Overview
A private pay student is one who's services are paid for by a private individual. A Private Pay student will have a linked customer record for the person responsible for paying for services. This may be a parent, relative, friend, scholarship or the adult student themselves.
To add a government, agency or contract funded student to the system please see.
SS01. Add a contract funded student
Article Sections
- Import Students
- Enter a Single Private Pay Student with Linked Customer Record
- Preliminary Information
- Additional Information
- If you Forgot to Link a Parent
- Credit Limit
- Find Customers with Inactive Students
- Sibling Creator
- Scheduling or Invoicing
Import Students
Students may be entered manually into Oases as they sign up for service or imported in bulk using the Field Mapped Import.
SU04b. Import Staff & Students with Field Mapped Import
Enter a Single Private Pay Student with Linked Customer Record
1. In the main menu select: People > Students.
2. Press the New button top right of the student list.
Preliminary Information
3. Fill in the pop-up box with the required items paying close attention to the active status and then link an existing customer or create a new one using the tools on the right hand side.
4. Select Add New Customer to add a new customer record that will be linked to this new student or search on the customer's last name to find customer records in your database. It's good practice to search a name before adding a new one. In the example below this customer is not presented so it will be necessary to Add New Customer.
5. Whether you opt to create a new customer or link an existing record the pop up will expand to gather additional information.
6. Fill out both sides of the form but you only need to add the address once, either on the student or parent side, then use the pointy hands to copy the address across in the required direction. The address must show on both sides of this form to be visible in both records. If you selected an existing customer record the address, if there is one in the existing record, will be complete and you can copy it to the student.
7. When finished press Add Student.
Additional Information
8. This will open a blank student record for you to complete. The information from the preliminary fields will be present.
There are eight pages or tabs in the student record:
- Contact Info
- Program
- Notes/Docs
- Test
- Learning Plan
- Progress Report
- Attendance
- Assignment
9. On the info page make sure the enrollment type is Private.
10. Program any personalized invoice rates into the payroll/invoicing data on the Info tab. Do this only if they differ from the Session Type Rate and/or the Pay Group Rate programed in set up.
IP01. How to Program Different Invoice Rates Per Student
11. All items save automatically and you can link through to the customer record from the link on the Program tab.
If you Forgot to Link a Parent
12. If there is no link to a parent on the student's program tab you can add a customer record or link to an existing customer record retrospectively.
13. Select Customers from People in the main menu.
14. If the student was a sibling sign-up to an existing family find the existing customer record in the customer grid, open it and link new student. If you forgot to add the parent or this is a second customer for the student, press New Customer.
15. Add the first and last name of the new customer.
16. In the new record press Edit on the Details tab and search for the student you need to link to this customer.
17. When the student name is in the grid window change the red X to the left of their name to a green check mark.
Credit Limit
18. If you will be scheduling services first then sending those scheduled sessions to invoice (Invoice Outstanding) the default is for unlimited credit.
This can be set to zero if you will not be scheduling more than they have purchased.
Find Customers with Inactive Students
19. A customer record is active or inactive by virtue of the status of the linked student/s. If at least one linked student is active the parent record will also be active.
20. If you create a customer and the linked student is inactive be sure to filter the customer list to include inactive records.
Sibling Creator
21. If you need to add one or more siblings do this after you have created the first student with linked customer. This way all of the address and phone number information will be copied and the student will automatically be linked to the correct customer record.
22. From the student list locate the student for whom you need to create a sibling and place a check mark to the left of their record.
23. In the Actions menu select Create Sibling Record.
24. Oases will create a sibling record using the same last name and the first name Sibling.
25. Open the sibling record and change the first name and grade and also the last name if necessary.
Scheduling or Invoicing
26. Students with a credit limit are now ready for scheduling.
27. If you are invoicing in advance for services (not using a credit limit) create an invoice to release hours to your new student for scheduling.
Link To
SS01. Add a contract funded student
SU04a. Data Import using Templates
SU04b. Import Staff & Students with Field Mapped Import
IP01. How to Program Different Invoice Rates Per Student
PP04. Program Different Pay Rates Per Student
IP02. Create an advanced invoice for Private Pay Student
IP30 Multiple Authorize.Net accounts and assigning to Customers