Learn how Convenience Fees in CampDoc and SchoolDoc can simplify operations and help manage costs for your organization. This feature offers seamless and transparent payment processes for families.
In this video, we’ll break down how convenience fees work, the options available for your organization, and what families and providers can expect.
00:03: Well, hi. I'm Phil from the DocNetwork training team. At DocNetwork, 00:07: we're always looking for ways to help streamline operations for 00:11: your organization. That's why we've introduced convenience fees 00:15: for both CampDoc and SchoolDoc. This new feature, empowers 00:19: you to manage costs while keeping payments seamless and transparent 00:24: for your families. In this video, we'll cover how convenience fees work, options 00:28: for your organization, and how families and providers will experience 00:32: this feature. Convenience fees are additional charges applied, 00:36: when participants choose specific payment methods, such as credit card 00:41: or ACH. Each organization can 00:45: customize these fees to match their particular needs. Charge 00:49: a percentage, flat fee or both. Your client success 00:53: team is here to help you set it up. Families will always 00:57: see a clear break down of their total cost, including convenience fees, ensuring 01:01: full transparency. Your organization can choose from 01:05: several options to apply convenience fees. 01:08: Let's take a look. Option 01:10: one: include a full fee for all electronic payments. 01:16: Option two: keep fees manageable for participants 01:20: by, including a partial convenience fee. Option 3: 01:25: encourage ACH payments by applying fees to credit cards only. Or 01:30: option four, charge a one-time fee annually, rather 01:34: than per transaction, offering simplicity for both your organization 01:39: and families. Here's an example. 01:44: For a 100 dollar payment with a 3.95% fee 01:48: and a 30-cent flat fee. The total convenience fee is four dollars and 01:52: twenty-five cents. Participants see this upfront before they pay. Families 01:58: will see convenience fees, clearly in two areas of their participant portal; 02:02: during registration and in their account tab. 02:07: When registering, participants can pay in full, make 02:11: partial payments, or set up a payment plan. In 02:15: each case, they'll see an estimated convenience fee based on their payment 02:19: method. The fee adjusts automatically for changes like 02:23: wait list updates or unsuccessful registrations. 02:28: After registration, participants can view a full payment breakdown in 02:32: their account tab, including convenience fees per 02:36: payment, payment plan details, and other 02:40: financial transactions. Families can also print or 02:44: export their payment history for easy record-keeping. 02:48: For providers, convenience fees are seamlessly integrated into your workflow. 02:53: Here's where you'll see them. When making electronic 02:58: payment in a participants account tab, the convenience fee is automatically 03:02: applied based on the payment method. You can also filter 03:06: fees by date and export this data as a PDF or CSV 03:10: file. In your financial ledgers, 03:13: you'll find a clear breakdown of convenience fees in your participant ledger exports. 03:18: Fees are automatically assigned a general ledger code for easy tracking. To 03:25: make the most of this feature, here are a few best practices to consider. 03:30: The first and foremost; convenience fees must adhere to 03:34: rules set by state and federal laws, and card association rules and regulations. 03:39: As convenience fees do vary by state, 03:42: we strongly recommend reviewing your state's laws regarding convenience fees. 03:47: Once you're familiar with those laws further best practices would include determine 03:51: the right fee strategy for your organization. Communicate 03:55: proactively with participants, if you're planning on including convenience fees, and 04:00: finally encourage electronic payments to simplify tracking 04:04: and reduce cash, or check reliance. By implementing convenience 04:08: fees, you're giving your organization greater control while ensuring 04:13: a smooth and transparent payment experience for your families. 04:17: If you're ready to set up convenience fees, or want to learn more, reach 04:21: out to your client success manager today. 04:23: And as always, thanks for watching and don't hesitate to reach out with any questions.
In this video, providers will learn how to find the processing fees that were removed prior to receiving a payout.
00:06: Well hi, I'm Phil from the doc Network training team.
00:09: And in this video, we're going to look over the processing fees within the camp.
00:13: Doc and school doc platform. Keep in mind, when dealing with your
00:17: finances within the platform, you'll have to have the proper provider permissions enabled
00:21: by your organization to assess the financial information for organizations,
00:26: using the camp Dock and school doc platform for registration.
00:29: It's likely that you'll want to know how much money was received from, which participant
00:33: registered for which program as well as knowing how much money was
00:37: removed for processing fees, so that you can be fully aware how
00:41: much money your organization actually received.
00:44: First off, it's important to be aware of what you'll find in the participant Ledger versus
00:48: the organization Ledger. In the participant Ledger, you'll
00:52: see all transactions. Both credit and debit including
00:56: the processing fees for all profiles.
00:59: It's worth pointing out. The processing fees are only associated with
01:03: Transaction, Illini items like payments and refunds that are processed
01:07: through the camp Docker School. Doc platform to view the amount of processing
01:11: fees that have been taken out or the amount of convenience fees collected.
01:15: If those are enabled in your account, you would first go to the finances participant
01:20: Ledger, you can use the search bar to look for a specific transaction or filter
01:24: by a time frame. Once you've found what you're looking for,
01:29: just click export. When you open the CSV file, you'll
01:33: see a column specifically for those processing fees.
01:38: Now, when you look at the organization Ledger, you'll notice a key difference.
01:43: The line items here. Don't include processing fees.
01:47: The reason for this is that doc Network, removes those fees before your
01:51: payout is initiated comparatively.
01:53: If you look back at the participant Ledger, you'll see those same payments
01:57: have the processing fees included, To get a full
02:01: picture of a pail.
02:03: Go to organization Ledger payouts.
02:06: On the right side of any payout, you'll see an export button.
02:08: Click in this will give you a detailed report.
02:11: This report is great for confirming.
02:13: What was included in the payout. It will show you split payments transactions
02:18: that were applied to multiple line items the tuition or add-on.
02:22: The transaction is attributed to Any convenience, fees collected
02:26: and the GL code. Most importantly, this
02:30: report includes a full breakdown of all the processing fees that were taken out by
02:34: line item. The final payout amount is the sum of the transactions
02:39: and the processing fees. When
02:43: it comes to processing fees and other financial transaction questions, you may have
02:47: more details questions relevant to your organization in that case.
02:50: Certainly reach out to your client success manager at Accounts at camp doc.com
02:55: or counts at school doc.com think for taking the time to watch this
02:59: video and as always don't hesitate to reach out if you have any questions