A payment plan lets a rider you add to lessons yourself pay in one invoice or in several instalments. Here's how to create a payment plan, change it and remove its invoices without losing the rider's places by mistake. You need Administrator or Instructor permissions.
Create a payment plan when you add a rider
In Events, open the lesson and select Add client to course.
Choose the rider with Select a client (or Add a new client).
Under Choose events, select the lessons (Select all for every date) and select Continue.
Under Choose payment type, select Payment plan, then New payment plan. When you add the rider to several lessons, you can pay for some of them with a Stablecard or Add without payment and put the rest on the payment plan. Offline payment and Add to membership can't be combined with other ways of paying.
Set the price and the number of instalments (one unless you add more), and check each instalment's due date.
Select Add clients to chosen lessons.
Hopoti books the rider and creates one invoice per instalment. The rider gets an email about each invoice and pays it online (see Pay your invoices); any booking fee you pass on is added then. Until an instalment is paid, its lessons show as unpaid bookings.
If an instalment isn't paid within your stable's grace days (3 days after its due date by default), Hopoti cancels it with its bookings. By default, the rider's other invoices and lessons of the plan are cancelled too: Season cancellation when overdue invoices in Settings > Settings > Default settings changes this. See Unpaid invoices and riders removed from lessons.
Change a payment plan
Edit payment plan changes a plan's amounts, instalments or due dates, or moves lessons to another way of paying, while the rider stays booked. Open it from the wrench button next to the rider in the lesson, from the booking under the rider's Reservations, or from any of the plan's invoices in Invoices.
Under Lessons for which payment method changes are made to, select the lessons to change (Select all for every lesson).
Check Unpaid invoices to be removed: these are the invoices the change replaces.
Select Continue and choose how the rider now pays for those lessons. You have the same choices as when you add a rider, such as a new Payment plan with different instalments, Offline payment, Add without payment, a Stablecard or a gift card. Then save the change.
Hopoti removes the listed unpaid invoices, creates any new ones and keeps the rider booked.
Remove invoices from a payment plan
Removing a payment plan invoice also cancels the rider's bookings on the lessons it pays for, and a removed invoice can't be restored. To keep the rider booked, use Edit payment plan instead.
In Invoices, open the invoice and select Remove invoice.
If the plan has several invoices, choose Remove only this invoice or Remove all invoices (every invoice of the plan and all its bookings).
Select Confirm.
The cancelled places become free for other riders. Removing a rider from a lesson doesn't remove the invoice, so check the rider's invoices after you change their bookings.
Smaller changes to a payment plan
Open the one that fits your situation:
If you only need to change one instalment's due date or amount
If you only need to change one instalment's due date or amount
Open the invoice in Invoices or on the rider's client card, change Due date or Amount and select Save changes. The plan's other instalments stay as they are.
If the rider pays an instalment outside Hopoti
If the rider pays an instalment outside Hopoti
Open the invoice and select Mark as paid. The lessons of that instalment become confirmed bookings. See Mark an invoice as paid.
If something doesn't look right
Check these in order:
Payment plan is greyed out with "Other payment methods selected": Offline payment or Add to membership is already chosen for this rider, and neither can be combined with other ways of paying. Switch it off first.
The rider was removed from lessons: an instalment wasn't paid within your stable's grace days (3 days after its due date by default), or its invoice was removed. Cancelled invoices can't be restored, so add the rider again with a new payment plan.
Still stuck? Message our team in the chat with the rider's name, the lesson and the invoice number.