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. Each section explains why the step matters, then shows you how to do it, with links to detailed guides where you need them.
🚨 Complete every step before your access ends. Once your account closes, these reports and records can't be retrieved, so it's best to export and save everything ahead of time.
Reports to Download
These reports are your permanent financial record for taxes, accounting, and reconciliation. Once your access ends you won't be able to regenerate them, so export and save each one locally as a PDF or CSV while you still can.
To generate and export any billing report:
From your admin dashboard, navigate to the Reports tab on the left-hand side and select the Billing dropdown.
Choose your Report Type from the list (see the reports to pull below).
Set your date range and parameters, then click Generate Report.
Export the report to CSV or print it using the white buttons in the top-right of the report once it has generated.
💡 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 later.
Be sure to pull each of these:
Revenue Summary: overall billed vs. collected vs. outstanding for your site.
Accounts Receivable (Aging): confirms whether any balances remain, and shows who owes and how late.
Ledger or Grouped Ledger: your full transaction history of charges and payments for a complete record.
Payouts: a record of the deposits Playground sent to your bank, useful for year-end reconciliation.
Payments by Family: total amount paid per family for the year. (Available at the enterprise level only, from your enterprise dashboard.)
For a full breakdown of every report type and when to use it, see Billing Reports. For enterprise-level reports like Payments by Family, see Enterprise Reports Overview.
Billing
Closing your account doesn't automatically stop billing. Take these steps so no charges post and no deposits move after your closure date.
Delete Future Billing
Any upcoming installments or recurring plans will keep posting charges unless you remove them, which can leave families with charges after you've closed. Delete all future billing and double-check upcoming installments, not just current ones. For steps on managing and deleting plans of every type, see Manage Billing Plans.
Turn Off Autopay
Leaving autopay on can charge families after your closure date. Turn it off for everyone:
From your admin dashboard, click Statements under Billing.
Use the checkbox next to one or more student names, or the top-left checkbox to select all students.
Click the Actions button and choose Turn off autopay.
For more detail, see Manage Guardian Payments, Autopay, & Overdue Balances.
Resolve Remaining Balances
Settle outstanding balances before you lose access so your records are clean and nothing is left uncollected. Review who's overdue, then either collect or write off the balance.
From your admin dashboard, navigate to Statements under Billing and click Overdue to see all students with balances due.
Click a student row to view an itemized breakdown of what they owe, then collect or write off as needed.
See Manage Overdue Balances for the full workflow.
Confirm Payouts & Bank Info
You want every dollar you've collected to land before your account closes. Confirm there are no pending payouts still in transit, and that your bank and payout details are correct so final deposits arrive. Review your payout history and timing in Payouts, and check your deposit account in Set Up Your Payout Deposit Account.
Communications
Scheduled and automated messages will keep sending to families even after you've closed unless you turn them off. Disable them so families don't receive messages from an account that's no longer active.
Cancel Scheduled Posts & Announcements
Cancel any scheduled or recurring posts, reminders, and announcements in your Feed. For managing and removing scheduled posts, see Manage the Feed on the Web. If you run automated email or text sequences from your CRM, pause those too, see Create & Manage Automations in CRM.
Turn Off Automated Billing Reminders & Late Notices
Automated overdue reminders and late notices are controlled in your billing settings. Turn them off so families aren't chased for payment after closure. See the overdue reminder settings in Configure Billing Settings.
Paperwork & Records
Once your access ends you'll lose the ability to pull any documents stored in Playground, so download everything you're required to keep on file or may need later.
Student paperwork: download enrollment forms, immunization and health records, signed agreements, incident reports, and anything you need to retain. See Student Paperwork Overview for how to view, print, and download completed paperwork.
Family and contact records: export your guardian and emergency contact information for your records. See Generating Contacts/Guardian Reports.
Staff records: download staff documentation and any compliance or licensing paperwork stored in Playground. See Staff Paperwork Overview.
Enrollment
Take down any public ways for new families to apply, so you don't receive applications after you've closed.
Unpublish all of your Enrollment Listings so they're no longer live. See Create an Enrollment Listing for how to edit and unpublish a listing.
Remove enrollment links from your website, social media, and any other public channels.
Families
Families often need their year-end and tax statements after a center closes. The good news is they can still access these directly from the Playground app, even once your site is no longer active. Let your families know, and share these instructions with them: Understand & Generate Tax Billing Statements as Families.