Purpose
Monitor student enrollment, schedules, and billing in Playground so recurring charges, due dates, and guardian notifications match client-provided instructions.
Owner: Assigned Virtual Assistant or Project Manager, with Success Coach oversight as needed.
Procedure
1. Access the correct account
Use the approved password manager to sign in to Playground. Confirm the correct client/center account before making any change.
2. Locate the student
Search for the student’s full name and open the correct profile. Confirm the profile and billing history before proceeding.
3. Create the billing charge
Open the Billing tab, choose Billing Actions → Create Debit, and select the correct billing option. Enter the amount from approved client data.
Set the charge to recurring, with the correct start and end dates, and set the frequency to weekly.
4. Set invoice timing
• Set the first invoice date before the student’s start week and on the required weekday.
• Set the due day according to the client’s instructions.
• Do not change a default end date unless the client explicitly instructs you to do so.
5. Add and notify
Select Add Item, review the charge, and choose Next: Notify Guardian. Select the correct guardian email and complete the notification.
Quality Check
Before closing, verify:
• Correct student and account
• Amount matches client instructions
• Charge is recurring and weekly
• Start/end dates are correct
• Invoice and due dates are correct
• Guardian notification was sent
Never assume an amount or date. Stop and escalate when client instructions are missing or unclear.