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How to Create an Account for a New Family

  • Updated

Within Kangarootime, a Family's Account will hold much of the information related to the enrolled student, their associated enrollments, billing, subsidies, notes, etc. Keeping all of this valuable information centrally located provides users with an easy way to manage the family's data all in one place. 

This article provides a comprehensive guide to creating a new family account. 

Please note: when a school or center uses Kangarootime's enrollment form features, a family's account and enrollment contracts are automatically generated within Kangarootime.   

 

TABLE OF CONTENTS

How to Create a New Family Account

Add Contacts to an Account

Add Additional Primary Contacts

Add an Authorized Contact

Add an Enrollment Contract to an Account

Add Billing Information to an Account

Apply a Discount to an Account

Apply a Billing Cycle Template to an Account

Apply a Transaction Limit to an Account

How to Pause Payments on an Account

How to Create a New Family Account

Every new student and their related adult(s) will require the creation of an account to join and maintain enrollment in your center. Follow the steps below to create a new Account. 

  1. Select Families from the navigation menu
  2. Select Accounts
  3. Click + Add Account
  4. Complete the mandatory fields (indicated with an *) 
  5. Click Save

Note: After selecting Save, you are directed to the account's profile page. This screen displays the Account name, Center, Account ID, Total Balance, and Student name(s) on the Account. Please see How to archive, remove, or add students to an account for additional account information.

Add Contacts to an Account

When a new Account is created, the adult entered at the account creation is the default Primary Contact. The ability to add additional contacts to an account is based on permissions and may not be available to all staff, depending on the center's policy. Primary and Authorized Contacts are listed on the Contacts tab within the Account. Primary Contacts are contacts with full permissions on the account. Authorized Contacts are contacts associated with an account with selected permissions, including Pick Up, billing, activity notes, photos, and messaging.  Adding Primary and Authorized Contacts does not automatically determine a student's emergency contact. Please see How to Verify Contact Relationship and Permission to a Student and Overview of the Student Function for additional information. 

Add Additional Primary Contacts

  1. Select Families from the navigation menu
  2. Select Accounts
  3. Select the Account Name
  4. Select the Contacts tab
  5. Select + Add Contact
  6. Select Primary Contact
  7. Complete the mandatory fields (indicated with an *)
  8. Select Continue
  9. Select the relationship to the student in the drop-down menu
  10. Select Save

 

Add an Authorized Contact

  1. Select Families from the navigation menu
  2. Select Accounts
  3. Select Account Name
  4. Select Contacts tab
  5. Click + Add Contact
  6. Complete the mandatory fields (indicated with an *)
  7. Select Continue
  8. Select Relationship to the student in the drop-down menu
  9. Select the check mark box if the Contact is permitted to pick up
  10. Select the Yes radio button(s) to permit the Authorized Contact to view billing, activity notes, including photos, and messaging 
  11. Select Save 

   

Add an Enrollment Contract to an Account

Each student within the account will need their own enrollment contract, which establishes the start date, class, fee, schedule, etc. Follow the steps below to add an Enrollment.

  1. Select Families from the navigation menu
  2. Select Accounts
  3. Click the Account Name
  4. Select the Enrollment tab
  5. Select the Student's icon
  6. Click + New Contract
  7. Complete the mandatory fields (indicated with an *) 
  8. Complete optional fields if applicable
  9. Select Save

 

Add Billing Information to an Account

Once an Account is created, payment methods, billing cycles, and account discounts may be added. 

  1. Select Families from the navigation menu
  2. Select Accounts
  3. Select the Account Name
  4. Select the Billing tab (This opens the overview screen by default) 

 

From the OVERVIEW tab, the current amount due, unbilled balance (transactions created and billed in the next billing cycle), and the overall account balance are displayed.  ACH Payment methods and autopay settings may be added and/or modified.

How to Enter an ACH Bank Account as a Payment Method:

  1. Select a Payment Contact

  2. Click + Add a Bank Account

  3. Complete the mandatory fields indicated with an *

  4. Optional Selections

    1. Select the checkbox to make the bank account a default payment method

    2. Select the checkbox to confirm autopay deduction payment authorization

  5. Select Continue

  6. Complete the mandatory fields indicated with an*

  7. Select Save 

Update Autopay ON:

  1. Click the Manage button in the Autopay tile
  2. Toggle the Autopay Enable button on 
  3. Select the payment method(s)
  4. Select Save

Update Autopay OFF:

  1. Click the Manage button in the Autopay tile
  2. Toggle the Autopay Enable button to the off position
  3. Select Save

Please note: Payment information is secure and protected; therefore, we cannot replicate these steps with false information in our system.  Families may enter their credit cards and ACH payment methods through the KT Connect App. If you have any questions, please contact helpdesk@kangarootime.com.

 

Apply a Discount to an Account  

  1. Select Families from the navigation menu
  2. Select Accounts
  3. Select the Account Name
  4. Select the Billing tab 
  5. Select Discounts 
  6. Select + Apply Discount button
  7. Select a Start Date
    • The start date of the discount for a weekly billing schedule must be the Sunday of the beginning discounted week.  The start date for a monthly billing schedule should be the 1st of the month.
  8. Select the Discount from the drop-down menu
  9. Select the radio button to apply the discount to the entire account or individual child(ren) on the account
    • Applying the discount to an individual child/student will apply the discount amount to their respective tuition fee. 
    • Applying the discount to an account will apply the discounted amount to all tuition fees. 

  10. Select Save
    For more information, please view our support article: How to Add a Discount to an Account

Within the Accounts Billing section, the Settings tab displays the billing cycle information for the account. A billing cycle template may be added or modified to use within the account. A transaction limit can be entered, and payments applied to the account may be paused in the account's billing Settings Tab.

Apply a Billing Cycle Template to an Account 

Changing a billing cycle will change an account's total amount due and service dates on a family's next bill. It is best practice to preview the account's Next Bill by selecting the See Details button in the account History screen to ensure the expected total due is correct. Please reach out to our helpdesk@kangarootime.com if you require additional instruction or information.  

How to Apply a Billing Cycle to an Account 

  1. Select Families from the navigation menu
  2. Select Accounts
  3. Click the Account Name
  4. Select Billing tab 
  5. Select Settings tab
  6. Select the appropriate Billing Cycle Template from the drop-down menu
  7. Select Save

Apply a Transaction Limit to an Account

Applying a transaction limit will ensure that a maximum payment amount is withdrawn from a payer's autopay account. Example: A family's account has a transaction limit of $500.00. The latest owes the school $1000.00 on their most recent invoice. The Total Due on a family's invoice will display the family owes $1000.00; however, when autopay runs, the family will have $500.00 withdrawn from their bank account. Adjusting a family's bill or adding a credit to the account is required to update a family's overall balance.   

How to Apply a Transaction Limit 

  1. Select Families from the navigation menu
  2. Select Accounts
  3. Click the Account Name
  4. Select the Billing tab (This opens the overview screen by default)
  5. Select the Setup tab
  6. Enter a transaction limit
  7. Select Save

How to Pause Payments on an Account

Administrators have the option to Pause Payments on a family's account.  This feature stops automatic invoices from being sent to the family, and autopay, if enabled, will not initiate a payment.  Transactions will continue to accumulate on the account; however, families will not receive an invoice during this time.  When the Pause Payments setting is switched back to No, all captured transactions (charges and credits) will appear on the family's next bill.  Pausing payments on an account gives administrators time to make any necessary billing adjustments before an invoice is sent on the next scheduled billing date. 

How to Pause Payments on an Account

  1. Select Families from the navigation menu
  2. Select Accounts
  3. Click the Account Name
  4. Select the Billing tab (This opens the overview screen by default)
  5. Select the Setup tab
  6. Toggle the Pause Payments button on or off
  7. Select Save

Please contact helpdesk@kangarootime.com if you have additional questions.

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