Opting a Student Into or Out of a Fee, and Sending a Manual Reminder
A student's profile has a "fees this term" panel for managing exactly which fees apply to them individually, separate from the fee structure itself (which applies to a whole class or school).
Opting a student into (or out of) an optional fee
01Open the student's profile and find Fees this term.
It lists only the fees this student pays.
02Click Manage opt-ins.
A panel opens with every optional fee for their class, and you can search by name.
03Switch on the fees they should pay and switch off any they shouldn't, then click Save changes.
Nothing changes until you save.
If you removed a fee, Fees101 asks whether to update their invoice now.
- Opting in applies immediately — it shows up on the current invoice right away.
- Opting out only affects the NEXT invoice. It never claws back something already paid.
- The opt-in/opt-out status automatically carries forward into future terms that have already been created, without needing to be re-applied each time. Removing it retracts the same way.
Charging one student for something else
Under One-off charges on the student's profile, click Add a charge.
02Type what it's for, the amount and a reason.
Parents see what it's for on the invoice, but not the reason.
03Click Add.
If they already have an invoice, the charge goes on it straight away. If it has been sent, resend it so the parent has the new total.
04If the parent is paying now, click Charge on terminal beside the charge.
The amount and name are filled in for you.
- Anyone who can manage students can add a charge, with no approval step. Each one is saved under their name and listed in the One-off charges report under Money, Reports.
- A charge never repeats next term, never gets copied, and never takes a sibling or staff discount. If it isn't paid, it carries as part of the balance.
- To take one off, click Remove and give a reason, then update the invoice. It stays in the report as removed.
- A payment reduces the child's total balance, not one chosen item.
Refunding a one-off charge that's been paid
Open the invoice and click Refund on the payment.
02Type the amount of the charge, the reason and how the money goes back.
Anyone other than the owner needs a different staff member to approve it.
Once the refund is complete, open the student's profile and click Remove on the charge.
Choose Update invoice when asked.
For a charge paid in cash, reverse it under Money, Manual payments instead.
If a student opts out after already paying
Fees101 can't claw back a payment automatically, so when this happens you choose how to resolve the overage: credit it to the student's balance (which auto-applies to their next invoice), or leave it for a manual refund handled outside the app, which gets logged in unresolved credits for your own tracking.
Revoking a discount
If a discount hasn't been invoiced or paid yet, revoking it lifts it entirely. If it's already been sent or paid, revoking only stops it from recurring going forward — it doesn't retroactively change what's already on the books.
Sending a manual reminder
From the student profile, Send Manual Reminder behaves differently depending on history: the first-ever send is the actual invoice (SMS plus a PDF email if an address is on file); every send after that is a shorter due/overdue reminder text.