Credits & Scholarships

Conductly provides two distinct ways to offer financial flexibility to your students: credits for make-up lessons or refund alternatives, and scholarships for tracking school-paid tuition aid. Both are managed from the student detail page.

Credits

Credits are used to compensate students for lessons they miss, cancel, or are due a refund for. There are two types of credit, each tracked differently.

Credit Types

• Make-up Lesson — A credit for a specific lesson duration (for example, 60 minutes). When the student books a make-up lesson, this credit is applied. Make-up credits track minutes, not dollar amounts, so they stay valid even if the lesson rate changes later.
• Refund — A credit for a specific dollar amount. Use this when a student is due money back but you'd rather apply it as a credit than process a refund.

Assigning a Credit

1. Open the student's detail page.
2. Choose Assign Credit from the page's context menu.
3. Choose the type: Make-up Lesson or Refund.
4. Enter the value:
   • For Make-up Lesson, pick a duration preset (15, 30, 45, 60, or 90 minutes) or enter a Custom Duration (minutes).
   • For Refund, enter the Refund Amount ($) (for example, $50.00).
5. Optionally fill in:
   • Description (Optional) — context for why the credit was given.
   • Expiry Date (Optional) — credits without an expiry date never expire. You can also check Expires at end of the current semester to set the expiry to your current semester's end date automatically. For a Make-up Lesson credit, this field is pre-filled using your school's Make-Up Credits Expire After setting when one is set — still editable, and cleared automatically if you switch the type to Refund.
6. Click Assign Credit.

tip

Add a description when issuing credits so your team has context for why the credit was given — for example, "Makeup credit for missed class on 3/15" or "Refund from withdrawn student."

:::info Instructor access By default only Owners and Admins can assign credits. An owner or admin can grant instructors a limited version of this from Settings > Team's Give make-up credits toggle: instructors can give a Make-up Lesson credit (never a Refund), either one at a time here or in bulk from the calendar's List view, but can't edit, delete, apply, or release a credit, or change a student's Max unused make-up credits cap. See Instructor Permissions. :::

If your school has set a make-up credit limit (Settings > Calendar), this drawer shows how many of that student's make-up credits have been received in the window before you assign a new one. Trying to assign one past that window limit, the student's own Max unused make-up credits cap, or -- if the student has no cap of their own -- your school's Max Make-Up Credits Held default, is blocked with an error explaining why.

Viewing Credits

Click the Credits chip on the student's detail page to open their credits. Each credit shows its type, value, received date, expiry date (if set), any description, and a status:

• Unused — Available to be applied. A Refund credit that's been partly spent stays Unused and shows its remaining balance against the original amount, for example "$135.00 of $300.00" — its value only reads as a plain dollar amount once nothing has been spent from it yet.
• Reserved — Held for a scheduled make-up lesson (a Release button returns it to Unused)
• Applied — Already used. A Refund credit reaches this status only once its full amount has been spent.
• Expired — Past its expiry date

The credits drawer also has a Max unused make-up credits field — a per-student cap on how many make-up credits the student can hold unused at once. Leave it blank to use your school's limit: if your school has set Max Make-Up Credits Held in Calendar Settings, the field's placeholder reads "School default: N" and its helper text names that limit; otherwise the placeholder reads "No limit". A student's own value here always overrides the school's. Separately, your school can cap how many make-up credits a student may receive within a rolling window of days, in any status — see Limit Make-Up Credits Per Student. All of these are independent: a student who spends credits as fast as they receive them stays under the holding caps but can still hit the window limit.

When your school has set a receive-window limit or a default expiry for automatic credits, the drawer also lists them read-only under School rules, so you don't need to check Calendar Settings separately to see what applies.

A make-up credit can also carry an expiry date, either one you type when assigning it by hand, or one set automatically for credits Conductly issues on its own — see Make-Up Credits Expire After. An expired credit can't be reserved or applied, and no longer counts toward either holding cap above.

Where Make-Up Credits Come From

Besides assigning one by hand, Conductly can issue make-up credits automatically:

• A family cancels through the family portal. The cancelled lesson is recorded as Missed (with notice) or Missed (no show) depending on how much notice the family gave, and whether that earns a make-up credit follows your Lesson labels policy for that label — see When a Family Cancels.
• Staff mark a lesson Missed (no show) or Missed (with notice) on the calendar, if your school's Lesson labels policy issues a credit for that label. This is off by default. See Calendar Settings.

Both paths honor the student's make-up credit holding cap and the school-wide window limit the same way a manually assigned credit does. If any cap is reached, the credit is skipped and no one is notified — check Limit Make-Up Credits Per Student and Max Make-Up Credits Held for how those work.

How Credits Are Applied

• Make-up Lesson credits are applied when a make-up lesson is scheduled for the student with a matching duration. While the lesson is upcoming the credit shows as Reserved; once used it becomes Applied.
• Refund credits are applied automatically as invoices are generated, up to whatever's left on the credit — a single credit can cover part of one invoice and carry the rest forward to the next. Each invoice only takes what it needs: a $300 credit applied against a $165 invoice leaves $135 available for the student's next invoice. The credit stays Unused (showing its remaining balance) until it's fully spent.
  • If a credit-covered invoice is later voided or deleted, or the credit's line is removed from a still-Draft invoice, the spent amount is returned to the credit and its status reopens to Unused if it had reached Applied.
• You can also apply any unused credit manually: hover over it in the credits drawer, click the check icon, optionally add a note, and click Use Credit. Unlike automatic application to invoices, this always spends the credit's full remaining value at once and marks it Applied.

Editing or Deleting a Credit

Unused credits can be edited or deleted from the credits drawer:

1. Open the student's credits via the Credits chip.
2. Hover over an Unused credit to reveal its actions.
3. Click the pencil icon to edit the credit, or click the X icon to mark it for deletion. You can mark several credits at once.
4. Click the Delete Credits button at the bottom of the drawer to confirm.

Only unused credits can be edited or deleted — reserved, applied, and expired credits stay in the student's history. A Refund credit that's been partly spent still shows as Unused and its remaining amount can still be edited, but it can no longer be deleted or have its type changed to Make-up Lesson once any part of it has been applied to an invoice.

Scholarships

A scholarship is an amount the school pays on behalf of a student. When a scholarship is assigned, Conductly records a scholarship payment on every eligible invoice the student generates. The student pays the remainder. Each student can have one scholarship.

note

Scholarships are not discounts — they're a way to track what portion of a student's tuition is being covered by financial aid the school provides. The student sees their invoice with a scholarship payment applied, and pays what's left.

Scholarship Types

Conductly supports three scholarship types, each with different semantics:

• Full Scholarship — The school covers 100% of the student's tuition. The student pays nothing. Invoices are automatically marked as paid by the scholarship payment.
• Percentage Based — The school covers a percentage (e.g., 50%) of the student's tuition. The student pays the rest.
• Fixed Amount — The student pays a fixed amount each billing cycle (e.g., $50/month). The school covers any remaining amount above that. Useful when a school wants to set a flat "student contribution" and cover everything else.

Assigning a Scholarship

1. Open the student's detail page.
2. Choose Assign Scholarship from the page's context menu.
3. Pick the scholarship type:
   • Full Scholarship — no additional value needed.
   • Percentage Based — enter the percentage the school will cover (e.g., 50 for 50%).
   • Fixed Amount — enter the amount the student will pay each cycle (e.g., 50.00 for $50/month). The school covers the rest.
4. Save.

From that point on, any invoice generated for the student will include a scholarship payment showing how much the school is covering. The invoice total shown to the family is what they owe after the scholarship is applied.

:::info Instructor access Assigning, editing, or removing a scholarship is Owner/Admin only -- unlike make-up credits, there's no toggle to grant this to instructors. An instructor can still see a student's Scholarship badge and their Scholarship Information as long as your school leaves Hide billing off (Settings > Team > Instructor permissions > What instructors can see) -- that toggle hides the scholarship along with invoices, balances, and payments, so turning it on hides the badge and panel from instructors too. Where they can see it, both are read-only: the "Assign Scholarship"/"Edit Scholarship" menu item never appears on an instructor's context menu. :::

Viewing Scholarship Activity

Scholarship payments appear in the Payments list with payment method Scholarship. They're also aggregated in the Scholarships report under Reports → Financial, which shows total scholarship amounts by student, period, or program.

Updating or Removing a Scholarship

1. Open the student's detail page.
2. Choose Edit Scholarship from the context menu (this replaces "Assign Scholarship" once a scholarship exists).
3. Change the type or value and save, or click the Remove Scholarship button in the drawer to end the scholarship.

Changes take effect on future invoices. Existing invoices are not modified.

Credits vs. Scholarships

Feature	Credits	Scholarships
What it is	Compensation for missed lessons or refunds	Tracking of school-paid tuition aid
How it's tracked	By duration (minutes) or dollar amount	By percentage or fixed amount the school covers
When it applies	When a matching lesson is booked or invoice is generated	On every invoice automatically
Duration	Until used or expired	Until updated or removed
Best for	Make-up lessons, refund alternatives	Financial aid, teacher-child tuition waivers

tip

You can use credits and scholarships together. For example, a student on a 50% scholarship who misses a lesson might also receive a make-up credit for that missed session. The two systems work independently.