🔒 To assign and manage bill payer tags, you'll need the Assign or Manage bill payer tags permissions
Bill payer tags help you label and organise bill payers at your setting. They make it easier to manage payments, track special arrangements, and ensure you're sending reminders to the right people.
What Are Bill Payer Tags?
Bill payer tags allow you to categorise bill payers based on their payment arrangements or account status. For example, you might use tags such as:
Payment plan
Do not chase
Student payer
Instead of tracking this information in notes or spreadsheets, you can apply tags directly to bill payer profiles and then filter by them in the Debt collection report.
Create and Manage Bill Payer Tags
How bill payer tags are created and managed depends on whether your nursery operates as a single site or part of a wider organisation, as well as the permissions assigned to your staff.
Staff with the Manage bill payer tags permission can create, edit, and delete bill payer tags.
Staff with the Assign bill payer tags permission can apply tags to bill payers, but only after the tags have been created by someone with the manage permission.
If tags have been created and assigned, any staff members who have access to bill payer balances and Debt collection can see those tags on a bill payer's profile and use them to filter results within Debt collection.
For Single-site Nurseries
If your nursery is not part of an organisation, you can manage tags directly. To create a bill payer tag:
Go to Settings → Finances → Bill payer tags
Click New tag
Enter the tag name
Click Save changes
The tag will be available immediately when viewing bill payer profiles.
Edit a tag
Click the tag name
Make your changes
Click Save changes
All bill payers using this tag will be updated straight away.
Delete a tag
Click the bin icon next to the tag
Confirm deletion
The tag will be removed from all bill payers.
💡 Once a tag has been deleted, you won't be able to undo the deletion. So make sure to double-check when deleting tags!
For Nurseries in an Organisation
If your nursery is part of an organisation, bill payer tags are managed at the organisation level. This means all nurseries within the organisation will use the same set of tags.
If you’re an organisation admin
Go to Organisation settings → Bill payer tags
Click New tag
Enter the tag name
Click Save changes
Any changes will apply immediately across all nurseries in the organisation.
If you’re a manager for a nursery that's part of an organisation
You can view available tags at Settings → Finance → Bill payer tags
You can’t add, edit, or delete tags
If any changes are needed, you'll need to reach out to your organisation admin.
Add Tags to a Bill Payer
Once tags are set up, you can apply them to individual bill payers.
To add tags:
Head to a child's profile and go to the Bookings tab
From here, click on the bill payer’s name to open their bill payer profile (alternatively, you can use the search function to find the bill payer directly)
Find the Tags section
Select the tags you want to apply
Tags are saved automatically, and you can apply multiple tags to a single bill payer.
Use Tags in the Debt Collection Report
Bill payer tags appear as a column in the Debt collection report, making it easy to see payment arrangements at a glance. To filter by tags:
Go to Finances in your sidebar and click on the Debt collection tab
Click on Add filter and select Tags
Select one or more tags
The report will be updated to show only bill payers with those tags
This is especially useful when sending payment reminders, as you can exclude bill payers who shouldn’t be contacted, such as those on payment plans.
💡 Bill payer tags are available in the new Debt collection report