Wrapping up with Playground? This checklist walks you through everything to take care of before your closure or access-loss date so your reports, records, and billing stay in order. Once your access ends, these reports and records can't be retrieved, so it's best to complete every step ahead of time.
💡 Run each report for the full date range you'll need for taxes and accounting, not just the current period, since you won't be able to re-pull them after your access ends.
Reports to Download
Export and save each of these locally (PDF or CSV) before your access ends:
Payments by Family: total amount paid per family for the year. (Available at the enterprise/multi-site level only.)
Revenue Summary: overall billed vs. collected vs. outstanding for your site.
Ledger / Grouped Ledger: full transaction history (charges and payments) for a complete record.
Accounts Receivable (Aging): confirm no outstanding balances remain, and see who owes and how late.
Payouts: a record of the deposits Playground sent to your bank, useful for year-end reconciliation.
Billing
Take these steps to prevent unexpected charges and deposits after your closure date:
Confirm all future billing for students has been deleted. Check upcoming installments, not just current ones.
Resolve any remaining balances before closure, whether by collecting or writing them off.
Turn off autopay for all families.
Pause or cancel any recurring or scheduled billing plans so nothing posts after closure.
Confirm there are no pending payouts still in transit to your bank, and that your bank and payout info is correct so final deposits land.
Communications
Take these steps so families don't receive messages after your closure date:
Disable or cancel any scheduled or automated messages, reminders, and announcements.
Turn off automated billing reminders and late notices.
Paperwork & Records
Download any paperwork you need to keep on file, such as enrollment forms, immunization and health records, signed agreements, and incident reports.
Export your student and family roster and contact information if you need it for your records.
Download staff records and any compliance or licensing documentation stored in Playground.
Enrollment
Ensure all Enrollment Listings are unpublished.
Remove enrollment links from your website, social media, and other public channels so new families can't apply.
Families
Let your families know they can still access their year-end and tax statements directly from the Playground app, even after your site is no longer active. Share these instructions with them: Understand & Generate Tax Billing Statements as Families.