Attendance-based billing allows administrators to charge parents based on how long their student was in attendance each day, using their check-in and check-out data.

These charges can be billed per minute, per hour, or per full or half-day, and allows centers to more easily accommodate part-time or drop-in students; before or after school care services; or to assess late or early drop-off fees.

Administrators can set up their attendance rules in advance in the Billing Library, and then process those charges on a regular basis, quickly adding attendance fees to a student's account.


Table of Contents


Creating an Attendance Charge

From the Library in the Billing tab on the web portal, Admins can create new Variable Charges for their attendance billing use cases. Admins will enter a Charge Category, Description, Room(s) [can select one or all], Days of the Week, Rate, and Time. They can then click Save when all information is completed to add the new Variable Charge to the library. Admins can create more than one Variable Charge.

Please Note: Updating a variable charge rule from the library at a later date will not affect charges that have already been processed.


Processing Attendance Charges

With the Variable Charges created in the Library, Admins can now bill students whose check-in / check-out records meet the criteria of the Charges that were created.

To process Attendance Charges and bill students that have triggered these Charges:

  1. From the Create New drop-down on the Overview tab in Billing, choose Attendance Charge

  2. Select a date range for the time frame you want to process Attendance Charges for and check the boxes for the Charges you want to process, then press Review Students

    1. You can only process charges for the last two weeks of attendance data

  3. The Review Students screen will surface all students that met the criteria of your Charges in the time frame you selected; select the students you want to process charges for. You can also edit the Total Amount by pressing the pencil icon.

    1. Note: if you do not see a student listed here, it’s because their check-in, check-out records did not match the Attendance Charge criteria you defined when creating the rule in the Library; this could be due to an error in their check in or check out data. To fix attendance errors, see Fix Attendance Errors below.

    2. Note: it is possible that a single check-in, check-out record could trigger more than one of your Attendance Charge rules, so be sure to review all and process only the ones you want to.

  4. Once you have reviewed all charges, click Set a schedule when complete

  5. Choose “On Next Statement” to apply the charge to the student’s usual billing cycle, or “Immediately” to make the payment due right away

  6. Click Review to see an example of the new charge and then click Create charges to complete

Once an attendance charge has been processed and applied to a student account for a given charge and time period, it cannot be processed again.


Fixing Attendance Errors

If a student did not show up when processing Attendance Charges, it is likely because their check-in / check-out records did not match the criteria of the Attendance Charge rule you defined. This could also be due to an error in their attendance data. There are several places to view and fix attendance errors:

Within the Student’s Profile on Web

In the brightwheel web portal, you can edit attendance data by going to the student’s feed, searching for the check-in or check-out event, and then selecting edit to change the data.

If you forgot to log a check out from the prior day, you should delete that day’s check-in event, log a new check-in / check-out and then adjust the date/time of those newly created events to the day they need the log for.

If you logged a check in/out in the wrong room, you should delete that day’s attendance events, log a new check-in / check-out in the right room, and then adjust the date/time of those newly created events to the day they need the log for.

We highly recommend correcting errors from the web, as it is easiest and will show you exactly what has or has not been logged for a given day.

Within the Student’s Profile on Mobile

You can also edit check-in / check-out times on a mobile device or tablet using the brightwheel app. In a student’s feed, you can click the check-in or check-out event and select Change Time to update the time.

Similar to on web, you can delete a check-in or check-out event.

If you forgot to log a check out from the prior day, you should delete that day’s check-in event, log a new check-in / check-out and then adjust the date/time of those newly created events to the day they need the log for.

If you logged a check in/out in the wrong room, you should delete that day’s attendance events, log a new check-in / check-out in the right room, and then adjust the date/time of those newly created events to the day they need the log for.

Daily Attendance Report

From Reports and under the “Room Reports” section, choose the Daily Attendance Report. This report will not capture all errors, which is why we highly recommend making corrections from the Student Activity Feed on the web or mobile. You can learn more about the Daily Attendance Report here.

Read more about correcting check-in / check-out data here.


Modifying a Posted Attendance Charge

If an attendance charge was scheduled to post Immediately, this charge cannot be modified. If there is a mistake on a charge sent immediately, then the center should void the charge.

If an attendance charge was added to the next statement, then the charge can be deleted up until the statement posts. These charges will be added to the Pending charges section of the student’s billing account. Simply click the pencil icon to edit the charge.

Please Note: The amount of an attendance charge cannot be edited from the pending charge, if the rate provide was incorrect, the charge should be deleted and then recreated to reflect an accurate amount.

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