Outstanding: seeing who still has to pay and marking it as paid

What the list is for

Outstanding is the front desk's work list: all lessons at your locations that have not been settled yet, oldest at the top. You work through it from top to bottom.

Every active front desk role can get to it, including a scheduler. The front desk takes the money, so there is no admin lock on it.

At the top is the total amount with the number of lessons below it, and next to it two figures: the number of lessons and how old the longest outstanding item is. The bar below divides the amount over three compartments: up to 7 days, 8 to 30 days, and 31 days and older.

With the search field you filter by client name or coach name.

Marking a lesson as paid

1. Find the row and click Paid.
2. The row disappears from the list straight away and the amounts at the top go down.
3. The notice at the bottom right has Undo. If you click it, the row comes back in its old place.

If the front desk marks as paid a lesson that still has an open Mollie payment or payment link attached, that payment is cancelled and the link is archived. That way the same link cannot be used later after all.

Course sign-ups at the front desk

If your club has not connected Mollie, course sign-ups that still have to be paid at the front desk are also in the list. You recognise them by "Course:" before the title and by the start date of the course instead of a lesson time. You mark them as paid in the same way; only Undo is missing, because that is not possible for a course. More about this in paying for courses at the front desk.

When marking as paid does not work

Three cases give a notice instead of a tick:

• The lesson is not confirmed or completed. For example a lesson that is still waiting for an online payment, or that has been cancelled in the meantime. Refresh the page.
• The amount has already been settled through the package. That money lives in the package, not on the lesson.
• The amount goes through the monthly invoice of an ongoing recurring lesson.

What is deliberately not on it

The list is only about money the front desk can accept. That is why these are missing:

• Cancelled lessons and no-shows.
• Lessons settled with a package, a subscription or a gift voucher.
• Lessons that a discount code brought down to €0.
• Lessons that have already been paid online.
• Lessons in the future that are settled in cash at the lesson. They are not due yet.

A lesson with a discount code that is paid at the front desk is on it, with the amount after the discount.

A future lesson with an open payment link is on it, because the payment has already been started there.

Sending a WhatsApp

Behind every row is a WhatsApp button, as long as a phone number for the client is known. If there is none, the button is left out instead of leading you to a dead conversation.

The button opens WhatsApp with the message already filled in: the client's name, which lesson it was, the day and time, the outstanding amount, and that payment can be made at the front desk. You can still adjust the message before you send it.

There is no payment link in the message. The club collects at the front desk, and a link would promise a way to pay that is not there.

To use this you need WhatsApp on the device at the front desk, or WhatsApp Web.

When the list is cut off

Above 500 outstanding items the list is cut off and the notice "The list shows the first 500 bookings" appears. Clear those first; then the rest comes up.

If there is a coach among them whom we could not reach, you see that as a separate notice with the name. The total amount is then too low, not zero.

Related

• Schedule: booking, blocking, moving and keyboard shortcuts
• Overview: the club figures for the owner
• Signing in and your team: roles and permissions