Late pickup fees in Procare Online are automatically charged to families when children are picked up after the designated cutoff time. Fees are calculated using attendance-based plans, which keep late pickup charges separate from standard tuition. You can configure per-minute fees or set base fees for specific time thresholds.
By following these steps, you can effectively set up and manage late pickup fees in Procare Online. Attendance-based plans provide flexibility and automation, ensuring families are billed accurately for late pickups while keeping tuition charges separate.
Set Up Attendance-based Plans
To set up late pickup fees, you need to create an attendance-based billing plan.
| Go to Billing > Create Recurring Plan > Attendance Plan |
| Required, but does not affect fee calculation. |
| The student must be checked into this room for the late fee to apply. |
| If you already bill tuition separately, set the hourly or daily rate to $0 to avoid affecting regular tuition charges. |
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Configure Fee Triggers and Rules
Per Minute Charges | Base Fees and Additional Changes |
Procare Online calculates fees based on the number of minutes past the cutoff time. For example, if the fee is $1 per minute and a child is picked up 15 minutes late, the charge is $15. | You can set a base fee for pickups after a specific time and add per-minute charges for extended delays. For instance, a $10 base fee may apply after 4:45 PM, with an additional $1 per minute after 5:00 PM. |
Automatic Billing for Late Pickups
Procare Online automates the billing process for late pickups. Once you configure the attendance-based plan with your desired fee structure and cutoff time, the software automatically calculates and applies late-pickup charges. This ensures accurate and consistent billing without manual intervention.
Troubleshooting Guide
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Here are some common scenarios and tips for managing late pickup fees.
Family Charged Multiple Fees
If a family is charged two late fees, it may be due to overlapping rules in the billing plan. For example, a base fee might apply after one cutoff time, and a per-minute fee might apply after a later time. Review your plan’s configuration to ensure it aligns with your policy.
Ensure Tuition Charge is Separate
To avoid affecting regular tuition billings, always set the hourly/daily rate to $0 in the attendance-based plan for late pickup fees.
For further assistance, consult Procare Online’s support resources or contact customer support.