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[Edlio Webinar] (Re)introducing Edlio Pay!

Added Mar 03, 2020 •

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Watch this webinar to learn everything you need to know about the recently relaunched Edlio Pay product! We show you how to collect online payments and recurring donations, to simplify your school's payment processes and improve financial transparency.

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My name is Jeanette Holian, and I am a Client Success Specialist with Edlio, and I work with Edlio Pay. I'm going to give you a rundown of how everything works. The great thing about this is that there are a lot of different things that you can do with it but am just going to give you kind of a basic explanation so if you have any specific questions, please feel free to drop them in the chat and we will get started. Ok, it is an online software that's available 24/7 so parents can make school purchases with credit card. The great thing about that is that parents don't have to leave work to bring in cash or checks. They can do it at home after dinner. Their child reminds them that they have a field trip to pay for. Jump right online to make that purchase. We integrate with Edlio, SFO, EPES, Dynamics GP, and we have other software as well that we integrate with. We have a full suite of features which includes reports, refunds, automatic bank deposits, and a lot more. Let's talk about the payments process and how that works. I'm going to give you a rundown of this. We're going to make a purchase and then I'll show you how to create the products. The bookkeeper would create a product and it doesn't have to be the bookkeeper but that is how they are signed into the system. The product would go online automatically on a scheduled date so you can set it for that exact date if you want them to go live that day or you can set it for the future. Some people like to get a lot of their product set up on one day when they have a little bit of time and then they don't have to worry about it for her you know however long they set them up for. Parent with then go shopping online once their product goes available just like you would on any other online store. The credit card would be charged. An email has been sent to the teacher or the bookkeeper. The teacher, the bookkeeper, and the parents, so everyone gets an email receipt. Then the money is deposited into the school bank account and you have that receipt available. So what cards do we take? We take a variety of cards: credit cards, payment cards, charge cards, debit cards, bank cards. We can even take those prepaid cards that people can buy at Walmart in case they don't have a card or they don't want to use their personal debit card online. Reloadable cards, as well, as long as they are a Visa or Mastercard. I think all of those prepaid cards are Visa cards. Really simple; really easy. We are PCI level one compliant, and we don't store credit card information. You'll see that parents can create a profile that saves all their other information but they will have to enter their card information every time. It is very secure. All of the purchases are done as a credit transaction. Let's look at what a $10 purchase looks like. For a $10 item, the item would be $10.75 at checkout. For each transaction, we charge a 4% plus $0.35 fee. The 4% is collected by us. Of that 4%, 2.25% is passed through to Visa or MasterCard. And 1.75% of that is kept by us to maintain and support online school payments. Just to give you a little bit of background, Edlio Pay is We are part of the Edlio family through Edlio Pay. We were initially called Online School Management Systems. The product is still called Online School Payments, but it will soon have the the beautiful Edlio branding. We'll see that OSMS branding today just don't want you to get confused. You have that 4% but it's broken down into 2.25% and 1.75% and then $0.35 per transaction fee is also collected by us and that's passed through visa and MasterCard as well. It's just like when you go to the store and buy something you know that fee is already built into the product, but here you just see it at the end. So for a $10 purchase, let's say a school posts a t-shirt and it's $10. $0.40 is 4% of the transaction $0.35 per transaction fee for that $10 purchase so $0.75 would be collected by us, and $10 goes directly to the school. Ok, and then, bank deposit dates. We deposit on the 1st and 16th of every month unless those dates fall on a weekend or federal holiday. Sometimes I can delay it, and, also, some banks can take 2 to 5 days for it to process completely where you'll see it pending but not fully processed. We batch all of our sales together so purchases from the 1st thru the 15th will be in your account on the 16th or on their way anyway. And, purchases from the 16th to the 31st would be on the first of the following month. Just take that into account when you're choosing your end date for your product. If you need those funds directly it's good to know. We batch them all together so that way, instead of getting nickel-and-dimed everyday you get the sum all together. Does anyone I sent before we jump in because I will be showing you how to make a product here. [silence] [silence] [silence] [silence] I don't see any questions so we will get right into it and we will go ahead and actually make a purchase. Let me share my screen with you all. Alright, so this is what the store currently looks like. This links directly from your edlio page, and you would click a link and come right here. We're in the process of integrating it. You can see that this is the district Sunset County, and then here we can drop down and see all of the different schools. Obviously this is different if you're a single site school or a charter school or something like that. We have child care on the same page as well, so I'll let's go in and see. This is what the parents would see and we'll go in and make a purchase as a parent. If my child goes to Harbor High School, maybe we need to pay a student's dues. When we pay the student dues, we can see right here that we clicked it. I can either, so this is a good example, here I've made it so that I can pay in full or pay in individual payments. I created it that way in the system. I will show you that, obviously, we're going to make the payment in full today. Added to the cart. Here we can see that shopping cart, very similar to what you'd see on other online stores, the subtotal being under $25. Here you can see that service fee: $5.35 and then the total at the bottom. We're going to check out. [silence] [silence] [silence] [silence] We're using a test account with a parent that's already been created in the system. So now that I'm signed in, you can see my information will come up. I'm going to pay those student dues, and, because this school uses a Student Integration, I'm able to select my student here from this dropdown menu and assign it directly to Maddie. We have Madeline Conrad and paying for her $125 fee. We're gonna click next in here like I said, it saves parent information so my address is already in the system. [silence] [silence] So we click next and now we can see an overview of our order. We can see that we're paying for the student dues in full. We can see the price, how many, and there is a spot for purchase notes if you want to put them, but it's not required but we do need to click this box down here. Next. Now we've put in the payment. This is a test site so we're going to use a fake card sorry that won't work on Amazon for everything that you want. Then we make sure all the information is correct. Place the order. And, there we go, we can see the order number here and sure it was sold to and everything here and then we would have to have an email in our inbox of the receipt for this and then the receipt also went to the bookkeeper so they have that as well [silence] Does anyone have any questions? [silence] [silence] [silence] Alright, great, well let me go ahead and show you then one other thing while we're in the store. Since you purchased that, that was when they had to be assigned to a student. Here we have class of 2023 Reunion tickets which, I don't know about you, but to me that's crazy. That there would be a 20 year Reunion at this point, but anyway, so if we went to purchase these tickets for their price of $75, this is what it looks like when there's just one choice. Add it to the cart. Alright, so here we have the subtotal $75, that service fee that we talked about, and the total after the fee. Checkout. I'm still logged in from my previous purchase, but here you can see that you know students, current students aren't going to reunions, so no profile is required so I set it up that: "No profile necessary" so I cannot select any students from this drop-down. I just continue, and go to the payment process that we just went through before and this was exactly the same. Any questions? [silence] All right, great. [silence] Melanie and Missy feel free to type in the chat if you have any questions. All right, so now I'm going to show you how we created those items. This is the management portal. In the management portal where we login, you can see over here there's some documents and information, quickstart guides, so if you ever have any questions you can just jump right in here and be able to look up that information If you open this quickstart guide and it it doesn't have what you're looking for or you have another issue you can just scroll down here, and put in a ticket for support and that'll come directly to us and we'll be able to help you. Alright, so here where you would go if you're the bookkeeper or whomever would be making these to create products, so we're going to make one now together. So we're going to go to this "Transactions" tab and scroll down to OSP Products. All right it's making me log back in. Give me one second. [silence] [silence] [silence] [silence] [silence] We use an authentication here so I just need to authenticate that. We only use that because we are super users. You all won't have to do that. All right. Get logged in. And, now we're in the high school, so we're going to go make that product. So if you saw I selected Harbor High School from this drop down menu, whatever schools are assigned to the bookkeeper are the schools that will show up in the drop-down menu. So, if they only have one school assigned to them, that's what they'll have but maybe they're helping someone in another school, or they might be part-time here and part-time there, those are the schools that would show up in the dropdown menu. And here we can see those products that we just saw in store so you can see there's that 20th reunion and we can see the parking passes that were in there, donations to the library, which I'll show you those here in a moment. And the parking pass that we've purchased. We are going to create a new product, so we would come over here to: "Add New Activity/Obligation" and let's think of an activity name, something that maybe we would have so maybe we have a field trip to the (we're over here in Sterling, Virginia) so maybe we have trip to the Smithsonian. In D.C. [silence] [silence] And while all the Smithsonian museums are free, I'm sure there's usually cost associated with the buses, so here in the short description we need to put in information about the trip. You do have a character limit, so be aware: things for field trips, people tend to like to put information like: "Bus leaves at 9 a.m. Please bring cash for lunch purchase. Bus returns to school parking lot by 4:00 pm. You can put whatever information you want in there. If there is a purchase by deadline, you can put that as well. [silence] [silence] Purchase by May 2nd, 2020. You can see, too, that this activity number is blank. Once we create this product, an activity number will be generated automatically. Now, we want to assign sponsor teacher. The sponsor teacher would be whoever's in charge of the trip. We can also make it so that way each individual teacher has their own trip but it comes into one product like that drop-down option with doing multiple payments. We're able to create that. It's a little bit more advanced, so you can do that on your training. We're going to select a teacher Here we have some teachers that have already been added into our system. You can also add a new teacher, as well, if you need to. We are going to just pick the teacher. You can see because we've used this teacher before their name autopopulates. Here you would choose the dates available for sale so if you want to make it available today, we use that as the first day, and then what day do we want it to come offline? You know we said that they have to make that purchase by May 2nd, so we could put that in as the final date and then we don't have to worry about coming in and turning it off. It will automatically do that on its own. Then, we want to pick the price type. Fixed price types are things that have a fixed amount. For example, those fees were $125. This field trip is going to have a fixed amount. Variable prices are things like donations. If we come back here to the store and we look at the high school we were just at, and we have that donation to the library. Because it is a donation, we want to allow people to make any donation that they want. They can come down here to the price area and type in what they want to donate. [entering text] We can put whatever we want in there or we can say: "In honor of ______" (someone) whatever we want in that description, and add it to the cart and so there we can make that $500 donation to the library. That would be a variable price and then obligations are something a little bit more it's a little bit different so maybe you have like fees for loss calculators or certain fees are associated with certain students, and you want to be able to assign those fees to them, you can do that with the obligations. The price of this field trip we're going to save $20 and then we would select the fund account. This is the really great thing here is that we can select the fund account where we would want the money to go for all these purchases and that's where it'll go. Some schools have specific field trip accounts. It just kind of depends, but these would be loaded in here for you when we do the store setup. Then if we wanted to use that Student Integration piece we could do grade level, and it will only allow people within a certain grade to purchase. Maybe prom tickets, you only want to make them available to seniors, you can do that. Then we will save the product. And, now, we can see up here the activity number is in that grayed-out box and all of our information is here. We also have some additional options over here. Here is that "No StudentID Required" for things like the donation or the tickets to the reunion. Most of the stuff back here, you wouldn't need to worry about, but we do have additional software that allows for ticketed items that you can scan so that way someone is not making copies of their football ticket and passing it around. And, we will go over recurring payments next. Then, you can also add inventory to items as well back here, and in another tab to get that you kind of have to do both Then, we also have the ability to add an image if we wanted to. I don't think I have a good image for this field trip, but it just has to be a JPG file. . J P G and as long as it's that, you can upload that image and that will come alongside next to the product just like when we look at the store, you can see these images have been uploaded. So these have images, these don't. Alright, I just always like to say one more time, we come back to the OSP products and we can see the field trip right here. Now if we go back to the store, give it an update, and here we have the field trip there's that information about the trip. and I can add that to my cart for purchase. Alright, so there you go you can see that's how that is done. It's super simple; super easy. You jump in and create the product. It's immediately available for purchase. Now let's talk about this. This is the field trip, right? So maybe you need to pull roll for the field trip. You can do that with our reports. Alright, so we can choose, we have a variety of reports, as well, back here in the "Additional Reports" tab, kind of depending on what kind of reports you need. Some of these bigger reports might take a little bit longer to generate; however, the "Sponsor/Teacher" activities reports are automatic so we could jump back here and look at: one of the teachers, and pull the report up. There are no purchases under him so that's not helpful. Let me pick a teacher where that would be more helpful. Let's try... Alright, so here this is what a report looks like when you pull it. So here you can see a "Kindergarten Rescue Ranch Field Trip" was purchased, and some spirit shirts were purchased that he was directly attached to. You can come up here and run the report as a PDF or as an Excel sheet, and the great thing about the Excel sheet is that it has been is already broken up for you. That way you can see you can sort it. Sort the Student Name, the t-shirt sizes you can sort the T-shirt sizes, filter it, get all of that information by running it that way, but you can also do that PDF so you have all that information there. It's pretty great. Any questions? I know this is a lot. But it's a lot of great stuff. [silence] Alright, well let me show you real quick the recurring payments. but also let me show this too you real quick so you can also refund through this,very simply. Alright, so you just need that order number, so let me grab that order number from the purchase we just made a little bit ago [silence] [silence] [silence] [silence] [silence] Put that order number in. Here's that purchase that was made maybe she accidentally assigned the fee to the wrong student so she wants to refund that fee. Click the refund, put a reason: "selected wrong student" "fee refunded will repurchase" Click "Refund" It's thinking. They can see right here that this order number has not been refunded and returned so that's totally taken care of. Alright. Any questions? And I'll show you the recurring payments. [silence] [silence] Alright, let's go to the recurring payments real quick. Alright, so here we can see where we want to maybe set up a recurring payment so here is that back end, and I showed you how you have the additional options of if we look, we have this "Razorbacks Recurring Donation" I'm just going to click that to "Show" I've got to log back in, give me just one second. [silence] [silence] [silence] [silence] Alright, let's try that again. I logged in too early; it's kicking me out. Alright Click "Edit" Here we can go to the "Additional Options" tab. We can see that "Recurring Payments" option is checked. So, when we go to the store and we find, we go to Sunnydale High School and we find that item scroll down. This is a test school so sometimes there's a lot of things in the store. [silence] [silence] Here we go, so here's that "Razorback's Fan Club" there's the "Recurring Donation". Alright. so when we go in to make that recurring donation [silence] [silence] [silence] So now I can set this up to: "This product is set up for recurring payments. Please select your payment scheduling options below." I can have it to the first of the month or the 16th of the month. Alright when those are added to the cart. Alright so you can see there's that $1 donation. The service fee [silence] Go through checkout and we would go through the exact same checkout process that we went through before and then that would be set up that every month that donation would come out of my account and go into, toward you all. So if somebody wants to do a monthly donation, or there are many other options that I'm sure you can think of right now off the top of your head that that would be great for. That concludes our webinar.

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