Assigning Recurring Payment Plans to Applicants

Introduction

To ensure each applicant is linked to the correct fee structure for accurate tracking and timely collections, assigning them the appropriate payment plan is necessary. This guide outlines the step-by-step process to assign payment plans to applicants.

How to assign payment plans to Applicants?

There are three methods of assigning the plan:

From Collexo Institute Portal
- Through Applicant records
- Through Bulk Upload
From your ERP /Education CRM / Enrollment Cloud

From Collexo Institute Portal

Applicant Records

You can assign payment plans to the applicants from the Applicant Records Page. To navigate to the page, you need to follow these steps :

Navigation

From the menu, select Applicant Data.
Click on Applicant Records to open the Applicant Records Page.

Single upload

Assign payment plan to a single applicant : You can assign payment plan to a single applicant by performing the following steps:

Click on "Add Plan Details" : You’ll find this option next to the applicant’s details, or you can access it by clicking the action button of the record you want to add.

Payment plan and fee head selection for bulk upload in Collexo

Fill in the Required Details:
- Payment Plan: Displays the name of the selected payment plan
- Applicant Name: Displays the selected applicant’s name.
- Currency: Select the currency in which you want to collect the fees from the available dropdown options.
- Installments: Choose the number of installments in which the student will pay the total fee amount.
- Add Due Date: You can enable this toggle to send reminders or collect late fees for each installment.
- For each installment, fill in the following details:
- Installment Name: Enter the installment name (e.g., "Semester 1") which is to be shown to the student .
- Select Fee Heads: Choose applicable fee heads for the installments .
- Amount: Enter the amount you wish to collect corresponding to the selected fee head.
- Start Date: Set the date from which the applicant would be able to pay the installment.
- Due Date: Set the due date for the installment. This field is visible only if the “Add Due Date” toggle is enabled.
- End Date: Define the last date for the applicant to pay
If you wish to collect surcharges, you can add them to the installments.
You can review the Total Amount to be paid by the applicant for the Payment Plan.
Use the toggle to enable or disable the payment plan for the applicant.
Click Submit to save the plan.

Bulk upload file and record action settings in Collexo

Bulk Upload

This option would be suitable if you want to assign payment plans to multiple applicants at once.
To navigate to Bulk Upload, go to “Manage Applicant Records” and click on "Add Applicant"

Column mapping for a recurring payment plan upload in Collexo

Choose bulk upload as the upload type.

Recurring payment plan assignment form in Collexo

After choosing Bulk Upload, you need to specify the type of data you are uploading:
Only Fields Data: Use this to upload data for custom fields that have been enabled in the Manage Fields Page.
Only Plan Data: Use this to upload only payment plan details
Both Plan & Fields Data: For uploading both custom field data and payment plan details together, use this option.

Plan data upload type selection in Collexo

Upon selection, you need to fill in the following Plan details :
- Payment Plan: Select the plan for which you are uploading the details.
- Fee heads: Choose applicable fee heads for the installment breakup.

Bulk Upload option for applicant payment plans in Collexo

You can download a sample file containing all the necessary data points for easy upload in the next steps.
Select from the dropdown whether to “Add New Records “ or “Update Existing Records”.
You can review the year for which the data is being uploaded.

Add Applicant action for bulk payment plan assignment in Collexo

Once you complete these steps, proceed to map the columns.
- Mapping Columns
  - Map the columns from your uploaded file to the corresponding fields.
  - Any unmapped columns will not be imported.
  - Click Submit to upload the file.
  - Note : To send reminders and collect late fees on installments, map the column “Add due date “ . This must have either “True” or “False” as its values .
  - On submit, you will be redirected to the Upload Logs page, where you can track the status of your uploaded data.
  - You can verify the uploaded records from the Applicant Records page.

Add Plan Details action for an applicant in Collexo

From your ERP /Education CRM / Enrollment Cloud

You can add applicants via Collexo APIs. To know more about it, you can refer to this link.

Conclusion

With this, you can now assign payment plans to applicants seamlessly on Collexo whether individually, in bulk, or through integrated systems ensuring a structured, timely, and applicant-friendly fee collection process tailored to your institution’s workflow. By aligning each applicant with the correct installment structure, you streamline fee tracking, automate reminders, and manage collections efficiently while providing students with a flexible, transparent, and hassle-free payment experience.