Record payments for group enrollments

When students pay for group offers, you record payments against their enrollment. This guide covers the group payment workflow.

Group payments vs individual payments

Individual	Group
Pay for credits	Pay for enrollment
Credits deducted per class	Sessions tracked per enrollment
One credit pool	Per-enrollment session count

Record a group payment

1. Open the group profile
2. Go to the Offers & Finances tab
3. In the Member Payment Status section, find the student
4. Click Record Payment
5. Fill in the details:
   • Amount – How much they paid (in your preferred currency)
   • Payment date – When the payment was received
   • Payment method – Card, cash, bank transfer, or other
   • Notes (optional) – Any additional details
6. Click Save

Payment affects enrollment status

Recording a payment can change enrollment status:

Before	After payment
Pending initial payment	Active
Awaiting payment	Active (balance cleared)

Enrollments typically start as “Pending initial payment” and move to “Active” once the first payment is recorded. Outstanding amounts are shown via warnings and badges on the enrollment card.

Note: Students can still be marked as attending even before their enrollment is fully paid – attendance dialogs include all enrolled students regardless of payment status.

View enrollment payment history

To view all payments for a specific group enrollment, use the Payments Hub:

1. Go to Payments in the top navigation
2. Use the Type filter to select Group
3. Optionally, search for the student’s name
4. View the payment history filtered to group payments

The Payments Hub shows all group enrollment payments with details including amount, date, payment method, and enrollment information.

Package payments

For package offers:

Full payment

• Student pays the agreed package price
• All sessions are credited
• Status moves to Active

Partial payment

• Partial payments accumulate toward the full package price
• No additional sessions are credited until total paid reaches the agreed package price
• Outstanding amount is shown on the enrollment card

Note: Teeachie doesn’t prevent attendance based on payment status. Students can attend even with partial payments – it’s your choice how to handle this.

Subscription payments

For subscription offers:

How credits work

• Each payment adds group class credits based on the agreed price per session
• Credits = Amount paid ÷ Price per session
• If students attend more sessions than they’ve paid for, the enrollment shows a deficit

Initial payment

• First payment activates the enrollment
• Credits are added based on the amount

Recurring payments

• Record each payment as it comes in
• Optionally note the period (e.g., “January 2025”)
• Each payment adds more credits

Behind on payments

• If attendance outpaces payments, the enrollment shows “Awaiting payment”
• The student appears in “Payments Due” until additional payments are recorded

From the student profile

You can also record group payments from the student’s individual profile:

1. Open the student’s profile
2. Find their Group Enrollments
3. Click on the enrollment
4. Record payment from there

This is convenient when reviewing a specific student’s status.

From the Payments Hub

You can also record group payments from the Payments page:

1. Go to Payments in the top navigation
2. Click the Record Payment button at the top
3. Choose Group Payment in the dialog
4. Select the student and enrollment
5. Fill in payment details and save

Alternatively, use Class Management Hub → Payments Due to see students with outstanding balances and record payments from there.

Multiple offers scenario

If a student is enrolled in multiple offers:

• Each enrollment has separate payments
• Track sessions independently
• Record payments to the correct enrollment

Example:

• Maria is in “10-Session Package” and “Monthly Conversation Club”
• She pays for the package → record to that enrollment
• She pays monthly → record to subscription enrollment

Best practices

Record immediately

Enter payments as they’re received for accurate tracking.

Match to correct enrollment

Double-check you’re recording to the right offer if a student has multiple.

Note recurring payments

For subscriptions, note the billing period in the payment.

Review pending enrollments

Check for pending enrollments that need payment follow-up.

Troubleshooting

Enrollment still shows Pending

• Verify the payment was saved
• Check the enrollment wasn’t cancelled
• Refresh the page

Paid wrong enrollment

• Note the error
• Record the correct payment
• Contact support if reversal needed

Student disputes payment

• Review payment history
• Check notes and dates
• Discuss with student to resolve

What’s next?

• Use the Payments Hub – Central payment tracking
• Group offers explained – Understanding offers
• Track attendance – Mark class attendance

Need help?

Questions about group payments? Contact support and we’ll help.