Adding Credit Card Details to Client Profiles

If you’re using our Stripe Integration, you can add credit cards to your clients' profiles that can be used to process invoice payments on their behalf. There are multiple methods that can be used to add credit cards and you can refer to each method below:

Method 1

If you enable user accounts for your clients (see Enabling User Account Access), your clients can login to Teachworks and then follow the steps below:

1. Click on "Billing" and then click on "Credit Cards".
2. Click on the "Add Credit Card" link.
3. Fill out the "Add Card" form and then click on "Save Card" to submit the form and add the credit card to their profile.

Method 2

If you enable user accounts for your clients (see Enabling User Account Access), your clients can login to Teachworks and then follow the steps below:

1. Click on "Billing" and then click on "Transactions".
2. Click on the Invoice Number or an invoice that is not paid for yet.
3. Click on the "Pay Online" button at the bottom of the invoice.
4. Enter the billing details and then click on the "Save as Default Card" checkbox.
5. Submit the form to make the payment and save the credit card.

Method 3

If you have the "Display 'Save Card' Option on External Invoices" option enabled in the Stripe Integration's settings (and the "Hide 'Pay Online' Button from Clients" setting disabled), clients will have the option to save their credit card details when paying an invoice through the link they'll receive in the "New Invoice" email.

Method 4

If you have the “Charge & Manage Credit Cards on Behalf of Clients” setting enabled in the Stripe Integration's settings, you can add credit card details to their profiles by following the steps below:

Adding Credit Cards to Family Profiles

1. Click on "Students" and then click on "Families".
2. Click on a name in the "First Name" or "Last Name" columns.
3. Scroll down to the "Payment Details" section.
4. Click on the "View & Manage" link next to the "Credit Cards" field.
5. Click on the "Add Credit Card" link.
6. Fill out the "Add Card" form and then click on "Save Card" to submit the form and add the credit card to their profile.

Adding Credit Cards to Independent Student Profiles

1. Click on "Students" and then click on "Students".
2. Click on a name in the "First Name" or "Last Name" columns.
3. Scroll down to the "Billing Details" section.
4. Click on the "View & Manage" link next to the "Credit Cards" field.
5. Click on the "Add Credit Card" link.
6. Fill out the "Add Card" form and then click on "Save Card" to submit the form and add the credit card to their profile.

Method 5

You can collect credit card details for new clients when they sign up by creating a Custom Form using the Custom Forms Add-on and including the "Credit Card Fields" option on the form.

NOTE: When credit card fields are included on Custom Forms, they are a required field so the client will need to include them before they can submit the form.

Method 6

You can use the Custom Form Invitation Add-on to send Custom Form Invitations to your clients that already have profiles if you would like them to add their credit card details.

NOTE: Clients can remove credit cards from their profiles by clicking on the "Remove" option. However, they are not able to remove the default card. Only the Administrator is able to remove the default credit card from a client's profile.

Is it Secure?

Stripe is one of the leading payment processors in the world and they place a high level of importance on security. You can find more information about Stripe's security here: https://stripe.com/docs/security/stripe

Stripe has a unique tokenization feature that ensures that no credit card information is ever stored on our servers. When a client submits credit card details or if you submit it on their behalf, that information is sent directly to Stripe and a unique token is created and returned to our server. The transaction is then processed using the token, which then expires once the transaction has been completed.