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.
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team has context for why the credit was given — for example, "Makeup credit for missed class on 3/15" or "Refund from withdrawn student."

Viewing Credits

Click the Credits chip on the student's detail page to open their credits. Each credit shows its type, value (e.g., "60 min" or "$50.00"), received date, expiry date (if set), any description, and a status:

• Unused — Available to be applied
• Reserved — Held for a scheduled make-up lesson (a Release button returns it to Unused)
• Applied — Already used
• Expired — Past its expiry date

The credits drawer also has a Max make-up credits setting — a per-student cap on how many make-up credits the student can hold.

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 against the student's invoices when invoices are generated.
• 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. This marks the credit as 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 deleted — reserved, applied, and expired credits stay in the student's history.

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.

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.