How To: Configure Fee Calculation Templates

Modified on Fri, 26 Jun at 4:13 PM

Overview

All Classes need to be linked to both a Fee Calculation Template and a Price Level.

Fee Calculation Templates control the dates and who is invoiced in the date range (or who is blocked from being invoiced). Price Levels dictate the amount charged.

Setup Guide

TABLE OF CONTENTS

Before You Start

Your site comes preconfigured with one Fee Calculation Template with standard settings. This can be renamed and edited to your requirements.

Additional Fee Calculation Templates should be added for any separate groups that have to be invoiced - e.g. Holiday Programs or Squads.

Separate / additional Fee Calculation Templates only need to be created if groups will be invoiced for different date ranges or frequencies. If they are the same, the one fee calculation template can be used.

To setup or adjust price levels refer to:
Setting up a Price Level and Price Matrix (lesson pricing)
How To: Update Lesson Pricing (Price Levels)

How to CREATE a Fee Calculation Template

1. Go to Configuration → Fee Calculation Template and click "Add Fee Calculation Template".

2. Complete the fields and click "Add Fee Calculation Template".

Each field with recommendations is detailed below.

Field	Response / recommendations
Template Name	Name the template. This is the name displayed in your site when setting up classes or generating invoicing.
Family Portal Display Name	This can be the same as your Template Name above for ease of reference, or can be changed.
Show Enrolments in Portal	TICK (recommended) to show class enrolments in the portal. If not ticked, enrolments on this fee calculation template will not be displayed.
Allow Families to Self Check-in via the SimplyPortal app	TICK (recommended) to allow families to check in (notify Attendance) via the app (Elite subscription).
Sort Order	Add in a sort order so your Fee Calculation Templates appear in the same order for easy selection.
Prices are set per	Class: (recommended general setting). This means pricing on your price level will be charged for each class. E.g. price level is 20.00, this will be charged for each class in the period invoiced. Calendar Month: Select this if the price is set for the whole month. E.g. price level set to 100.00, this would be the total amount charged for the whole month, divided over the of number of classes in the month. Term: this refers to the period being invoiced, not a school term. The price set will be charged for the entire term (billed period). E.g. price level set to 250.00 will charge this total amount for the entire term, divided over the number of classes in the term.
Frequency of Invoices / Billing	Flexible Date Range (recommended for all templates): this will allow you to select a start and end date when generating invoices. Weekly: no date selection allowed when invoicing. Will invoice one week, week to week. For Calendar Month: no date selection allowed when invoicing. The next calendar month will be invoiced when generating invoices.

The Fee Calculation Template can now be used in setting up classes and invoicing.

Note: Fee Calculation Templates cannot be deleted, they can only be edited.

How to EDIT a Fee Calculation Template

1. Go to Configuration → Fee Calculation Template and click on the name of the Fee Calculation Template.

2. Edit as required and click "Save Changes".

There are two additional settings that can be set here:

Additional Field

Response / recommendations

Block Portal Enrolments for ALL Classes attached to this Fee Calculation Template

This setting relates to Online Bookings through the SimplyPortal app / customer portal.

Ticked: Classes on this Fee Calculation Template will not display for online enrolments.

Not Ticked: all classes will be visible in the portal for online enrolments.

Maximum Makeup Classes a Student can earn in a period for this Fee Calculation Template

This setting relates to limiting the number of makeups a student can earn in an invoiced period.

Default setting: 999. This means makeups are unlimited in the invoiced period.

To limit the total number of makeups earned in an invoiced period, change the number.

Last updated 26 June 2026