Fee reminders and defaulter lists

A defaulter is a student with an unpaid balance after the due date. You can list defaulters in several ways and send a reminder message to their families in one go.

Before you start

• Challans must have been created with due dates.
• To send messages, your institution needs an active SMS or messaging provider and enough message credit. SMS and WhatsApp availability varies by country and provider.
• You need permission for fee reports and for Send SMS under Fee. If you do not see these options, they may not be included in your plan or your role may not have permission; ask your administrator.

Steps

Set the reminder wording

1. Go to Fee > Fee Setting and open Defaulter SMS Template.
2. Write the message. Insert placeholders such as student name, father name, balance and month so each family sees its own figures.
3. Save.

Send reminders to defaulters

1. Go to Fee > Send SMS. The screen is titled Send SMS to Fee Defaulter Students.
2. Choose the Target: Students or Families.
3. Choose who counts as a defaulter: Full Defaulters (nothing paid) or Partial Defaulters (part paid).
4. Pick the fee category: All Fee Categories, Tuition Fee Only or Transport Fee Only.
5. Set the period with Upto Month and year, or a due-date cutoff, and optionally a Minimum Balance so small balances are left out.
6. Narrow by class or section if needed and review the list.
7. Under Send To, choose Father Mobile or Student Mobile, check the message and click Send SMS.

Print a defaulter list

1. Go to Fee > Reports.
2. Under the defaulter reports, open the one you need: Fee Defaulter Report, Class Wise Fee Defaulter Report, Month Wise Fee Defaulter Report, Head Wise Fee Defaulter Report or Family Fee Defaulter Report.
3. Set the filters and print or export.

Good to know

• Messages go only to families with a valid mobile number on record. Keep contact details current to avoid gaps.
• Sending to Families sends one message per family rather than one per child.
• Late fee fines, if switched on in Fee Setting, can be added to the next challan automatically. Tell families before you start using them.
• Families can also see unpaid challans and balances in the family portal, which reduces the need to chase by phone.
• Message delivery depends on your provider. Sent messages use credit even if a number is switched off.

Common questions

Can I send reminders before the due date?

The defaulter screen targets unpaid balances up to the period you choose, so set the period to include the current month to remind families early.

For an overview, see Fee Management.