Collection: debts, reminders, marking payment, Excel and history

What you see on the screen

• A card for every student with an open debt: student name, parent name, how many lessons ("1 lesson", "2 lessons", "3 lessons" and so on) and the debt amount in shekels.
• If a student has credit from a cancelled lesson, a line "Credit from a cancelled lesson: ..." appears under the amount. The credit is only displayed and is not deducted from the debt.
• If there are no debts: "No open debts", with "Every student is paid up. A new open debt will show up here."
• At the top: the refresh icon ("Refresh") and the "Export to Excel" button.
• Anyone who has not paid for a lesson stays on the list until you mark them as paid, so no debt is forgotten.

Sending a payment reminder to a parent

On the student card there are reminder buttons:

• "WhatsApp" and "SMS": appear only if a parent phone is saved for the student.
• "Email": appears only if a parent email is saved.

What happens when you tap: the messaging app on the device opens (WhatsApp in a new tab, SMS or email in the device's app) with a ready message that includes the parent's name, the student's name, your name, the list of unpaid lessons with date, time, type and price for each, and the total debt. You check it and tap "send" yourself. The system never sends messages on its own.

No button? Fill in the parent's phone or email: "Classes" > "Edit" on the student card > "Parent phone" or "Parent email" > "Save".

If the error "No contact details for this channel - add a parent phone or email first." appears, fill in the missing detail the same way.

The wording and language of the message

• The message goes out in the parent's language: what was chosen in "Message language for the parent" on the student card, and if none was chosen, your app language.
• The default English wording in WhatsApp: "Hello {parentName}, This is a reminder from {teacherName} about payment for {studentName}'s lessons: (the list of lessons) Total due: (the amount) We would appreciate it if you could settle the payment soon. Thank you very much!"
• If there is no parent name, the message addresses "dear parent". If there is no tutor name, it is signed "the teacher".

Changing the wording of the messages

See the Settings chapter: "More" > "Settings" > "WhatsApp message template", "SMS message template" and "Email template". There is also "Restore default" there.

Five tags are replaced with the real data, and they are written in single curly braces, as in the default text in the box:

• {parentName} the parent's name
• {studentName} the student's name
• {teacherName} your display name
• {lessonsList} the list of unpaid lessons
• {totalDebt} the total debt

A template you wrote yourself is sent only to parents whose language is your app language. Parents in another language get the system's translated template.

Collecting and marking payment

1. On the student card tap "Mark payment".
2. A "Mark payment - student name" window opens with all the unpaid lessons: date, time, type and price. All are ticked in advance.
3. If the student paid for only some of them, untick the lessons that were not paid. "Select all" ticks or unticks all of them.
4. Tap "Mark as paid".
5. The message "Marked as paid" appears, and the lessons come off the debt. A student who has no debt left disappears from the list.

Details:

• Marking is done by lessons, not by amount. A partial payment of a free amount does not exist. If a special price was agreed for a lesson, edit it first in "History" > "Edit price".
• The lesson price is locked at the moment of marking. A later rate change will not alter a paid lesson.
• If you marked by mistake: "History" > choose the class and the student > "Cancel payment" in the lesson row > confirm. The lesson returns to "Unpaid" and goes back to Collection.
• If marking fails, "That failed - the change was rolled back" appears and the debt returns as it was.
• When the account is read-only, the "Mark payment" button is blocked. You can still view and export.

Export to Excel

1. On the "Collection" screen tap "Export to Excel" (this button is also available on the "Locked" screen).
2. An Excel file downloads with all lessons and students, including paid and cancelled lessons and archived students.

The columns: date, time, student, class, parent, phone, type, rate, status, payment date. The status is "paid", "unpaid", "cancelled" or "cancelled - credit". The column headings in the file are in Hebrew even when the app is in another language.

Export is always available, even when the account is locked or the subscription was cancelled. Your data is not deleted.

History

The "History" screen (the third tab) shows all the lessons of one student: pick the student in "Student" (you can shorten the list with "Class"), and you can narrow with "Month". It shows the "Paid" and "Unpaid" summaries, and also "Credit from cancelled lessons" when there is any. From here you edit a price, mark payment and cancel it, cancel a lesson, restore it and remove a student from a lesson. All the actions are described in the chapter on lessons.

Changing a rate and what happens to a debt

When you change a rate in "Settings", the system asks whether to apply it to lessons not yet paid as well. The default is no: debts for lessons already registered stay at the old rate. Details are in the Settings chapter.

Statistics: this month in numbers

"More" > "Statistics" (or the "This month in numbers" link at the top of the collection screen). The screen fills itself from the lessons and payments you already recorded; there is nothing to enter.

• At the top you pick a period: "This month", "Last month", "3 months" or "12 months". It is compared with the previous period of the same length (the month so far against the same days of last month).
• "Worth knowing" lines: for example debt older than 3 months, students who have not come for a month (by name, up to five), a change in income, your busiest weekday. A line with an arrow opens the matching screen. A student with a weekly lesson next week does not count as "has not come".
• The tiles: "Received" (money marked paid in the period, by the day it was marked; a package counts on the day it was paid), "Open debt" (exactly the total of the collection screen), "Lessons" (held and cancelled), "Active students" (a lesson in the last 30 days), "Collection" (how much of the value of the lessons held is already paid, and after how many days people usually pay) and "Credits" when there are any (with the names of the students who hold a credit - a student with a credit and no debt is not on the collection screen).
• The charts: income by month, when you teach (day and hour), debt by age, and the largest debts (a name opens the collection screen). Every chart has "Show as a table" with the same numbers.
• Until there are 4 weeks of data, no comparisons are shown - nor in the first week of a month, nor against a period with fewer than 3 payments (or fewer than 5 lessons, for the lessons tile): a small sample is not a trend. Before the first lesson the screen is empty and offers to record one.