Payments & Reporting | WeTeachMe Dashboard

How to charge a customer in instalments

You can offer customers the flexibility to pay for a class in instalments. Follow the steps below to set this up: Instructions: 1. Create your course and class dates as usual. 2. In the charge options, select "Charge in Instalments". This charges customers a deposit at checkout and the remaining balance at a later date. 3. By default, the settings are 20% deposit and 80% remaining balance, both charged immediately. Click on the Edit (pencil icon) to customize. 4. Configure each instalment: Name the first instalment (e.g., "Deposit"), set the percentage (e.g., 20%), and schedule (e.g., Immediately). 5. Set up remaining instalments: Name each subsequent instalment (e.g., "Second Payment") and repeat the previous step. Enter the percentage (e.g., 20%) and schedule (e.g., 4 weeks before class start). Additional instalment fields will appear automatically as you adjust the percentages, until the total reaches 100% and the Remaining Percentage is 0%. 6. Once you're happy with your instalment setup, click "Done" to save. You can then proceed to create your tickets. Note: Customers will have the option to pay in instalments or pay the full amount upfront at checkout. Related Articles: - How do I set up a recurring charge?

Last updated on Jun 23, 2025

How to set up a recurring charge for membership fees

Don’t have the Membership feature yet? Get in touch at support@weteachme.com to have it enabled on your account. https://www.loom.com/share/63c1f303d3b34096ac4a2b3773bc345f Once the feature is enabled, follow these steps: 1. Go to "Memberships" under the "Add-Ons", click "Configure" and "Add Membership". 2. In the membership form, name your membership and set the price. 3. Under Payment Options, select "Recurring Charge". 4. Choose your preferred payment frequency from the dropdown list (e.g., Monthly, Quarterly, Yearly, etc.). 5. Enter the number of recurring payments. 6. If you want ongoing billing, select "Infinite Payments" to continue charging until manually canceled. 7. Click "Done" to save your changes and proceed with creating your tickets. Related Articles - How to configure the Membership feature on your account

Last updated on Jun 24, 2025

How to set up a recurring charge

You can charge customers a fixed amount on a regular basis by enabling the Recurring Charge option. Follow the steps below to set it up: Instructions: 1. Create your course and class dates as usual. 2. Go to the "Dates" tab and select the specific class date you want to set up the recurring charge to. 3. Open the Ticket settings for that date. 4. Under Charge Options, choose "Recurring Charge". This option charges a fixed amount at checkout and continues billing customers at your chosen frequency. 5. From the dropdown menu, select your preferred payment frequency (e.g., Weekly, Monthly, Yearly, etc.). 6. Specify the number of recurring payments. If you want billing to continue without an end date, select "Infinite Payments" to continue billing until it is manually canceled. 7. Once you are satisfied with the recurring charge setup, click "Done" to save. Proceed with creating your tickets. Related Articles: - How to charge a customer in instalments - How to set up a recurring charge for membership fees

Last updated on Jun 24, 2025

How to cancel an issued credit note

Need to cancel a credit note? Follow these simple steps to ensure a smooth process. https://www.loom.com/share/fa24f94517ab4e00b6aa7a201694c580?sid=e6248469-01f6-4097-888e-3221ef760ebd Instructions: 1. Log in to your WeTeachMe account and navigate to the "Orders" section. 2. Use the available filters to locate the exact Order ID associated with the credit note you wish to cancel. 3. Within the order view, scroll to the Payment Activity section. Find the credit note you want to cancel and click the "X" beside it to begin the cancellation. 4. If you wish to inform the customer about the canceled credit note, select the option to notify them via email. 5. Finally, click the "Cancel Credit Note" button to finalize the process. A confirmation message window will appear, if the cancellation is successful. Related articles: How to Issue a Credit Note as a Refund

Last updated on Jun 23, 2025

How to Issue a Credit Note as a Refund

Retain funds in your business and give your customer the flexibility to book on their terms in the future. https://www.loom.com/share/f7554ab98b78483789285f97fcb7df6d?sid=24ab6b80-8d8d-40b7-9023-584f3661c7c7 When cancellations occur or refunds are requested, issuing a credit note instead of an immediate refund gives you a flexible alternative. This feature lets you retain funds within your business while giving customers the flexibility to use their credit toward future bookings. NOTE: - A credit note functions like a gift voucher and remains valid for 3 years (36 months) from its issue date. Once a customer redeems it, the details will be visible in your balance and within the relevant order. You can also track its status—whether applied or not—under ‘Coupons’ on your Dashboard. - The customer will receive an email notification with their credit note details and instructions on how to redeem it. Instructions: 1. Go to the "Orders" section on your Dashboard. 2. Find the order you wish to refund by searching for the Order ID. Enter the order ID in the field and then click on "Apply filter". 3. Click the Order ID to open the order details. 4. On the order detail page, click the "Process a Refund" button. 5. Select "Class cancelled" as the reason for the refund, then enter the full amount to refund. 6. Tick the box beside "Create a credit note for the refund amount instead". 7. Create your message to the customer and then tick the box beside the attendee name to cancel the attendee's spot. 8. Click the "Process Refund" button to finalize. 9. The update, including the new credit note, will be visible on the order detail page under Payment Activity and Activity. Related article: - How to cancel an issued credit note

Last updated on Jun 23, 2025

How to find the credit notes on the Dashboard

Quickly locate all the credit notes you've issued to your customers. https://www.loom.com/share/be12b383e04b4946972bd872e72be97f?sid=48492da8-a813-4c39-b465-acca2be891f2 Follow these simple steps to locate all issued credit notes. Instructions: 1. Log in to your Dashboard. 2. Go to Coupons section. 3. Click Add Filter and then select Credit Note from the options. 4. Choose Yes in the Credit Note field. This will display a list of all issued credit notes, along with a receipt button next to each to access its related order. Related Articles: - How to Issue a Credit Note as a Refund - I issued a credit note but would like to cancel it.

Last updated on Jun 22, 2025

How to Process Refund with Refund Upgrade

Want to process a refund with Refund Upgrade? Here's how: 1. Verify Refund Upgrade Coverage: Look for a green tick (indicating Refund Upgrade coverage) in the 'Payment Activity' section of the order. 2. If the order is covered, click on the "Process a Refund" and then click **"request a full refund here."**The system will send an email with refund instructions to the customer. Wait for the Refund Upgrade team to respond within 2 business days to notify the customer of the outcome or to request more information. After the team notifies the customer, there will be a refund processing time before the refund reaches their account. For more information, see the complete terms and conditions here.

Last updated on Jun 24, 2025

How to view all your refunds

Easily track and review all processed refunds in your WeTeachMe dashboard. https://www.loom.com/share/604ccbd754a340f89d56bb9cc2814a70 Instructions: 1. Go to "Balance" in the Finance section of your Dashboard. 2. Use the filters at the top of the page and select "Refund" from the Transaction dropdown list. 3. To print the list, go to the table header and open the More Actions menu (three vertical dots). Choose "Export as CSV". 4. In the popup window, check the "More Options" box if you want to include additional details in the CSV report: Billing Name, Billing Email, Class Tags, Order Items. Otherwise, the report will have default values. 5. Once you're satisfied with the CSV report setup, click on "Download CSV". 6. The default values in the report include: Order ID, Description, Subtotal Amount, Booking Fee, Total Amount, Transaction Date and Time, Payment Type, Transaction Type, and Status of Transaction.

Last updated on Jun 24, 2025

How to process a refund to a customer

Before processing a refund, you might want to look into the Credit Note feature. With this, you will be able to give your customers the option to book future dates for your class. https://www.loom.com/share/8154e48d814d49649cb1935c4a6655ea?sid=cc67cc03-ab1e-45b7-a054-6204110e43aa NOTE: Refund transactions will not incur any extra fees. If the booking is made through the Marketplace (weteachme.com), the marketing fee will be returned, but it will be less than the original booking fee. Instructions: 1. Log in to your dashboard and navigate to Finance > Orders. Use the filters to find the specific order you want to refund. Click on the order to open it and begin the refund process. 2. Choose the reason for the refund. There are two possible scenarios: either the customer requested a refund or you had to cancel a class. To ensure better tracking, you will now be prompted to record the reason and select either "Requested By Customer" or "Class Cancelled". 3. Enter the refund amount. You have the option to refund the maximum available amount, which is the original amount paid. This information will be displayed below the amount field. NOTE: the booking fee on the original order will not be returned by WeTeachMe for bookings made on your mini booking site or the Marketplace, you have two options here: a. Refund the order amount less the original booking fee. b. If you wish to refund the full amount paid, you may absorb the original booking fee, which will then be deducted from your current balance. 1. Leave a message for the customer. Write a brief note (maximum 250 characters) about the refund or any other message you want to convey to the customer. 2. Cancel spot. If you want to remove the customer from your list and free up the spot for potential attendees, check the provided box. 3. Leave an internal note. Write a reminder (maximum 250 characters) about this order for yourself or your team, if necessary. 4. Process the Refund. Click the green "Process Refund" button to finalize the refund. Please note that this action is irreversible. A confirmation popup will appear to confirm the refund. Once the refund is processed, an automatic email notification will be sent to the customer, informing them about the refund. The message you wrote in Step 4 will be included in the email. Please note that it may take five to 10 business days for the refunded funds to appear in the customer's account. Important: - Refunds can only be processed back to the original payment card/method used by the customer. - Also please take note of potential refund fraud risk (paid via stolen credit card, then requesting to be refunded via other methods. You will be running a risk of a dispute with the actual owner of the stolen credit card as well as the refund gave out via other methods.) Related Articles - How to Issue a Credit Note as a Refund - How to view all your refunds

Last updated on Jun 24, 2025

How to issue a refund for a gift voucher order

Easily process refunds for gift voucher orders directly from your dashboard. https://www.loom.com/share/5926418dedea48f9a025830a863a8178?sid=a0450259-0f8b-4024-8b0f-5023e94fcf7b Step-by-Step Instructions to Refund a Gift Voucher Order Follow these steps to issue a refund for a gift voucher: 1. Go to "Vouchers" under the Management section of your dashboard and apply filters to view users. 2. Navigate to the desired gift voucher order by clicking on its Order ID. 3. On the order page, locate the "Payment Activity" section and click on "Process a Refund". 4. In the popup window, select the reason for the refund, enter the refund amount, and create a message for the customer. 5. Optional: Leave an internal note for yourself or your team, if necessary. 6. Click "Process Refund" to complete the refund. Related Articles - How to resend a payment confirmation or gift voucher

Last updated on Jun 24, 2025

How to resend a payment confirmation or gift voucher

Ensure your customers receive their essential emails by resending payment confirmations or gift vouchers. Sometimes, a customer might not receive their initial payment confirmation or gift voucher email, or they may simply need it resent. WeTeachMe allows you to easily resend these important communications directly from your dashboard, ensuring your customers have all the necessary details. https://www.loom.com/share/b3930749d2ce483e9457350b7eec035e?sid=59bdb3ad-4584-4ecc-a61a-0daef820ef5a Instructions: 1. Go to "Vouchers" in Management. 2. Apply filters to find specific users. 3. Click on the recipient info ID of the desired gift voucher order. 4. Select "Resend Confirmation Email" for the item in "Cart Summary." 5. Send the payment confirmation email in the "Payment Activity" section. 6. Confirm the request by clicking "Send Email" in the popup window. Related Articles - How to edit a gift voucher order

Last updated on Jun 24, 2025

How to edit a gift voucher order

Modify existing gift voucher orders with ease directly from your dashboard. Whether it's a change in recipient information or other order specifics, WeTeachMe allows you to edit gift voucher orders quickly and efficiently. This ensures your records are accurate and up-to-date, providing flexibility in managing your gift voucher sales. https://www.loom.com/share/7bc575e760a24effa5d833c9194b1082?sid=16034f94-32ba-490d-8d33-efa0740634a1 Step-by-Step Instructions to Edit a Gift Voucher Order: 1. Go to "Vouchers" in the Management section of your dashboard. 2. Use filters to view users by class, code, recipient name, or date range. You can use multiple filters to simplify the process. 3. Find the gift voucher order you want to edit and click on the recipient info ID to go to the order page. 4. On the order page, locate the item in the "Cart Summary". 5. Hover over the "More Actions" icon (three vertical dots), and click the "Edit Details" icon (a pencil icon) to make changes to the order. Click the mail icon to resend the voucher (Resend Booking Email). 6. In the popup window, make the necessary edits to the order details and save your changes. Related Articles - How to resend a payment confirmation or gift voucher - How to issue a refund for a gift voucher order

Last updated on Jun 24, 2025

How to send a tax invoice to your customers through WeTeachMe

You can attach a tax invoice/receipt as a PDF to customer notifications and keep a copy for your records. https://www.loom.com/share/acb898deb4cb4577b4d0fdf94b74ea75?sid=24db5b57-9970-4cfd-9f8d-39b1a086e533 Setting up your PDF Tax Invoice First, you need to enable and configure the tax invoice feature in your WeTeachMe account. Follow these steps: 1. Go to Add-Ons in Settings and enable the "PDF Tax Invoice" option. 2. Configure the feature by selecting either Company or Individual/Sole Trader and entering the required details on the form. These details will appear on the tax invoice. 3. Optionally, enable GST on all your listings or enable it individually for each listing. 4. Save your changes. How to View and Send a Tax Invoice to Your Customer Once the feature is set up, you can view and send tax invoices to your customers: 1. Go to Orders in Finance and use filters to find the specific order by customer name, email, status, or date range. 2. Click on View Order or the icon on the right end of the row for the desired order. 3. In the order page, go to Payment Activity and hover over the order record. 4. Click the envelope icon to send or resend the confirmation email to the attendee, including the PDF Tax Invoice as an attachment. Related Articles - How to attach files to reminder emails

Last updated on Jun 24, 2025

Payment Disputes for Vendors

What is a vendor payment dispute and how can I resolve it? A payment dispute occurs when a customer questions or does not recognize a charge on their bank statement. Prompt communication between WeTeachMe, the customer, and the vendor is essential to resolve the issue quickly and fairly. Here's how WeTeachMe handles payment disputes: 1. When a dispute is raised, WeTeachMe flags the payment and holds the original amount. 2. Notification emails are sent to both parties involved. 3. If WeTeachMe resolves the dispute in their favor, the payment funds are released to the vendor. 4. If the dispute is not resolved in WeTeachMe's favor, the payment funds are debited from the vendor, along with an additional dispute fee from Stripe. 5. Vendors can issue a full refund only before a payment dispute is logged or after it is resolved. Vendors can track ongoing and resolved disputes—including dispute status, held funds, and any applicable bank charges—directly from their vendor dashboard. Prompt responses to any communication from WeTeachMe are crucial to help prevent the bank from reversing the transaction. If the vendor realizes an error—such as overcharging the customer—they can resolve it quickly by replying to all parties concerned. WeTeachMe will log relevant evidence for the bank to review, release the funds, and allow the vendor to issue a refund. Failure to resolve the dispute swiftly can result in consequences such as the customer losing their spot in the class, the vendor bearing the full order amount, paying a dispute fee, absorbing transaction fees, and being unable to resell the spot. The bank has a strict timeframe for dispute resolution, so immediate response is advised. Related articles: - How to view disputed payments on your Dashboard

Last updated on Jun 25, 2025

How to view disputed payments on your Dashboard

Easily track and manage any payment disputes directly from your Dashboard to ensure faster resolution. https://www.loom.com/share/0aec6c0ca34c4622bab57f36c48781a3?sid=b2e1a435-df74-467e-a2bd-f9c25dc3ab78 To view your disputed payments, follow these steps: 1. Go to the Orders section in your Dashboard. 2. Click the funnel icon in the Filters section. 3. In the filter options, find and select the Disputed field. 4. In the Disputed field, select "Yes" from the dropdown. and click "Apply Filter". You’ll now see a list of all disputed payments associated with your account. Related articles: - Payment Disputes for Vendors

Last updated on Jun 25, 2025

Simplifying Your Refund Policy

Gain customer trust with a clear, consolidated refund policy. Our new refund policy is designed to make things easier for both you and your customers. It ensures that your customers feel secure and confident when making a purchase, knowing they have the option to cancel if needed. Plus, it saves you time and effort by reducing the administrative burden of handling disputes and communication. It's a win-win situation for everyone involved! Choose from 3 Consolidated Refund Tiers To update your refund policy, go to SETTINGS > Company Settings > Refund Policy on your dashboard. You can choose from three tiers to suit your specific needs: Strict, Moderate, and Easy. - Strict Refund Policy: No refunds offered, but credit notes or transfers can be provided. Cutoff time and fees apply. - Moderate Refund Policy: Refunds, credit notes, or transfers allowed within specified cutoff time. Fees may apply. - Easy Refund Policy: Full refund, credit note, or transfer available if canceled before class starts. Configure the options https://www.loom.com/share/1914c9c3ed1b4c349156561e81cc4b97?sid=9f1dbe69-94d1-4c17-b9a0-ec41a42d18bf Where is the refund policy displayed? - Once your updated refund policy is set up on your dashboard, it will be displayed to the public on your WeTeachMe Marketplace profile. https://www.loom.com/share/0f7b362a74404d27a606e60b67cc3d3a?sid=fc59d92a-7aaa-4ba2-a5b3-64307622ffb5 - All listing pages before selecting a ticket. - Customers will also be able to review it after selecting a ticket and before entering their booking details. And links can be found on the final checkout page when entering payment details. Questions? Feel free to send us a message at support@weteachme.com for assistance.

Last updated on Jun 25, 2025

Fund Withdrawal Policy

Understanding WeTeachMe's fund withdrawal policy helps you manage your payouts effectively. Here's a breakdown of when your withdrawal requests are processed, cut-off times, and other important details. When withdrawal requests are processed. All withdrawal requests are processed weekly on Fridays, end-of-day. - Cut-off Time: To be included in the week's withdrawal batch, requests must be submitted by Friday, 4 PM AEST. - Fund Arrival: Please allow 3-5 business days for funds to appear in your designated bank account. If you require a withdrawal outside the standard weekly processing time (Friday's end-of-day), please contact support@weteachme.com. There will be a $10 admin fee for processing the request. Note that it may take up to 1-2 business days to receive funds [3-5 days for NZ account]. IMPORTANT: For accounts created before August 22nd, 2019, that are now marked as INACTIVE, funds will be held until gift vouchers, credit notes, and other pending bookings are settled. Related Topics: - What is security hold balance?

Last updated on Jun 25, 2025

What is the security hold balance?

Starting from March 1, 2018, a security hold balance will be implemented to achieve the following: 1. Enhance customer service by allowing vendors to process refunds promptly. This prevents situations where vendors are unable to refund customers due to insufficient funds, resulting in a negative experience. 2. Eliminate the need for vendors to contact WeTeachMe for fund deposits when facing the aforementioned scenario. 3. Provide increased protection against fraudulent activity, minimizing the impact on vendors and customers in case such incidents occur. Important notes: 1. WeTeachMe has the authority to set the hold balance equal to the maximum price of a vendor's class, enabling full refunds if requested. 2. Vendors can view the hold balance on their account dashboard. 3. Upon account cancellation, the hold balance will be accessible for withdrawal once all outstanding course or gift vouchers owed to customers have been resolved. Requests for account closure should be sent by the main account holder to support@weteachme.com.

Last updated on Jun 25, 2025

How to withdraw your funds on WeTeachMe

If you created your account on or after August 22nd, 2019, funds will be withdrawn automatically without the option for manual withdrawal. No action is needed from you. - For AU vendors, funds will be released 7 days after the payment has been completed. - For NZ and UK vendors, funds will be released 10 days after the payment has been completed. All available funds will be automatically withdrawn and transferred to your designated bank account every Friday at 4:30pm. For accounts created before August 22nd, 2019 To withdraw your earnings, you need to choose a bank account for the deposit. WeTeachMe's Financial Team transfers funds every Friday in batches. You can make up to four withdrawals within a 30-day period. Please note that INACTIVE accounts, funds will be held until gift vouchers, credit notes, and other pending bookings are settled. Instructions: 1. Go to "Balance" in the Finance section. 2. Click on "Withdraw Funds" at the top of the page to open a popup window. 3. Alternatively, you can do this in the Transactions List by clicking on "More Actions" (three vertical dots options menu) next to the Current Balance and selecting "Withdraw Funds". 4. Enter the desired withdrawal amount in the provided space. You can choose to withdraw your entire balance or a portion of it. 5. Click on "Send Request". https://www.loom.com/share/5a88abb082a44c82bd04c265896b5abd?sid=c583e253-61c0-4275-8b40-bb4e9455f8a5 Funds will only be withdrawn and transferred to your bank if you have already: (a) verified your identity and (b) added your bank details. Related Articles: - What is security hold balance?

Last updated on Jun 25, 2025

Why you're being asked to verify your identity

WeTeachMe uses Stripe, the trusted online payment processing solution, to accept payments from customers using various credit and debit cards (Visa, Mastercard, American Express, etc.). Getting Verified on Stripe To ensure smooth payment processing and fund transfers to your bank account, Stripe requires business verification. IMPORTANT: 1. Once verified, funds are automatically withdrawn and sent to your nominated bank account every Friday at 4:30pm. Pending funds are released seven (7) days after the order is completed, regardless of the class start date. 2. It is important to complete the verification process promptly to avoid a hold on your account, which would restrict access to funds and bookings. How Do I Get Verified? To verify, log into your account and provide the following information: - Your first name - Your last name - Your company email address - Your date of birth - Your business name - Your business number The identity verification process takes only 15 minutes. Rest assured that the collected information is solely for verification purposes and will never be used for third-party marketing. Additional resources: - Learn more about Stripe. - Read the Stripe Services Agreement. - Read the Stripe Connected Account Agreement.

Last updated on Jun 25, 2025

How to send a payment reminder email

Need to follow up on a pending payment? Easily follow up on pending payments by sending a reminder email directly from your WeTeachMe Dashboard. https://www.loom.com/share/4bb48c8bd604431aa1b972de6255d8f2 Here’s how to send a reminder email for a pending payment: 1. Log in to your WeTeachMe account. 2. Navigate to the "Orders" section on your Dashboard. 3. Search for the attendee by their email or name, and then filter the results by "Pending" status to quickly locate orders with outstanding payments. 4. Click on the attendee's Order ID to open the order details page. 5. On the order detail page, hover over the payment activity section and click the "mail icon" to send a reminder email to the attendee. Related Articles - How to resend a booking or payment confirmation email

Last updated on Jun 26, 2025

How to cancel a linked payment for a customer

Remove a linked payment from a customer's record when it's no longer valid or necessary. Linked payments are useful for associating a payment with a specific customer record, but sometimes you may need to remove this association. WeTeachMe provides a straightforward way to cancel a linked payment, helping you maintain accurate financial records for your attendees. https://www.loom.com/share/8cb3d229f3ee4b3589c2d5a0214f0d67?sid=d1c54865-004e-43ab-865c-97702bbf4665 Step-by-Step Instructions to Cancel a Linked Payment Follow these instructions to remove a linked payment from a customer's record: 1. Go to "Attendees" in the Management section. 2. Use filters like Class, Name, Email, and Date Range to locate the attendee easily. 3. Find the attendee you want to edit. Mouse over their name to display the options menu (three vertical dots). 4. Click "Remove Linked Payment" from the options menu. 5. In the popup window, you can add an Internal Note if needed. 6. Click "Remove Linked Payment" to proceed. Remember to use filters for efficient attendee searching and click "Remove Linked Payment" to remove the associated payment. Related Articles: - How to create a linked payment - How to delete a linked payment

Last updated on Jun 26, 2025

How to create a linked payment

Automate charges by linking the current term with the next. With linked payments, you can effortlessly turn first-time enrollees into loyal customers for your term classes. It's now 100 times easier to automate the process by linking two terms and enabling automatic billing. https://www.loom.com/share/998271631d1f4a178577c4535dc4edb2?sid=e8760e96-f2a7-4d05-9faa-a804feec176e Instructions: 1. Create your term class and add class dates and tickets. 2. Go to "Linked Payments" in Listing Management and click on "Add Linked Payment" at the top of the page. A popup window will open. 3. In the popup, search for the class you want to create a linked payment for. 4. Select the date and ticket for both the starting term and the linked term. 5. Enter the rollover date (format: DD-MM-YYYY) when the student will generate a pending transaction. 6. Enter the Payment Due Date (format: DD-MM-YYYY) when the student will be charged for the new term class. 7. Save your changes. 8. Your new linked payment will now be displayed in the Linked Payments section. Related Articles: - How to delete a linked payment? - How to cancel a linked payment for a customer

Last updated on Jun 26, 2025

How to delete a linked payment

Be aware that deleting linked payments is an irreversible action that will also stop any associated automated term-to-term charging. Linked payments are essential for managing recurring bookings or payment plans. However, if you need to permanently remove a linked payment record, particularly one set up for automated term-to-term charging, it's crucial to understand that this action is irreversible. Deleting the linked payment will immediately cease any future automated charges tied to it. https://www.loom.com/share/8923306a9dca4dd2be2b61d686ac2663?sid=ae161149-f5f2-4665-bcc0-a2b25fef6e40 Follow these steps to permanently delete a linked payment: 1. Go to "Linked Payments" in Listing Management. 2. Hover over the linked payment you want to delete and click on the "Delete Linked Payment" icon (trash bin). 3. A popup window will appear. Review the details. 4. Click on "Delete Linked Payment" to confirm. Note that deleted linked payments cannot be recovered. Related Articles - How to create a linked payment - How to cancel a linked payment for a customer

Last updated on Jun 26, 2025

How to edit a linked payment

Need to update a linked payment fast? Easy! Quickly update your linked payment settings directly from your dashboard. To make changes to your linked payment setup, follow these simple steps: 1. Go to "Linked Payments" in Listing Management. 2. Hover over the linked payment you want to edit and click on "Edit Linked Payment" (pencil icon). 3. Update the details of your linked payment. 4. Click "Save Linked Payments" to save your changes. By following these steps, you can easily modify your linked payment settings. Related Articles: - How to delete a linked payment - How to cancel a linked payment for a customer

Last updated on Jun 26, 2025

How to expire a Gift Voucher

Make a gift voucher no longer usable by adjusting its validity date to a past date. There might be instances where you need to revoke or expire a gift voucher (e.g., due to a customer request, policy change, or error). WeTeachMe allows you to quickly make a gift voucher invalid by setting its expiration date to a past value. https://www.loom.com/share/751adde3b29e488398e403ae19d49c00?sid=f9a35fad-fcc6-4726-bf12-406e766a5a19 Follow these steps to expire a gift voucher: 1. Go to your Dashboard and select "Vouchers" in the Management section. 2. Locate the Gift Voucher: Use the filters (by Code, Recipient Name, or Email) to easily find the specific gift voucher order. 3. Once found, click on the pencil icon (Edit) next to the Gift Voucher code. 4. In the Gift Voucher details, navigate to the dates section and set a past date (e.g., last month or the last 2 months) as the expiration. 5. Save your changes by clicking "Save Voucher". The Gift Voucher will now be invalid and can no longer be used. Related articles - How to edit a gift voucher order

Last updated on Jun 26, 2025

How to change the price of your course vouchers

Course voucher prices are managed separately from ticket prices. This gives course providers the flexibility to offer promotional or premium pricing for vouchers. Updating ticket prices will not automatically update the corresponding course voucher prices. Instructions: 1. Go to Listings and select the specific listing for which you want to edit the course voucher price. 2. In the Listing Info tab, locate Advanced Settings and click the pencil icon to edit. 3. Ensure that "Enable course vouchers" is enabled. 4. Adjust your voucher settings and update the pricing as needed. 5. Click Done, then Save to apply your changes. Related Articles: - How to resend a payment confirmation or gift voucher

Last updated on Jun 26, 2025

How pending payments are charged

Pending payments—such as instalments or recurring charges—are charged according to your ticket setup. On the scheduled due date, the platform will attempt to charge the customer using their original payment method. If the first attempt fails, it will automatically retry two days later and again seven days after the original due date. A charge may fail for several reasons, such as an expired credit card, a maxed-out credit limit, or if the original payment was made offline (e.g., in cash). When a payment fails, both you and the attendee will receive email notifications. The attendee’s email will include a link to a page where they can pay the outstanding amount directly. For example, if a payment is due on March 10 and the initial charge fails, the system will automatically retry on March 12. If the second attempt also fails, a final attempt will be made on March 17. If the third attempt is unsuccessful, it’s recommended to contact the attendee directly to resolve the payment.

Last updated on Jun 26, 2025

How to adjust the payment amount or due date

WeTeachMe gives you the flexibility to adjust payment amounts or modify due dates for orders with pending payments. This feature is especially helpful for managing special arrangements, partial refunds, or rescheduled payment plans—ensuring your records accurately reflect any changes. https://www.loom.com/share/69f9dd6c8a144b019a34dee4f756275e Follow these steps when you need to modify a payment amount or its due date: 1. Log in to your WeTeachMe account and go to "Orders" on your Dashboard. 2. Search or filter to find the relevant attendee's order and click on the correct Order ID to view its details. 3. In the order details, navigate to the Payment Activity section and click "Adjust Payment." 4. Edit the details as needed (e.g., new amount, new due date), and add an internal note if necessary. 5. Save your changes. Related Articles: - How to Cancel a Pending Payment

Last updated on Jun 26, 2025

How to cancel a pending payment

Sometimes, a customer's payment might remain in a "pending" status, or you may need to cancel a payment that hasn't yet been processed. WeTeachMe allows you to easily cancel specific pending payments directly from your dashboard, ensuring your records are accurate and up-to-date. https://www.loom.com/share/94050107d27247d58100d984658a83ef Follow these instructions when you need to cancel a specific pending payment for a customer. 1. Go to the "Orders" page and use the search filters to locate the pending order. 2. Click on the order number or "View Order" icon to see the order details. 3. Scroll down to the "Payment Activity" section and find the pending payment. 4. Click on the "More Actions" icon and select "Cancel Payment" from the dropdown menu. 5. If required, specify the spot you want to cancel. Otherwise, leave a note and click on "Cancel Payment". Related Articles: - How pending payments are charged? - How do I mark a pending order as paid?

Last updated on Jun 26, 2025

How to mark a pending order as paid

Manually update pending orders to "paid" for payments received outside the system. https://www.loom.com/share/9c23b11b357e4daea4f8e04253cfdd6c?sid=416337f8-f17b-4a11-a567-ec813179f7ba Follow these steps to manually mark a pending payment as paid: 1. Go to "Orders" under the Finance section and use the filters (e.g., Customer Name, Email, Status, or Date Range) to locate the order. 2. In the filtered results, find pending orders marked in orange with the payment due date under the Payment Details column. 3. Click the order ID or the "View Order" icon at the end of the row to open the order. 4. On the order detail page, scroll to the Payment Activity section. 5. Hover over the detials and click the "Mark Payment as Paid" icon (✓). 6. Add any necessary internal notes. 7. Click on "Mark Payment as Paid" (NOTE: This action is irreversible). You can track this update in the Activity section. Related Articles: - How to Cancel a Pending Payment - How pending payments are charged

Last updated on Jun 26, 2025

How to Deactivate a Coupon

Make coupons unusable by setting an expiry date in the past. While coupons on WeTeachMe cannot be permanently deleted, you can effectively deactivate them, making them unusable for future bookings. This is useful for managing promotions that have ended or for removing erroneous coupons from active circulation. https://www.loom.com/share/351413c0e3c643fb816c38e39f582688?sid=11eecca7-a57c-4dd4-9d0b-8141c713feb1 Follow these simple steps to deactivate a coupon: 1. Go to "Coupons" in the Marketing section of your dashboard. 2. Use the filters to find the specific coupon you want to deactivate. You can search by class name, code, or date range. 3. Mouse over the coupon and click on "Edit Coupon". 4. In the pop-up window, navigate to "Expiry Date" and set it to a date that has already passed (use the DD/MM/YYYY format). 5. Edit the coupon as needed and save your changes. The coupon will now be inactive and can no longer be applied to new bookings.

Last updated on Jun 27, 2025

How the bank transfer feature works

Offer greater payment flexibility to your customers by accepting bank transfers for bookings. Great news for WeTeachMe vendors! You can now expand your payment options by enabling bank transfers, providing a convenient alternative for your customers. This feature allows attendees to pay directly from their bank account, streamlining the booking process for them and your financial tracking. https://www.loom.com/share/8285fb07a23642878c4d341ec47f1f92?sid=dfc31779-088b-4a53-a4a7-a4edeb4fdb27 Here’s how to activate bank transfer payments in your WeTeachMe account: 1. Log in to your WeTeachMe account. 2. Navigate to the "Add-Ons" section on your dashboard. 3. Enable the "Bank Transfer" option. How Bank Transfers are Processed Once enabled, WeTeachMe automates the payment tracking for bank transfers: - Automatic Payment Status: After a customer's bank transfer payment is successfully cleared by the bank and received by WeTeachMe, it will be automatically marked as "paid" on your dashboard. - Automated Reminders: If a payment isn't received within two business days, an automatic reminder will be sent to the customer to prompt payment completion. IMPORTANT REMINDERS: - Bank transfers can take up to three business days to finalize and be reflected for bookings. - Bank transfers can only be made for classes starting 60 hours or more from the transaction date. - Bank transfers are not applicable for classes with a lead time of four days or less (this is consistent with the 60-hour rule, as 4 days = 96 hours, so 60 hours is the stricter limit). - Bank transfers can only be used for full payments only; they are not applicable for installment or recurring charge payments. Related Articles - How to mark a pending order as paid - How pending payments are charged

Last updated on Jun 27, 2025

How to view and export total revenue reports for all classes

EOFY Reporting Made Easy: Generate Financial Reports in Minutes EOFY time doesn't have to be a headache. WeTeachMe allows you to quickly generate the financial reports you need, making your end-of-year reconciliation a breeze. Instructions: 1. Go to "Balance" under the Finance section in your dashboard. 2. Click on the options menu (three vertical dots) located next to the "Current Balance" amount in the table header. 3. From the dropdown menu, select "Export as CSV." 4. In the pop-up window that appears, tick the box for "Include Billing Information" if you need customer details in your report. 5. Leave the "Itemise each transaction" option unchecked. 6. Click on "Export" to download the file to your computer in CSV format. Note: In the CSV download, the "Items" column will provide class name, session, and ticket type information. Note that manual calculations may be required to obtain the desired information.

Last updated on Jun 27, 2025

How to enable GST in your listings

Streamline your accounting by enabling GST across all your listings or on an individual basis. Accurately applying GST (Goods and Services Tax) to your offerings is essential for compliance and clear invoicing. WeTeachMe allows you to efficiently manage GST settings, either globally for all your classes or individually for specific listings, ensuring your PDF Tax Invoices are always correct. To set up GST on your PDF Tax Invoices in WeTeachMe, follow these steps: 1. Go to "Add-Ons" in your Settings. 2. Set up your PDF Tax Invoice. 3. Within the "PDF Tax Invoice" configuration, enable GST across all your listings by ticking the corresponding box. 4. Save your changes. Once saved, GST will automatically be applied to all your existing and future listings. Alternatively, if you prefer to apply GST only to specific listings, you can manage this setting on a per-listing basis. For instructions on how to enable or update GST for individual listings, please refer to the article: How to update your ticket prices with GST?

Last updated on Jun 27, 2025

How to update your ticket prices with GST

Apply Goods and Services Tax (GST) to specific class listings and ensure accurate invoicing. If you only need to apply GST to certain classes rather than all your offerings, WeTeachMe allows you to activate this setting on an individual listing basis. This ensures that your ticket prices correctly reflect GST and that your customers receive compliant tax invoices. https://www.loom.com/share/48bc6124492b4ed0b4c6ba9347745ed8?sid=a2413919-8ac7-495a-b088-e45f236afca1 Follow these steps to activate GST for a particular class listing: 1. Go to "Listings" in the Listing Management section of your dashboard. 2. Select the specific class you want to edit. Click on "Edit Listing" (pencil icon) to open its details. 3. In the Listing Info tab, scroll down to "Advanced Settings" and click the pencil icon. 4. From the options provided, enable "Activate GST" by ticking the corresponding box. 5. Click "Save" to apply this change to the listing. Once enabled, your invoices generated for bookings on this listing will automatically display the GST amount as part of the ticket price. When you are creating or updating tickets for this listing, always indicate the GST-inclusive amount. WeTeachMe will then automatically calculate and display the GST component separately on invoices and receipts. Related Articles - How to enable GST in your listings

Last updated on Jun 27, 2025