Billing Updates
Subsidy Assignments Now Support All Fee Types - Release Date: 8/5/2026
Subsidy Assignments now work with every fee type, giving you more flexibility in how you structure enrollment contracts and manage your fees. For the best results, match the fee type on the enrollment contract to the subsidy's pay period. For example, if a subsidy pays weekly, use a per-week fee type on the contract. Keeping these periods aligned makes billing and subsidy reconciliation much simpler.
How it works
Flat Rate Subsidy Assignments Added Before Billing
Subsidy assignments are no longer limited to session fees. You can now use flat rate, per-week, or per-month fees to configure enrollments that interact with subsidies — cutting down on the need to maintain a flat rate fee alongside a duplicate session fee.
Don't worry, session fees still work with subsidies just as before. This update simply adds the option to calculate co-pays and subsidy amounts using flat rate fees too.
To set it up:
- Build the enrollment using the appropriate fee type (flat rate, per week, or per month).
- Configure the subsidy agreement to align with the fee period and the agency period.
That's it! It's recommended to double-check the calculation via the next bill to ensure you've configured everything correctly, and then let the system bill as needed.
Flat Rate Subsidy Assignments Added After Billing
When a flat rate subsidy assignment is added after a service period has already been billed, the system automatically:
- Reverses the charges for that period (only if the recalculated cost, discount, and subsidy differ from the original amount).
- Recalculates the full period using the new flat rate subsidy.
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Applies the corrected charges on the next bill OR transactions will be available for you to send on a manual invoice.
- Note: Corrections do not retroactively adjust an already-issued invoice. After adding a flat rate subsidy mid-period, review the upcoming bill to confirm the reversal and recalculation applied correctly.
Example:
The week of 7/5 was billed using a per-week fee. On 7/8, a weekly flat rate subsidy assignment is added mid-period. The system reverses the original charges for the week of 7/5, recalculates them with the new subsidy, and the corrected amount shows up on the next generated bill.
Please note: Legacy subsidy assignments (assignments that were set up before this release) don't support flat rate fees. If a contract already has one or more existing subsidy assignments, the system will block any new flat rate enrollment contract from being added. Simply end date the old enrollment and subsidy agreement, and then build a new enrollment and corresponding subsidy agreement for the child's period of coverage.
Enrollment Updates
Future Status via Family Management - Now Available
Admins can now tell the difference between families who've left for good and families who simply haven't started yet.
Head to Enrollment → Management → Families to see it in action.
We've added a new Future status for accounts that have enrollments scheduled ahead but aren't currently active. Meanwhile, Inactive has been tightened up; it now only applies to accounts whose enrollments are strictly in the past. This makes it much easier to spot and target families who haven't yet signed up for anything upcoming.
One thing to keep in mind: an account can be Active and still have future enrollments; that's expected and won't show as Future. Right now, the Future status is reserved specifically for accounts that are not Active but do have enrollments coming up.
Change Requests via Enrollment - Release Date: 8/5/2026
Via the Program Flow, families can now request schedule changes directly through the Enrollment experience without being prompted to pay a registration fee.
For example, if a family wants to update their child's schedule from Monday/Wednesday/Friday to Monday–Friday, they can do so through the new Enrollments tab within the parent experience. From there, they can review current enrollments and submit change requests, which flow into the lead management experience for administrators to act on.
This update brings added clarity to the family experience by distinguishing between:
- Applying for a new program, and
- Requesting an adjustment to an existing program
Families also get an improved view of what their children are currently enrolled in, creating a more cohesive experience from enrollment through acceptance.
Manual Enrollments Update
For those clients using our Program flow, you'll now notice that when creating a manual enrollment, you'll be asked to select the Program. Once the program has been selected, the enrollment will know which class to enroll the child in, and then you can fill out the rest of the enrollment as expected.
After School Updates
Shared Mode for After School - Now Available
Previously, After School only supported a single logged-in user per device; every action performed was tied to that one account.
Shared Mode changes this. Devices can now be configured to authenticate separately from any one staff member, allowing multiple staff to "Act As" themselves on the same device. Think of it as the "Switch User" feature the POC community has been asking for.
How It Works
In Shared Mode, staff can quickly assign themselves as the active user on a shared device before performing actions, especially important for accurately tracking custody (who took or released which students).
Example:
Kathy and James share a tablet in their classroom. James arrives first and sets himself as "Acting As" on the device. Later, when Kathy needs to move students or take/release custody, she can see that James is currently active on the device and switch it to herself before taking any action — keeping custody records accurate for everyone involved.
Check out our documentation for more details.
Confirm Care (Name to Face) - Now Available
We have updated the After School app to include the option to confirm care, similar to the Name to Face action in Point of Care. This action is a safety routine where teachers physically look at each child and match them to their attendance roster. It ensures that no child is ever left behind or unaccounted for during transitions, emergencies, or daily activities.