Payments & Gateways
Configure WiPay, Stripe, and manual Bank Transfer verification. Automate online checkouts, fee structures, and offline student slip reconciliation.
Overview
Studio Management PRO provides a versatile, multi-currency financial infrastructure designed specifically for studio academies. You can collect payments online through local Caribbean gateways (WiPay), process international cards (Stripe), and reconcile direct Bank Transfers with automated proof-of-payment verification.
---1. WiPay Integration (Caribbean Multi-Currency Standard)
WiPay is the primary gateway for studios operating in Trinidad & Tobago, Jamaica, Barbados, Guyana, and the wider Caribbean. It allows students to pay for class packs, memberships, and recital fees using credit cards, local debit cards, or WiPay vouchers.
How to Configure WiPay:
- Navigate to Settings → Payments & Gateways in the Admin Sidebar.
- Locate the WiPay Integration card and toggle it to Enabled.
- Enter your WiPay Account Number (provided in your WiPay Merchant Dashboard).
- Paste your WiPay API Key (stored in encrypted vault storage).
- Choose your Environment:
Sandbox: For staging tests and dry-run checkouts with test card numbers.Live: For production payment processing in real-world currency.
- Select your default billing currency (e.g.,
TTD,USD,JMD,BBD). - Click Save Gateway Settings.
Fee Structure Options:
Merchant Absorb (Default)
The studio covers the standard WiPay gateway transaction fee. The student pays the exact listed price on your portal with zero surprises at checkout.
Customer Pay (Surcharge)
The gateway processing surcharge (typically 3.5% + $0.25) is calculated and dynamically added to the invoice total during checkout.
When a student completes payment on WiPay, our server automatically receives the Instant Payment Notification webhook. The student's account is instantly credited with the class pass, attendance limits are unlocked, and a PDF receipt is dispatched via email without requiring manual staff intervention.
2. Stripe Integration (International Credit Cards)
For studios catering to international students or offering recurring monthly membership subscriptions, Studio Management PRO supports direct Stripe Connect integration.
- Automated Recurring Memberships: Automatically charge monthly tuition on a set billing cycle date.
- Apple Pay & Google Pay: Fast 1-tap mobile checkouts for students on iOS and Android devices.
- Multi-Currency Settlement: Accept payments in USD, CAD, GBP, EUR, and 135+ global currencies with automated bank payouts.
3. Unified Bank Transfer Approvals Workflow
In many markets, students prefer direct online banking transfers, wire deposits, or in-branch counter deposits. Studio Management PRO provides a centralized Bank Transfer Approvals Hub (/dashboard/payments/bank-transfers) that consolidates all incoming transfer slips across three distinct streams:
1. Class Bookings
Workshop, masterclass, or session reservations booked via bank transfer. Approving confirms the roster spot and activates attendance credits.
2. Store / Shop Orders
Merchandise, uniforms, class passes, and digital products checked out via offline transfer. Approving provisions passes and marks orders fulfilled.
3. Debt & Arrears Proofs
Students or parents settling historical tuition balances by uploading deposit slips. Approving wipes the debt ledger balance to $0.00.
What Happens When an Arrears Transfer Is Approved:
- Transaction Completed: The pending verification sale is marked
status: 'completed'and recorded in your Financial Reports. - Account Balance Cleared: The student's
balanceandtotalArrearsCentsare instantly cleared down to $0.00. - Parent Household Sync: If the student has a linked parent profile, the parent's aggregated family debt is also automatically reduced.
- Debt Ledger Reconciliation: Matching arrears records are updated to
status: 'paid'with timestamp and audit reference. - Kiosk & Portal Unlocked: Kiosk check-in warnings and portal overdue banners are instantly dismissed in real time.
4. Invoices, Receipts & Audit Logs
Every transaction processed—whether through WiPay, Stripe, Cash, Linx, or Bank Transfer—generates an immutable digital receipt.
- Custom Studio Branding: Your logo, primary address, contact phone, and custom receipt terms (e.g. NO REFUND) are displayed prominently.
- Itemized Transparency: Receipts clearly indicate whether a purchase was for a class pass, merchandise, or an Account Arrears Settlement.
- Historical Audit Log: Switch between Pending and History tabs with filters for
All Status,Approved, andRejected.