Skip to main content
Configure Billing Settings

Learn how to customize your Playground Payment Settings.

Stephanie Blitshtein avatar
Written by Stephanie Blitshtein
Updated this week

Playground's goal is to help you get paid on time every time. The first step to accepting online payments is ensuring your payment settings are properly configured - giving you maximum control over your billing process. Reviewing your settings before you start invoicing families and collecting payments is crucial. This article explains each available Payment Setting in your admin dashboard.

Prefer to watch a video? Click here


Add Taxpayer Identification Number

In the Settings tab of the admin dashboard, under General, add your Taxpayer Identification Number (TIN or FEIN). This number can be found on various government documents, including tax returns and forms filed with the IRS.

This number will be shown on guardian tax receipts in Playground.


Navigate to Payment Settings

  1. Navigate to the Settings tab of the Admin Dashboard.

  2. Click on the Payments tab.

  3. Each setting has a description below the bolded setting name. As you toggle the setting, the description will change accordingly. Green indicates the setting is turned on.

🚨 You must click the large blue Save button in the very top right corner of the Payment Settings tab in order to save your changes every time you make edits.


Payout Bank Account

This is the first field you will encounter on the Payments tab. This field is used to enter the bank account you would like all payments to be deposited into.

The first step in accepting online payments through Playground is to connect a deposit account. This is the account into which all payments made by families will be deposited.

For instructions on managing your payout deposits account, click here.


Payout Days

Use the dropdown menu to select the days of the week you would like deposits to your bank account initiated. You can select up to two days per week, from Monday to Sunday.

Click here to learn about optimizing your payout days so you receive your money as soon as possible.

🚨 Due to Stripe's "Know Your Customer" Laws, the first payout from Playground to your bank account can take up to 14 business days. After this initial payout, payouts will be deposited into your account on your two payout days.


Default Billing Frequency

Select the frequency at which parents pay you (weekly or monthly). This will be the default cadence for your center; however, you can update this on a per-student basis.

💡 If you bill bi-weekly, select the Weekly option here. If you bill weekly and monthly, choose your center's most common billing frequency.

Weekly and Monthly Billing Settings

Customize your weekly and/or monthly billing settings so that invoices are created correctly. See below for a description of each setting.

Weekly billing invoice date

Select the day of the week on which guardians should receive their invoice.

Weekly billing due date

Select the day of the week that the payment will be due.

Default weekly service dates

Select the period that the guardian is paying for. The service date options are listed below.

  • Current billing period

  • Next billing period

  • Current weekdays

  • Next weekdays

Monthly billing invoice date

Select the day of the month on which guardians should receive their invoice.

Monthly billing due date

Select the day of the month that the payment will be due.

Default monthly service dates

Select the period that the guardian is paying for. The service date options are listed below.

  • Current billing period

  • Next billing period

  • Current month

  • Next month


Processing Fees

When families pay their balances through the Playground app, a small processing fee is applied to the transaction. There are two types of fees: credit card fees and ACH fees.

As a billing administrator, you can decide for each fee type whether your program or the families will cover the costs. This allows you to specify whether the program or the families pay the credit card fees and whether the program or the families pay the ACH fees.

🚨 Regardless of whether all processing fees are paid by families, the processing fees for an application fee through an enrollment listing will always be charged to the program.

If autopay is enabled, processing fees will still apply, so it’s important to understand the fees involved before enabling autopay or completing a payment. Processing fees are not refundable, even if the payment is refunded.

Processing fees by payment method:

  • Credit or debit card: 3% + $0.30 per transaction

  • ACH: flat $1.00 per transaction

  • Offline payment: zero fees

    • Offline fees can range from cash and check to Venmo transactions—basically, any payment that isn't processed directly by Playground. To learn how to record an offline payment, refer to this Help Center article.

💡 Playground does not charge for refunds, sweeps, or failed payment fees.


Reminders & Notifications

Parent statement email

Choose how many days before the due date you'd like a guardian to receive an email statement. Ensure the billing invoice date above is set to post the balance before this date. If no balance is posted, the email will show a zero balance. Select "None" to avoid sending an email.

Parent statement minimum amount

Set a minimum balance amount for guardians to receive an automated statement email. For instance, if you want families with a balance of $100 or more to receive a statement, enter $100 in this setting.

Overdue reminders

Choose how many days after a missed due date you want a guardian to receive an overdue reminder email. Set it to "None" if you don't want to send overdue reminders.

Overdue reminder minimum amount

Set a minimum balance amount for guardians to receive an automated statement email. For instance, if you want families with a balance of $100 or more to receive a statement, enter $100 in this setting.

Successful payment notifications

If you want to be notified via email every time a payment is processed, you can enter an email into this field to receive a notification. Multiple emails can be entered.

Failed payment notifications

Enter an email address to be notified if a guardian's credit card declines or bank account overdrafts. Playground also emails the guardians for failed payments. We highly recommend entering an email here.


Autopay

Jump deeper into autopay by clicking here.

Mandatory autopay

Enable this setting to automatically draft from a bank account or charge a credit card on file on future due dates. If disabled, guardians can still enable autopay when adding a payment method.

🚨 If guardians enable autopay after entering a payment method, they must manually activate it on their device. If no payment method has been entered, guardians will be notified that they will be enrolled in autopay. Autopay requires an active payment method and an active student status.

Minimum autopay amount

Enter the minimum family balance necessary for autopay to run. For example, if $50 is entered in this setting, any family that owes less than $50 will not be included in the autopay run.


Payment Methods

Select which payment methods guardians can use to pay their invoices. The online payment options are ACH and credit card. Offline payments can be recorded from the billing tab.


Advanced Settings

  • Books closed date: You will not be able to make changes or delete any payments made before this date

  • Show service dates to parents: If enabled, guardians will see the dates of care that they are paying for for any particular invoice.

  • Show unposted payments in parent app and statements: If enabled, guardians will see all future debits/charges created. By default, this setting is toggled off so that guardians only see one charge at a time as it comes due. Guardians see a new balance on their account on the invoice/post date.


Center Invoice Information

The information entered here shows up in the top right corner of every Playground statement.


Accounting Codes

Create your Playground chart of accounts by entering GL codes.


Edit Student Billing Frequency

Before creating billing plans, ensure students are set up for the correct billing frequency (weekly, bi-weekly, monthly).

  1. From the Admin Dashboard, click on a student from the Students tab.

  2. Click on the Settings tab from the student's profile page.

  3. In the Billing section of the settings, select the drop-down menu to the right of the Billing frequency setting.

  4. Select the correct frequency.

Edit student billing frequencies in bulk

  1. From the Admin Dashboard, click on the Billing tab

  2. Click Overview.

  3. Click Create charge.

  4. Select all the students you'd like to switch billing frequencies for by clicking the checkmark to the left of their name.

  5. Once selected, click Edit billing frequency at the top of the table.

  6. The Bulk update billing frequency window will appear. Select the correct frequency from the drop-down menu and click Update.


Next steps

Once you've configured your Payment Settings, you can start billing your guardians.

Did this answer your question?