approved".
A full log of all payments is available under the credit logs when viewing a profile. The credit report tool can be used to find customers with a negative balance.
We're here to help!
For queries relating to individual riding schools please include which riding school you are from.