đ Tap to Pay is rolling out gradually and may not be visible in your account yet. To make sure you're ready when it arrives, confirm you're using a supported device.
Once Tap to Pay is set up on your device, collecting a payment takes just a few steps. You'll select the payer, confirm the amount, and turn the device to the family to tap their card. The whole flow is driven by an Administrator up until the card tap.
To know before collecting payments
Whoever pays the bill must already be listed as a payer on the child's brightwheel account. They don't need a saved payment method on file.
If your school passes service fees to payers, those fees will be included in the payment amount you enter during Tap to Pay.
Tap to Pay is only available on Admin accounts. It is not available for Staff and in Kiosk or Room Device Mode.
Collect a payment
How it works
When collecting a payment from a family, you can choose how to apply the payment to invoices: Oldest or newest invoice first, or no application (payment will appear as an available credit on the account).
When making a payment, you'll also see the payer's current balance and past-due amounts for reference.
đĄ For a walkthrough of the family experience, share our Make a payment with Tap to Pay guide with payers.
Steps to collect a payment
Log in to an Admin account on the app
From the Administrator Home screen, select Tap to Pay
Select the payer or search by child name
Enter the payment amount and choose how to apply it to invoices
Tap Collect payment, then turn the device towards the family to tap their payment method
A success message will appear when the payment goes through. You can then collect another payment or return to the Administrator Home screen.
What happens after a payment
Once a payment is successfully collected:
The family receives an emailed receipt immediately
The payment appears in both the admin and payer view right away
If the payment fails
There are two types of failures to be aware of:
Tap error | If the card doesn't read correctly, the app will show an error and prompt you to try again. |
Payment declined | If the payment is declined after the tap (for example, due to insufficient funds or a bank rejection), it's treated like any other failed card payment. Both you and the payer will receive a notification, and the failed payment will appear on the child's account.
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The payer can still make a payment in their brightwheel account if they'd like, or contact brightwheel Support for assistance.
FAQs
For more help, see Tap to Pay FAQs.
For payers with multiple children, how should I collect payments?
For payers with multiple children, how should I collect payments?
If a payer is linked to multiple children, you can collect a payment for all of them in one transaction or collect payment for just one.