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Edlio Pay + OTR [Edlio Webinar]

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Check out this special webinar for a brief overview of Edlio Pay! We'll show you how your school can set up a store and collect online payments with this powerful tool. We'll also take a look at how your school can utilize Edlio Pay for in-person credit card transactions using Online Teacher Receipting (OTR)

Show Transcript

Hello! Hello! My name is Danny and I want to thank you for joining us today for this My Edlio Webinar where today we're going to be talking all things Edlio Pay, also known as Online School Payments, or OSP for short. We'll also be talking about our online teacher receding tool OTR, so your school or district can now easily accept and track in-person payments. Let's get started. Now what is OSP, Online School Payments, or Edlio Pay. It is an easy-to-use software for all of your online school payments. It easily integrates with school activity fund software, you can build multiple reports for payment details. There are bi-monthly bank deposits. We'll get into that in a second and it can be linked to your Edlio school website. Whether you're just a linking the URL for the school store on your home page or an inside page something like that or you integrate it with your Edlo forms and collect payments through forms on your Edlio site. Let's learn a little bit more about what we can do with OSP. Now let's look at the complete OSP process, what it takes to get your product set up. We'll take you through the whole life cycle here of a product. Now, first step, your bookkeeper is going to create the product in your management portal. After that you can set up the product to go online automatically or you can do it at a schedule date and time. Your school community can now go online into your school store and purchase the product. They'll go through the checkout process, their credit card is charged. Once the checkout process is complete, three emails will be sent out- one to the parent or School Community member, one to the bookkeeper, and one to the the sponsor/ teacher of that product, we'll get into that in a second, and lastly the money is deposited into your account and a statement is generated that you can access through your management portal. Alright let's talk service fees, which can be passed along to the purchaser on every transaction. Now the way these work is that there's a 4% plus $0.35 transaction fee on every transaction. 1.75% of that goes to Edlio and the other 2.25% + $0.35 of that transaction goes to Visa or Mastercard. A great example of this year is up for a $10 product let's say. A total service fee of $0.75 will be collected $0.40 of that transaction which is the 4% split up between Edlio and Visa or Mastercard plus the $0.35 transactional fee. That would bring the total fee for the $10 item to $10.75 for the consumer and all $10 of the product would be going to the school. Alright let's talk bank deposits. Now these are going to be deposited twice a month-- on the 1st and 16th of every month. Now, sales from the 16th to the 31st, those are going be deposited on the first of the month and sales from the 1st to the 15th, those will be deposited on the 16th. Just a couple of things to note, if any of these fall on a weekend or a holiday, they will be processed the next business day and as always allow two to five days or so for banks to process these deposits. Alright now let's get into the star of the show today and let's actually look at some school stores. So, right now I have here Sunset County online school store here. We have the different schools up here we can kind of hover over and see the different school options we have for each individual school store that they have throughout the district and I'm going to come over here to our management portal. Now over here we have our OSMS feedback and support form so yeah if you have anything you want to throw in there just questions things like that I need to reset my password I need additional training things like that, throw those in here. Over here to the right, this is where we're actually going to login to the management portal. Alright and we're going to select our school. Alright now just looking here at the homepage here we have a few different things I want to go over. First off is the OSMS newsfeed. Just check here for like the latest info or updates that we might have added recently. Anything we really want you to know we're going to throw that right there. Over here to our right we have different documents, guides trainings. We've put together a ton of great information here. If you're really looking to become an OSP Pro, I definitely recommend going through here and taking a look at the different things that we offer. Different guides, documents things like that. Alright now let's actually go in and create a product here. Now to do that we're going to go up here to transactions and OSP products. Alright and it's going to show me here all of the products that I have active at the moment for my school. See here, we have a few different things-- a couple of games, a field day, a read-a-thon fundraiser, winter talent shows, things like that. So that's what we have active at the moment. We can also go in here and include inactive. I just have a couple extra in there that are currently inactive. You can tell that by the end date there. So some of these are past that end date. I'm just going to go ahead and click that again but to go ahead and create a new product, when you come over here to the little plus sign activity/obligation Alright now the first thing we want to do is give this activity a name. Let's say we're going to do a field trip Alright now we have our activity short description. We just want to throw in something short here letting parents know some information about it so here we'll just go ahead and throw in Polk Middle School is going to the zoo! Bus leaves at 7 a.m. and will return at 5 p.m. please pack a lunch. We will be going to the gift shop as well if you want to provide your child money. Alright, so next up you want to go ahead here and add the sponsor teacher's e-mail this is going to be essentially whoever will be in charge of this product this person will be receiving emails that this product has been purchased, correspondence, things like that so they'll be the one in charge of this product not necessarily your bookkeeper, just someone who's in charge of the specific product. You can either write in the email address or you can use our search feature Alright, select our teacher. Okay, it's auto-populated that last name and first name now we want to go ahead and selected the dates that this product is available for sale so we've got the start that here for today let's go ahead and we'll jump ahead here let's say we're going to go on the field trip on the 22nd so we'll make it available to purchase all the way up until the 22nd. We'll aplply. I will come down here until we see we have three different price type. We have fixed, variable, and obligation. Now fixed is a regular set fee that does not allow parents to edit the amount. So if you have a product or an event that has a set amount you would choose fixed and in this case since this is a field trip has got to send them out we're going to go ahead and select fixed. Variable pricing is a sliding scale price that allows parents or the purchaser to input any amount that they wish to pay. Now this is great for donations, fundraisers, things like that. We'll take a look at that in a second. We'll go in here and add a little a donation option here right after we add this field trip obligation. Obligation is kind of an advanced feature it allows parents to pay for very student fees think like senior fees parking fees, things like that. It allows you the option to assign a product and an amount to an individual student. It is unique to every student that you set an obligation to do. If you're interested in this please reach out to your Client Success Specialist and we'll be happy to give you some more info on that. Alright, so let's add our price here. $100 We already have our fund account here and the checking account set up here if you want to search for I believe we have already selected that. Alright and the last thing we need to do is select a grade level. I think we have everything we need here so let's click save. Awesome! So it has saved successfully. Let's look at some additional options here. Alright so the additional options here now we have no student ID required that means no student information is attached to that specific item. Things can be taxable. OTR price override we'll actually over that a little later on. That's part of our Online Teacher Receipting, one of our add-on products here that allows for in-person payments in your school. It's pretty great! Ticketed item, that's also a paid add on through OTM. If you need to sell tickets, things like that to a school event things that you want to scan to and kind of keep track of your different tickets there that is a great great tool to have. We also have a recurring payments. If you want purchasers/ parents to be able to pay for some sort of fees at a monthly rate, you can do that here. Employee-only purchase things like that. Now we'll come down here to Purchaser Requirements. Let's say we only allow students to come on this field trip if they have a minimum GPA that's where you can enter that information here. OTR Restrictions again back to the Online Teacher Receipting, we'll go over that in a little bit. We hace the activity inventory here so we can check off that this is a limited quantity item. Let's say we only have 100 slots for people to go on this field trip you can select that here and you can go in here through the inventory quantity adjustments after we complete setting this item up and let the system know just how many slots we have available for this trip Let's see we can also, we'll go over here and add a product image Alright, awesome! We've got our product image here. Let's go ahead and save Okay and like I said before if we want to go ahead and update down here this, the limited quantity item here when I go into inventory quantity adjustments we'll do that up here under transactions, inventory quantity adjustments Alright and we have our product right here. We'll select that, so right now we only have zero available here under the quantity, we don't want that. We want to add a hundred here so let's click edit and we'll come over here to 100 Add a reason. Update okay awesome now let's go over to the school so I just hope we can see this product now. Alright so here we we're at Sunset County we're going to over to the middle school where we added this product James K Polk alright and now we have all of our products here that are currently active over here to our field trip we see down we have 100 spots remaining so I can add one to our cart. Alright but actually what we'll do right now is we'll hold off on this I want to actually go ahead and add a donation item here as well show you how we can do that. Alright when you're at activity/obligation We want to give it a name. We want to give it a short description. Remember we need to add a sponsor teacher/ email so I'll add the same teacher that we added before, Mr. Feeny. Awesome! I see all that green and that means we are good to go now remember this is where we're going to go ahead and add that price text no more fixed price that is a fixed price they can only input one amount here this is going to be a donation we want people to be at able to add whatever amount they want it's going to be a variable. Alright so there that's already checked off as green because we we can't enter anything in there cuz we want the purchaser to be able to add however much they want to add there. Let's go ahead and add that fund account Alright, now everything is set here we are green on all of this we don't want to add a grade level because we want anyone to be able to go in and make this donation so let me click save Alright and it has been saved successfully. Let me come over here to additional options. Now I want to check off here "No Student ID Required" so when you have that checked off, that means you don't need to assign this product, your purchase of it, to any specific student. In this case, I just want to be able to give people the option to donate money whether or not they have a student at the school and they just want to come in and donate money they can do that without having to tie it to a specific student Alright, so I think we are all good to go here, me click save. Alright, we'll come back over to our school store. Let's go ahead and refresh this There we have our donations option here so let me go in here and add this to our cart. Alright, now we want to add a description here saying keep up the great work and we'll add how much we want to donate. We'll donate $50 today. Add to cart So now we have our field trip home from before and we have our donation. We'll come over here and we see we have that service fee that we went over before and this case is going to be $6.35 again that amount is passed on to the purchaser so the school will still be receiving that $100 and that $50 in full let's go here and check out. This is where you going to go ahead and you can either sign in if you already have an account as a purchaser or if a purchaser needs to go ahead and create a new account, this is where they can do that. Alright now we are ready to check out so for that donation we do not need a student profile attached now for the field trip, we do, so we know who this payment which student this is being assigned to here. So in this case we already have a student set up with this account here but let's say you know it's your first time checking out, as the purchaser you go up here to add student and then the parent can add whatever student is there's so they can go ahead and add them here and select their student profile to check out so we're going to go ahead and select next. Alright, now we just need all the billing information here. [typing noises] Alright, so we have just about everything here. Looking at the order review we can see the items. If you want to add any purchase notes here as the purchaser you can do that. Now by selecting this box of purchaser agrees to on the payment terms outlined here-- pretty standard. We'll go over to next Alright, we want to go ahead and add a card number here must go ahead and add a fake card number and place order Alright, awesome! It has gone through! We see here we have the information the order number up here which we'll take a look at in a second. We have the full amount there. Let's go ahead and copy this order number and I'll show you a couple things we can do with this. Also just one thing I wanted to mention here, now once this is complete there will be three emails that are automatically going to be sent out-- one to the purchaser, so one to me as the person who just bought this. One to the sponsor teacher, so one to George Feeny and one to the school's bookkeeper. Now, I just copied this transaction number here and we're going back over to the management portal and I want to show you how we can refund that transaction with that transaction number I just copied. So we go over here to Transactions >> Refund Transactions. We can search by the order number here. Remember, I just copied so now I'll paste it. Alright and there we have our purchase there I can go ahead and refund here I can select which, let's just say I want to refund one of these here, with the amount and then you can give a reason and select refund. Alright, awesome it has been refunded Now, it's important to note that the refunds do go back to the original card that was used so always check with the purchaser that they still have that card. Now as a bookkeeper you can also look at all statements that show what has been deposited to your bank by going to statements Now this is a fake site so we're not going to have all the information, all these statements here because we're not having an actual money to deposit but that is where you would do that. We can also go ahead here and check out some reports. Now we do have up-to-the-minute report. These are real time and show up-to-date information. If we go here to Sponsor Teacher/Activities and Activity Date Range, these are up-to-the-minute, real time. If we go to additional reports these are updated at 3 p.m. and 3 a.m. daily. So let's say we do these sponsor teacher activities here and include inactive items if we want. Let's see what we have here for George Feeny. Alright, now here we go. We have a report for George Feeny and all of the products he had listed here on the James K Polk Middle School school store. Pretty cool! Okay, one last thing I wanted to take a look at here is our online teacher receipting tool. If we come down here in our OSMS Documents, Guides, and Training. We can actually click on this here for a little bit more information here it'll give you a PDF file here of the some additional information on what to expect from Online Teacher Receipting, again this is a great tool for collecting in person payments at your school. You can easily collect cash payments, check, even if you have a plug-n-play card swiper you can even use that with OTR here. Now we'll come over here I'll show you if we have a product set up already, OSP products. We'll go in here and we'll edit this field trip. Now we go over here to additional option, now I showed you this here before but we'll come down here to OTR User Only-- what this will do with this will take this off your school store so it will no longer show up here if we try to go search for that product again because it'll only be available for your staff to use through OTR-- Online Teacher Receipting. I definitely recommend reaching out to your Client Success Specialist for more information on how to get started with OTR. We're actually running a bundle right now as of this recording where you can bundle OTR-- Online Teacher Receipting and OTM, our online ticket management portal. Now again these are both paid add-on features but we are up bundling them right now. Reach out to your Client Success Specialist for more information on those and I think that's just about going to wrap things up today for this webinar. If you have any questions at all, please reach out to your Client Success Specialist. If you're not sure who that is please reach out to clientsuccess@edlio.com and we'll be happy to point you in the right direction. It has been a pleasure speaking with you all today. I hope you join us again in the future. Take care!

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