Late Pickup Fees

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.

Create a new attendance-based plan specifically for late pickup fees.	Go to Billing > Create Recurring Plan > Attendance Plan
Set the times.	Required, but does not affect fee calculation.
Pick the rooms.	The student must be checked into this room for the late fee to apply.
Set hourly/daily rates to $0.	If you already bill tuition separately, set the hourly or daily rate to $0 to avoid affecting regular tuition charges.
Configure late pickup fee triggers for a per-minute charge	Define the cutoff time for late pickups (for example, after a designated time like 5:00 PM). Set the fee structure, such as a per-minute charge or a base fee for time over the cutoff.

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

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.