💼 Ready to take charge of your daycare’s product setups? Whether it’s offering flexible pricing for toddlers and after-school care, setting up enticing discounts to attract families, or ensuring taxes are correctly calculated for compliance, we’ve got you covered.
With clear instructions and practical examples, this guide will help you create a system that’s not only organized but also maximizes efficiency. Let’s get started and make managing your daycare easier, more professional, and yes, even fun! 🚀
📖 Table of Contents
Navigate to the product management section to configure and manage products .
Outlines the essential product settings that need to be configured before creating products, including price groups, discounts, and tax types
Pricing Groups – Learn about price grouping for different product categories.
Discounts – Configure discount settings for products.
Product Discounts – Set up and manage discounts on specific products.
How to Set Up Product Discounts – Step-by-step guide to applying discounts.
Types of Product Discount Calculations – Understand different discount calculation methods.
Consider Order for Product Discount Calculation– Define the order of how product discounts are applied.
Subsidies Before Discounts – Understand how subsidies affect discount calculations and determine which should be applied first.
General Discounts – Apply discounts across multiple products or categories.
How to Set Up General Discounts – Configure general discount settings.
Calculation Types for General Discounts – Explore different calculation options.
Consider Order for General Discounts Calculation– Understand how the calculation order is determined and how it impacts the overall plan cost.
How to Enable Discount Order – Activate ordering for multiple discounts.
Taxes – Manage tax settings for products and services.
Types of Taxes Supported on the System – Understand different tax structures.
How to Set Up and Manage Product Taxes – Configure tax settings for specific products.
How to Set Up and Manage General Taxes – Apply tax settings across all products
Getting Started
📋 To design your daycare’s products, sessions, items, charges, and packages, you first need to configure:
💰 Pricing Groups: Pricing groups allow you to assign tailored rates for different age groups, care programs, or customer categories.
📊 Taxes: Taxes ensure compliance with local regulations by adding required charges to your products and services.
🎟️ Discounts: Discounts reduce costs for customers and encourage enrollment by applying reductions to products or invoices.
All product-related setup can be accessed on the Products Management page .
How to Access the Products Management Page
1️⃣ Log in to the Parent Portal:
🔑 Use your credentials to access the portal.
2️⃣ Navigate to Products Management:
➡️ Go to the far-left column of the app to the main menu.
⚙️ Click the Options tab, then click Products Management for all product setups.
📝 Note: This management tool is exclusively available on the portal.
⚙️ Product Settings to Configure Before Creating Products
Before creating your daycare’s products, sessions, items, charges, and packages, it’s essential to configure three key settings
💰1. Price Groups
Definition: Price Groups let you assign tailored pricing for different age groups, care programs, or customer categories. This feature enables customized product pricing, ensuring flexibility and transparency.
💡 How It Works:
📦 Customized Product Pricing: Configure daycare products (e.g., sessions, items, or packages) with unique pricing for specific groups.
🧸 Examples:
👶 Infants: Higher care costs for specialized needs.
🧒 Toddlers: Structured programs priced for activity-based care.
🏫 After-School Care: Lower rates for part-time attendance..
How to Set Up a Pricing Group
📂 Access Price Groups:
Navigate to the Products Management page and select "Price Groups" from the top-right corner.
➕ Add a New Price Group:
Click the "Add Price Group" button.
✏️ Name Your Price Group:
Provide a clear name like "Infant Care Pricing" or "After-School Rates".
✅ Enable the Price Group:
Toggle it on to ensure it’s available for product setups.
🔄 Add More Price Groups:
Repeat the process to create additional groups.
💾 Save Your Changes:
Click Save to finalize your configurations.
💡 Pro Tip: Naming your pricing groups clearly helps streamline product setup and ensures transparency when assigning rates.
🏷️2. Discounts
Definition:
Discounts are applied to reduce costs for specific products or overall billing. There are two types of discounts:
🔹 Product Discounts:
Applied to a specific product or service.
Example: A 10% discount on the Afternoon Art Class.
🔸 General Discounts:
Applied to the total invoice or a category of products.
Example: A 20% discount on all sessions booked for a holiday week promotion.
🔹 Product Discounts
Definition: Product discounts are reductions applied to specific products, such as sessions, items, or packages. These discounts help provide targeted savings for customers while maintaining flexibility in billing.
💡 How It Works:
📦 Targeted Savings: Product discounts are configured under the Product Management section and can be applied as:
Percentage-Based Discounts: Applied as a percentage of the product’s cost.
Fixed Discounts: Deduct a set amount from the product’s total price.
🧸 Examples:
1️⃣ Percentage Discount:
10% off Afternoon STEM Classes:
If the cost is $100, the discount reduces it by $10, making the final cost $90.
2️⃣ Fixed Discount:
$5 off Creative Art Kits:
If the cost is $50, the discount lowers it to $45.
🛍️ How to Set Up Product Discounts
📂 Access Discounts:
Navigate to the Discounts tab under Products Management.
Click "Add Discount"
➕ Navigate to the "Product Discount" tab and click the Add Discount button to create a new discount.
Name the Discount:
📝 Provide a clear and descriptive name.
Example: 🏷️ "Holiday Saver Discount" or 👨👩👧👦 "Sibling Discount".
🔓 Activate the Discount:
Toggle the "Active" switch to enable the discount.
❗ Note: If not enabled, the discount will not be applicable to any plans or appear as a configurable option for specific products.
🗑️ Delete a Product Discount:
To remove a discount, click the red trash bin next to the discount you wish to delete.
Dave changes
🎯 Specify the Type of Product Discount:
💯 Percentage-Based Discount:
A percentage reduction applied to the cost.
Example: 15% off on all Afternoon Art Classes.
💯 Define Percentage Amount: Enter the percentage value to apply.
💵 Fixed Discounts:
A Fixed Discount deducts a specific dollar amount from a product's cost, based on the defined frequency.
🟨 Daily Discount
Definition:
Offers a flat reduction applied to each day of attendance.
Example:
Discount: $5 off daily as part of the: 👩👧👦Sibling Discount.
Application:
If the daily rate is $50, the discount lowers it to $45, encouraging families with multiple children to benefit from reduced daily costs.
🟩 Weekly Discount
Definition:
Provides a set dollar amount off the total cost each week.
Example:
Discount: $20 off per week for 🍂 Autumn Adventure Discount.
Application:
If the weekly fee is $200, the discount reduces it to $180, providing consistent savings for families throughout the program.
🟦 Monthly Discount
Definition:
Provides a set dollar amount off the total monthly cost, regardless of usage or other variables.
Example:
Scenario: A daycare offers a $50 Fixed Monthly Discount for families enrolling
👨👩👧👦 multiple children.Application:
The total monthly fee is $1,200, but after applying the discount, the family pays $1,150.
Benefit: This discount incentivizes families to enroll multiple children by reducing their monthly financial burden.
🔄 Add More Discounts:
Repeat the process to create additional discounts.
📋 Consider Order for Product Discount:
💡 Determine the Order of calculation for product discount:
The system determines the order in which the two types of discounts are applied when multiple discounts are added to a billing plan.
✔️ Enable Discount Order:
If enabled, the order in which each discount type (percentage or fixed) is arranged will be executed in that sequence.
Discounts will be applied based on the hierarchy set for each group type.
⚙️ Steps:
Navigate to the Discount Settings screen under " Product Management"
🔄 Toggle ON the "Consider Discounts Order" option.
💾 Save: Click Save to apply the changes.
Discount Order Application: Practical Example
If discounts are applied in the following order:
1️⃣ "Summer Saver" Discount
🍂 "Autumn Adventure Discount"
📅 "Full-Week Bonus"
💵 Base Cost: $200
Step 1: Apply "Summer Saver" (10%)
📉 10% off $200 = $20 → Remaining: $180
Step 2: Apply "Autumn Adventure" ($20 fixed)
🍂 Subtract $20 → Remaining: $160
Step 3: Apply "Full-Week Bonus" ($10 fixed)
📅 Subtract $10 → Final Cost: $
🥳Final Cost: $150
This order ensures percentage discounts are applied first for maximum savings, followed by fixed discounts sequentially.
📝 Subsidies Before Discounts:
If the "Apply subsidies before discounts" option is enabled, the subsidy will be deducted first, and then discounts will apply to the remaining cost.
🛠️ Enable the Option "Apply Subsidies Before Discounts"
📂 Steps:
Navigate to the "Product Discount" Settings screen under Product Management.
Locate the "Apply Subsidies Before Discounts" option.
🔄 Toggle it ON to activate this feature.
💾 Save Your Changes: Click the Save button to apply the setting.
Practical Example: 📝 Subsidies Before Discounts
When the "Apply subsidies before discounts" option is enabled:
💵 Base Cost: $300
💳 Subsidy Amount: $100
📉 Discount: 10%
Step 1: Apply Subsidy First
💳Deduct subsidy: $300 - $100 = $200
Step 2: Apply Discount to Remaining Cost
📉Calculate 10% of $200 = $20
➖Subtract the discount: $200 - $20 = $
🎊 Final Cost: $180
Applying the subsidy first ensures the discount is calculated on the reduced amount, providing clarity and fairness.
Automatic Arrangement:
The system automatically arranges the two types of discounts, prioritizing:
🎯 Percentage Discounts First: Applied to the total amount before any reductions.
➖ Fixed Discounts Second: Subtracted from the remaining balance for consistency.
⚙️ Why This Order?
🔄 1. Fair Discount Application:
Percentage discounts are applied based on the current cost of the product, which may change if fixed discounts are applied first.
Prioritizing percentage discounts ensures that their value is proportionate to the product’s full price, providing consistency.
Example:
Product cost: $100
Percentage discount: 10% → $10 off
Fixed discount: $5
Final cost: $100 - 10% ($10) - $5 = $85
💯 2. Maximize Customer Benefit:
If fixed discounts are applied before percentage discounts, the customer might receive a smaller percentage discount because it would be calculated on the reduced price after the fixed discount.
Example:
Product cost: $100
Fixed discount: $5 → Reduced price = $95
Percentage discount: 10% of $95 → $9.50
Final cost: $95 - 10% ($9.50) = $85.50
Applying percentage discounts first provides customers with a slightly greater overall savings, making it a fairer approach.
🔸 General Discounts
Definition: General discounts are reductions applied to the total invoice or a category of products. They help provide broad savings across all eligible items, making them a versatile tool for billing.
💡 How It Works:
📂 Flexible Application: General discounts can be set up under the General Discount tab in Product Management.
🧸 Examples:
1️⃣ Percentage Discount:
15% off Total Invoice:
If the total is $500, the discount reduces it by $75, making the final amount $425.
2️⃣ Fixed Discount:
$50 Off Holiday Care Packages:
If the invoice total is $300, the discount lowers it to $250.
🛍️ How to Set Up General Discounts
📂 Access Discounts:
Navigate to the Discounts tab under Products Management.
1️⃣ Click "Add Discount":
➕ Under the "General Discount" tab, select the Add Discount button to start creating a new discount.
✏️ Name the Discount:
Provide a clear and descriptive name for the discount.
Example: "Holiday Saver Discount" or "Sibling Discount".
✅ Enable the Discount:
Toggle the "Active" switch next to the discount. If not enabled, it won’t be applicable to any plans.
🗑️ Delete a General Discount:
To remove a discount, click the red trash bin next to the discount you wish to delete.
save the changes
🎯 Specify the Type of General Discount:
Percentage-Based Discount
A percentage reduction applied to the cost.
💯 Define Percentage Amount: Enter the percentage value to apply.
🟨 Daily Discount
Definition: Offers a percentage reduction applied to daily charges.
Example:
Discount: 10% off daily fees during a holiday week.
Application: For a $50 daily rate, the discount lowers the cost to $45, making it more affordable for parents.
🟩 Weekly Discount
Definition: Provides a percentage reduction on the weekly cost.
Example:
Discount: 15% off weekly care programs.
Application: For a $200 weekly fee, the discount reduces the cost to $170, saving families $30 weekly.
🟦 Monthly Discount
Definition: Applies a percentage reduction to the monthly cost.
Example:
Discount: 20% off for full-month enrollments.
Application: For a $1,000 monthly fee, the discount lowers the cost to $800, encouraging long-term enrollment.
Fixed Discount
A fixed dollar amount deducted from the total cost based on the frequency.
💵 Define the Fixed Amount and Frequency:
🟨 Daily Discount
Definition: Offers a flat reduction applied to each day of attendance.
Example:
Discount: $5 off daily as part of the 👨👩👧👦 Sibling Discount.
Application: If the daily rate is $50, the discount lowers it to $45, encouraging families with multiple children to benefit from reduced daily costs.
🟩 Weekly Discount
Definition: Provides a set dollar amount off the total cost each week.
Example:
Discount: $20 off per week for 🍂 Autumn Adventure Discount.
Application: If the weekly fee is $200, the discount reduces it to $180, providing consistent savings for families throughout the program.
🟦 Monthly Discount
Definition: Provides a set dollar amount off the total monthly cost, regardless of usage or other variables.
Example:
Scenario: A daycare offers a $50 Fixed Monthly Discount for families enrolling 👨👩👧👦 multiple children.
Application: The total monthly fee is $1,200, but after applying the discount, the family pays $1,150.
Benefit: This discount incentivizes families to enroll multiple children by reducing their monthly financial burden.
📋 Consider Order for General Discounts
What It Does: Determines the sequence for applying general discounts (percentage-based and fixed-rate) to a product or billing plan.
🎯 Percentage Discounts:
Calculated first in sequence on the product cost, ensuring proportional savings.
➖ Fixed Discounts:
Applied next to the remaining balance, maintaining fairness and consistency.
Example:
💵 Base Cost: $300
1️⃣ "Early Bird" Discount (10%)
10% of $300 = $30
Remaining cost: $300 - $30 = $270
2️⃣ "Holiday Saver" Discount (5%)
5% of $270 = $13.50
Remaining cost: $270 - $13.50 = $256.50
3️⃣ "Loyalty Bonus" Fixed Discount ($20)
Subtract $20 → Remaining cost: $256.50 - $20 = $236.50
🎉 Final Cost: $236.50
This sequence ensures fairness, transparency, and maximum savings.
✔️ Enable Discount Order:
If enabled, the order in which each discount type (percentage or fixed) is arranged will be executed in that sequence.
Discounts will be applied based on the hierarchy set for each group typ
⚙️ Steps:
Navigate to the Discount Settings screen under " Product Management"
Select the "General Discount" tab.
🔄 Toggle ON the "Consider Discounts Order" option.
💾 Save: Click Save to apply the changes.
🧾 3.Taxes
Definition:
Taxes are additional charges applied to products or services to comply with local regulations. They help maintain transparency and ensure compliance with tax laws.
Two Types of Taxes:
1️⃣ Product Tax:
📦 Definition: A tax applied to specific items or services within a plan.
Example: A 5% tax on art supplies sold during a daycare session.
2️⃣ General Tax:
🌐 Definition: A tax applied to the total invoice or a category of services.
Example: A 10% sales tax on the overall daycare plan.
🔹 Product Tax
Definition: Product Tax is applied to individual products, such as sessions, items, or packages, ensuring specific taxable items are charged appropriately.
💡 How It Works:
Product Taxes are configured in the Product Management section and are applied as percentages.
They are targeted to specific products, such as meals, art supplies, or transportation services, depending on local tax regulations.
🧸 Examples:
Product: Art Kit ($50)
Tax Rate: 5%
Calculation: $50 × 0.05 = $2.50
Total Cost: $50 + $2.50 = $52.50
🛍️ How to Set Up Product Taxes
📂 Access Discounts:
Navigate to the "Tax Types" button under Products Management.
Click "Add Discount":
➕ Under the "Product Tax" tab, select the "Add Tax" button to start creating a new tax.
✏️ Name the Tax :
Provide a clear and descriptive name for the tax .
Example: "🎨 Arts and Crafts Materials Tax" or "🥪 Meal and Snack Tax".
✅ Activate the Product Tax:
Make sure to toggle the tax to active; otherwise, it will not appear as a configurable tax for specific products or apply to billing schedules.
🔄 Add More Taxes:
Repeat the process to create additional taxes as needed.
🗑️ Delete a Tax:
To remove a tax, click the red trash bin next to the tax you wish to delete.
save the changes
🔹 General Tax
Definition:
General Tax is applied to the total cost of an invoice, covering all taxable items and services included in a plan.
💡 How It Works:
General Tax is a blanket tax rate applied to the sum of taxable items in an invoice.
It simplifies the process by calculating a single tax for the entire invoice.
🧸 Examples:
Plan Cost: $200
Tax Rate: 10%
Calculation: $200 × 0.10 = $20
Total Cost: $200 + $20 = $220
🛍️ How to Set Up General Taxes
📂 Access Discounts:
Navigate to the "Tax Types" button under Products Management.
Click "Add Discount":
➕ Under the "General Tax" tab, select the "Add Tax" button to start creating a new tax.
✏️ Name the Tax :
Provide a clear and descriptive name for the tax .
Example: "🌟 Learning Services Tax" or "🏫 Early Education Tax".
✅ Activate the Tax:
Toggle the tax to "Active"; otherwise, it will not apply to billing schedules.
🔄 Add More General Taxes:
Repeat the process to create additional taxes as needed.
🗑️ Delete a General Tax:
To remove a tax, click the red trash bin next to the tax you wish to delete.
save the changes
💡 Pro-Tip:
Once Product Discounts, Product Taxes, and Pricing Groups are configured, an additional section will appear in the Product Setup Process allowing you to define the following:
🧸💵 Set Group Prices:
Select and configure specific pricing groups for the product
🧾Taxes:
Choose the applicable taxes for the product from the dropdown list.
🎟️ Discounts:
Select the discounts that apply to the product from the dropdown list.
🔗📚 For Further Information
To learn more about setting up different products, refer to the following articles:
🛝 Product Management: Creating and Configuring Sessions
🎨 Product Management: Creating and Configuring Items
📦 Product Management: Creating and Configuring Packages
💵 Product Management: Creating and Configuring Charges