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[Edlio Webinar] Edlio Pay 101: The Basics

Added May 19, 2020 •

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View this recorded 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 or community members can purchase those products. We also have technical representatives in the chat today who can answer any questions that you may have. The webinar is being recorded and will be accesible to everyone in the help center. So let's go ahead and get started. So this is an example of an Edlio website. This may look very similar to site that you're currently using. So to have access to the web store we can put various buttons and tickers on your website to directly link to the web store. So we can click here on our notification button. There's a ticker we can click directly on a product and then we also have a shopping cart we can add that takes directly to online payments. So switching gears we're going to start with our management portal. So this is a management portal where staff at school can set up products. So we will log in as our school bookkeeper or whomever you would deem necessary to set up the products for your school and then choose our school that we have access to We are now logged into our management portal. We have a newsfeed over here on the left, so any new or pertinent information that we may have for you will be here on the left and then over on the right we have documents and guide so there's always access to training guides, quick start guides, and they are updated. So what we're going to start with now is how to create a product to go online for sale. So under transactions we would click on OSP products and you'll see here this is a demo site and we have a lot of products set up for one-to-one programs you may have, yearbooks, any spirit wear or gym shirts, but we're going to click on "Add a new activity." So we are going to make the activity name and we're going to collect donations. If we have a short description, we would add that in there and then we will pull in our teacher or sponsor who is in charge of the event. So if it is a field trip and your fifth grade teacher's in charge, that's the email address that you would include here. You can search by all the email addresses. If you only know a portion of it and then you can select that email and it will automatically fill in the teacher's e-mail address and their first and last name. Then you'll choose the dates that it's available for sale. So we'll choose from the beginning of May through the end and then we have our price type. So we can have a fixed-price, which if we type in $10 the purchaser would pay the $10. They cannot pay less and they cannot pay more. With donations, we can make that a variable price type, meaning that the purchaser can type in the amount that they would want to purchase. So if it is for a donation one person may want to put in $50 and the other purchaser may want to put in $100 so they can type in those different amounts. Then we come down to our fund account so most of you will have an accounting package that you have to keep track of your activity funds and that money flowing through to different activities-- you have field trips, yearbooks, etc... So you can actually match that account directly to [typing] your accounting system and then if you've got a great level you can choose the grade level that that product would apply to and then we would click on 'save.' We do have a nice copy feature so if you're going to do donations and set this up every year you can actually copy this product, make changes to the dates or any times available, change the teacher's email address, and then re-save so you're not having to completely recreate that product We have additional options. There's various options here you can have a maximum units allowed per student, you can have recurring payments so parents would be able to set up a recurring payment for an item monthly and you can also turn off where the student ID is required. We have additional text fields to that. You can pull in the date the activity actually starts, you can put in the course or class name and then you can also add a long description, so if you got a lot of information or sponsor teacher gave you a word document of instructions, you can add that here on the additional text fields. We also have terms and conditions so you can have a term and condition on each individual product. You can have it marked as optional or required so before they're able to purchase they would have to agree to those terms and conditions in order to purchase the product. We also have a product image so you can make it fun. Add a product image so when the purchaser goes online they're able to see you know exactly what you're selling, if it's a spirit t-shirt you can actually upload that direct image they know what that looks like. So now we'll switch gears. We have now created our donations item and then we will go to our web store so this is the environment that the parent or community members, who ever wants to purchase an item, will get to this web store through your website. You can put a link on any materials that you're sending out to parents and community members and this is your web store. You can put your school or district name here at the top and then we have various levels for elementary, middle, and high. These also can be customized so if you have just one school and you want to have your school name here that is definitely an option. Underneath 'High' we will click on Sunnydale High School, which is our demo site, and we will come here and we see all of our available products for sale and we can tell we have a pretty long list of the products that are available. So within the management portal you can set up categories for products. For example, if the parent came to purchase and only wanted to see field trips, you could click on the category 'Field Trip' and only see the available field trips that are able to be purchased. So we'll go back to our full list of products and we see we've got yearbooks, we've got our field trip, a zoo field trip. So we'll click on our zoo field trip. We can see the product, we can see our image, and any information. There'll be no refunds. We're bringing a bag lunch. We can't change the quantity and then we simply add it to our cart. So this looks like really any web store shopping cart like at Amazon and you can see the subtotal there, the convenience fee and then the grand total that will be purchased. We can continue shopping and add other items to our cart So we will choose our donations. We can put in a description. We're going to do donations for athletics if there's a certain person or event we want that to go to and then we can put in our price so again this is a variable price so we can type in $40 and add that to our cart and the next person could come in and type $60 and add that to their cart. So again they can type in the amount that they would want to purchase. We can add that to our cart and then we can continue shopping and then we may want to purchase some spirit wear. So we have our spirit t-shirts. So you can add options to an individual product, so we may want to purchase a large or an extra large and you can see that the price will change if there is a different price related to that option. You can put the correct price in there. Then we will add that to our cart and now we have three items in our cart. We can click the red X if we want to remove an item and then now we would only have two items in our cart so it's very user-friendly for the parents to be able to add items as well as remove items from the cart So again we'll see our subtotal, our convenience fee and then the grand total and then we'll click on check out If I am making a purchase on the web store you do have to have a username and password The nice thing is at the school or district you do not have to manage those passwords and accounts for the purchasers. They can simply click on "forgot username and password" and reset that themselves. We'll click on login and this will take us back to our shopping cart. We've got our field trip to the zoo and I can choose which student is going to attend that's in my student profile as a parent as well as the donations. We'll click on 'Next' and this is going to take and capture the billing address information. The parent can set this up ahead of time or once they add it in, it will be saved to their profile. So basic billing information, first and last name, the billing information that will be on the card that they're using and then we'll click on next. Then we have our order review, so we are PCI Compliant which means that we do have to give a review of the order prior to putting in the card information. So we can see our billing information, we have our activities listed here or products that we are purchasing and then we can add in any purchase note so I can say "thank you" or you know "I will be picking up an item." Any purchase notes that the parent or purchaser would like to give. They would agree to the payment terms and then they would click on next and this is where we would put in our card information [typing] [typing] We do not save the card information. We are PCI Compliant again so we do not save the full card number. However we do tokenize the last four digits so if an event was cancelled or you're refunding money for a particular product or item, you can easily refund that back to the original card that was used for purchase, so that is easy but we do not save the card number. They would enter that information in every time they would make the purchase. We'll click on "Place Order" and then we get our order confirmation. So we have our order number here in yellow at the top then we have again our listing of what we purchased, any of our purchase notes and our grand total So at this time, the parent would receive an email, to the email within their profile of the purchase, the sponsor teacher attached to the product or event would receive an email as well as your Financial Secretary or Bookkeeper at your individual school or district. Up to the top we do have our parent profile here so they can take a look at their address book and make any changes so they have their billing address, shipping address, they may have additional shipping addresses. This can be changed or edited or anything new can be added. They also can view their order history so as they make purchases, if they have a question or they weren't sure what they ordered, they can always view details and see that order as well as copy any of those orders back to their card. So if they wanted to reorder the gym t-shirt or spirit item they could copy that and it would automatically put those items back into the cart of that previous order. They can change their email, password, or name and a student profile is where the parent or purchaser can add their students. So they can put in the student first name, last name, and the student ID number. So they can edit their students, they can delete someone if one of their children graduated but it is very easy to add the student profile and then we also have recurring payments. So if you wanted to set up a donation as a recurring item the parent could add that to their cart and purchase and then they can make any edits or changes to those recurring payments that they have set up. They can add a different card, they can delete the recurring payment from their profile. So that is the parent pay experience and then back to our management portal, we will take a look at our statements and what we see here is the amount that was sent to our bank statement so when purchases are made we do ACH the money to your bank account twice a month and you will get a statement of the grand total of the deposit amount and then with the various fund accounts that the money was collected and you will also be able to see your refunds. So I wanted to thank you again for joining today. 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 Client Success Specialist is, please email clientsuccess@edlio.com. 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 again for joining our My Edlio Webinar.

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