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[Edlio Webinar] Edlio Pay

Added Apr 27, 2020 •

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View this webinar to learn everything you need to know about Edlio Pay! 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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Good morning everyone! Thank you so much for joining us today for our Edlio Pay webinar. Today we will be covering Edlio Pay and doing a walkthrough of how to create products for sale online and how parents and community members can purchase those products. We also have a technical support representative in the chat today who can answer any questions you may have. The webinar is being recorded and will be accessible to everyone in the help center. So let's go ahead and get started. What you're seeing here is your Edlio website and direct links to our web store for Edlio Pay. So we have a notification button here at the top that could be added to your website as well as the ticker to be able to directly click on an item and it will take you directly to our web store. On your home screen you will be able to add a cart for your online payments. It's very easy to integrate your web store with your current Edlio website. With Edlio Pay there is a back-end management portal so where you as a school bookkeeper or a district administrator would be able to log in to create items to be put online for sale so-- for parents, community members, students to be able to purchase items. So this is again our management portal and we're going to log in and then you would simply choose your school. And this is our User Center so you got a newsfeed over here on the left with any pertinent information and over on the right you do have documents, guides, and training, so if there's a question you have these documents are updated with each new release so you will be able to look at those and quickly-- if you've got a question, be able to get help from that guide. So we're going to start by product set up. So we're going to item to be put on line for sale, so we will go under transactions and OSP products and you see here we have a large list of items so you really can put up for sale any items or activities that you have at the school. So if you have a one-to-one program, t-shirts, or spirit wear, year books, etc... But we were going to today do a donation as an example for adding a new activity or product. You click on 'Add New' and the red arrows indicate the fields that are required so we will put in an activity name and if you have a short description you can add that in there. We do have a longer description available, but this has 522 characters. Then you will attach a sponsor or teacher to this event so that way whoever is in charge will be able to run reports and see the total sales on that item. So we will pick our sponsor and then we can choose our available dates for this to be online for sale. So it will go on sale on April 1st and it will go offline on April 30th. Then we have our price types. We have fixed and variable-- a fixed price if we put in $10 for this donation, the purchaser would only pay $10. They wouldn't pay less or more. It would strictly be the $10. Then we also have a variable price which does go along with a lot of the donations so that way the purchaser can type in what amount they would like to charge to their card. So one person can put in 15 the other person can put in 60, so that's what the variable price is for. Then you have your fund account, so this will match your activity accounts or your fund account that you have set up in your accounting system. So we will select the donations. If you do have a grade level, you will be able to select that there as well and one new item that we also have is you are able to copy an item to recreate. So if you're doing 2020 donations and you want to start it for the 2021 school year, you can simply copy and make those changes. You also can add a product image. You can simply choose a file and attach it so when the purchaser goes online they'll actually see an image associated with that product. So now that we have our 2020 donations, we are actually going to go to the purchaser side, so the web store they would see. So this is our Online School Payments through Edlio Pay and we'll simply click on the level-- so we have elementary, middle, and high. If you're a single schoolm we could have your name listed there. Then they would simply click on their school name. So we have a long list here of all of our products. You've got one-to-one programs, yearbooks, field trips-- unfortunately not going on those currently-- and we've got gym shirts in all sizes. We also have a way that you can categorize these products within the system. So we have school fees if we click on that it will only show fees at the school, so if we're wanting to narrow down and only look at field trips-- same thing. So we can create these categories so it's easier for the parent or community member to find the product that they would need to purchase. So if we click back on our school name we will find our full list of products. So let's find our donations. So our 2020 donations, the item that we just created, we can click on that, put in a description, and we can put in as our variable price if we want to put in $40 and then we can simply add that to our cart. So this looks like most any other web store-- like Amazon-- shopping cart so you can see your item for 2020 donations, your quantity, if you needed to take it out of your cart we have a red X there, and then we have it broken down, we have our subtotal of $40, our service fee which is a convenience fee for processing the online payments and then you'll see your grand total. So if we want to continue shopping we can and then let's say that we also wanted to buy a gym t-shirt so we can click on that, then we actually have options so there's a lot of different ways you can set up a product and give options for that product. So we have a size medium and you can see that the price changed so if you have different prices related to different options or sizes you can do that there. You can also increase your quantity-- if you want to buy two and then add it to your cart. We can continue shopping. We can also add a yearbook. We have an early-bird price, a standard yearbook price, or a late fee. We can add that product to our cart as well. So currently we have four items in our shopping cart and again if we wanted to get rid of one we simply just click on the X and it takes it right out of our cart. So we have our subtotal for $62.50, our service fee for $2.85, with a grand total of $65.35. So we'll go ahead and go through the rest of the checkout process. We'll click on checkout and each purchaser will set up their own username and password, so regardless if it's just a community member they will still need to set up a username and password but they do handle that username and password themselves. They do not have to contact the district or school if they forgot their username or password. So then you can select your student profile, so as a parent I can add in my student so we'll say we're donating on behalf of Todd and if we have a gym shirt and then the yearbook. We'll click on next This will take us to our billing address. So if they already put in their billing address for a recent purchase, it will save or they can type that in new here and click on Next. Then step three is our Order Review. We are PCI Compliant so we do have to show the review of the order before putting in the credit card information. If the purchaser has any purchase notes and they also want to say "We will pick up yearbook" and then put a date they can and then they will simply select and agree to the payment terms and it will show and appear as OSP and their school name on their billing statement. So then we'll click on Next and then put in our card information, expiration date, and we do not save the card information. They will put this in at each purchase. We do tokenize the last four digits to be able to easily refund any activities or any orders that may have been canceled so we can do that but we do not save the full card information. So we process our order, we have our order number here at the top, all of our details of the products that we were sold and our purchase notes and the total amount that was collected. So as a parent or purchaser I can click on my little person here and this is my account information. So I've got my address book. I can add additional addresses so we got a billing and shipping address-- you can add multiple. You can always come back and see your Order History. You can copy an order back to your cart if you wanted to repurchase. You can also view those details to see what was within that order. You are welcome to change email, a password, or name on your account and this is where the parents can add a student profile. You can also delete if you had a kid graduate but you would simply just add first name, last name, middle name if applicable and then student ID. We also have recurring payments available if you do want to set up a donation as recurring, they could purchase that and their card would be charged each month for that amount. All management is on the purchaser side so they can come in and delete those, edit the recurring payments, add a different card, and that's all on the purchaser. So going back into the management portal, what makes the system ideal for schools is when we're adding the fund account to each product, we're able to simply find where the funds went to the correct activity account. So this is our statement. When purchases are made we do ACH and move that money to your school's bank account twice a month. So you will get a statement emailed as well as a statement available in the system that looks just like this. We have toward the bottom, the fund accounts listed so you can tell the breakdown of each account and their specific amount that was given to them within this deposit. So General shows $1,850, so on and so forth, for grand total of $5,902. So that's the full deposit amount that you will see on your bank statement at your school and then this will show you the breakdown into each fund account and that's what makes it very easy to track payments that have been made for multiple products to multiple accounts. We also have various reports that are very easy to run, as well as inquiries that you're able to find anything that was paid based on order number, student ID number, so it's very intuitive where you're able to run those reports to find out who has paid and who has not paid. Moving forward, we appreciate your time. We will be conducting the Edlio Pay webinars on Thursdays so please check out the Eliot Help Center for additional details. As a reminder, if you have any questions please feel free to reach out to your Client Success Specialist at Edlio. If you're not sure who your current Client Success Specialist is, please email clientsuccess@edlio.com I want to thank everyone for joining us today. We will be here for just a few more minutes if anyone has any additional questions. We hope everyone has a wonderful day and thank you so much for joining our My Edlio webinar. Take care!

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