How to Enforce Having a Payment Method

Enforce Primary Payment Method

This article explains how to configure payment method restrictions for families. These settings allow administrators to prevent parents from removing their primary payment method, ensuring that at least one valid payment option remains on file for active accounts.

Overview

By default, parents are allowed to remove all payment methods from their accounts. The Enforce Primary Payment Method setting helps centers ensure tuition collection by requiring parents to keep at least one payment method on file.

When enabled, parents cannot delete their designated "Primary" payment method unless they add a new one first.

How to Configure the Settings

To adjust these restrictions, you must have Administrator or Superadministrator permissions.

Go to Settings > Billing.
Select the Payment Methods tab.
Scroll down to the section titled Enforce Parent Payment Method (located below the Staff Autopay toggle).

You will see the following toggle:

Restrict Deleting Primary Payment Method

OFF (Default): Parents can remove all payment methods from their account at any time.
ON: Parents are required to keep at least one payment method on file. They will not be able to delete their Primary payment method. If this toggle is set to ON, you will also see an additional toggle (described below).

Allow Parent to Delete Primary Payment Method if Not Enrolled or No Charges

Note: This option only appears if the restriction above is turned ON.

OFF: Parents can never delete their primary payment method, even if they have left the center.
ON: The system checks the family's status. A parent can delete their primary payment method only if both of the following are true:
- The family has no children currently enrolled in programs.
- The family has no outstanding balance (all charges are paid or voided).

What the Parent Sees

When restrictions are enabled, the Parent Portal experience changes to prevent accidental or unauthorized removal of payment data.

Primary vs. Additional Methods: Parents can still delete secondary payment methods.
The Restriction: If a parent attempts to delete their Primary payment method, the "Delete" (trash can) icon will appear greyed out and unclickable.

If a parent hovers over or clicks the grey icon, they will see the following message:

"{Company Name} requires all accounts to have a primary payment method on file. Please add or select a different payment method to remove this one. If you would like to remove all your payment methods, please contact your center for support."

Administrator Override

These settings apply only to parents.

Administrators and Superadministrators retain full control over billing data. Regardless of how these settings are configured, an Administrator can always remove any or all payment methods for a family via the Administrative side of the app.

Frequently Asked Questions

Q: A parent wants to remove their card but the system won't let them. What should I do?

A: If the parent is adding a new card, instruct them to add the new card first and mark it as "Primary." Once the new card is Primary, the old card can be deleted. If the family is leaving the center, an Administrator can manually remove the card for them.

Q: Does this affect Bank Accounts (ACH) or Credit Cards?

A: This setting applies to all payment types.

Q: We enabled the restriction, but a parent was still able to delete their card. Why?

A: Check if you have the "Allow Parent to Delete... if Not Enrolled" sub-setting turned ON. If the parent has withdrawn their children and paid their balance, the system may have allowed the deletion based on this setting.