Overview
How students are counted for billing and how charges are levied for a new billing tier.
Article Sections
- Active Students
- EXAMPLE
- Inactive Students
- Active During Billing Cycle
- Tier Increases
- Your Billing Cycle
Active Students
1. For Tier billing based on billable active students a student is counted as Operationally Active and Billable if they have now or have had at any time during your billing cycle, one of the operationally active codes and are (or were), visible in the student list when filtered to the default view of Active.
Put simply - Whether the student has or does not have sessions does not influence the status of the student. So Active does not mean they have sessions, it indicates that you have set the record to operationally active by assigning an active code. Similarly, a student who finishes tutoring will not be placed to inactive by TutorFirst.
EXAMPLE
You have 10 students in your active list.
You make 1 student in the active list inactive.
You add a new student to your active list.
Your active student list is still 10, but your billable list is now 11, as 11 students in total were active during the cycle.
Students are active if they have one of these 6 Student Codes:
Note: Auto is an Active code and will auto-assign the relevant active status.
Inactive Students
2. For Tier billing based on billable active students a student is considered Inactive if they have a manually assigned inactive code (any code starting with Inactive/ ) and are not visible in the student list unless it is filtered to Inactive.
3. To never be counted for billing a new student must be imported as Inactive or entered with an Inactive code the first time the record is saved.
4. If you enter a new student, save the student, then change the code to Inactive they WILL appear on the billable list as they were active for that brief time.
Active During Billing Cycle
5. A student is counted for billing (billable) if they have been active at any time for any length of time during the billing period. Your Billable Student count may be viewed on your Set Up - My Account page. Press 'details' to see a list of names.
6. Making a student inactive will not remove them from the current billing cycle's billable student count. However, if they remain inactive at the start of the next cycle, they won't be counted unless reactivated.
Your next bill is estimated from your Currently Active Students as this will be a new billing cycle.
Tier Increases
7. If your number of active students increases during your billing period and you break through into the next tier you will be billed immediately for the difference between your current tier and the next tier, pro-rated for the remaining days of your billing month.
Example:
Your billing day is the first of the month.
You are currently paying $99.00 for up to 25 students.
On the 15th of the month a 26th student becomes active (even temporarily)
26-50 students is billed at $199.00 per month.
So the difference between the $99.00 you were billed at the beginning of your billing cycle and the new tier of $199.00 is $100.00. There are 15 days left in your billing cycle so we will pro rate the $100.00 tier difference. Depending on the length of the month you will be billed around $50.00 the day after the tier bump occurred.
Your Billing Cycle
8. Your billing cycle runs from your regular monthly invoicing day to the day before on the next month.
For example your regular billing day is the 22nd of the month as shown below, so your billing cycle runs from the 22nd of each month to the 21st of the next month.
You can view your billing day on the My Account page:
Link To
SI11. Active & Inactive Students
OB01. Estimate Your Next TutorFirst Bill
OB02. Manage Your TutorFirst Payment Methods