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Let parents register once and book for their children

A parent registers once and manages lessons for one or more children, who
need no login of their own. A child is a real wp_users row with the student
role but no usable login — so student_id keeps meaning "a WordPress user"
on every table, and booking, credits, policies and enrolments work unchanged.
A us_guardians link table maps guardian to child.

The signup form gains a parent/guardian tick that reveals a block per child,
with the account-signup questions asked per child rather than per guardian
— they describe the student, not the account holder. Signup policies are
recorded once per child with the guardian as the acceptor, which is the
record that actually means something. A family that half-creates is rolled
back entirely rather than leaving a guardian who cannot re-register.

The booking and enrolment forms gain a "Who is this for?" picker listing
children first, so the default selection is never the parent — booking for
the wrong child is correctable, quietly billing a parent for their kid's
lesson is not. POST /bookings and POST /enrollments take an optional
student_id honoured only for that child's guardian; anything else is a 403.
That check is the authorisation boundary of the feature.

Payments and credits gain a payer: the charge names the child it was for and
the guardian who owes it, so per-child reporting is unchanged while notices,
receipts and the payment step reach the parent. Credit is held by the payer,
so one child's cancellation can settle a sibling's charge, and the daily
billing scan sends a guardian one notice covering every child.

Closes #132

Co-Authored-By: Claude Opus 5 <[email protected]>

2026-07-29 16:07:52 -03:00

6.2 KiB

Raw Blame History

Feature: Scheduled Billing (weekly / monthly)

Overview

Two offering billing modes defer payment past registration and generate pending payments on a recurring schedule:

weekly — one payment per lesson, due 24 hours before that lesson.
monthly — one payment per calendar month, due on the 1st, covering every lesson that falls in the month. A private lesson's fee is per lesson, so the month costs (#lessons) × fee. A group class's fee is per month: the class is billed that fee once for the month, however many times it meets in it.

Both apply to private lessons and group classes. At registration the booking/enrolment succeeds with payment: null (no payment step); the lesson is confirmed / the enrolment stays active immediately. Payments are created later by a daily WP-Cron scan, and the student is emailed one consolidated notice per scan. Collection uses the existing rails (e-transfer confirmed by the studio admin, or card) — there is no automatic card charging.

The daily scan — `Payment\ScheduledBillingRunner`

Hooked to the WP-Cron action us_generate_due_payments (scheduled daily by Installer, cleared on plugin deactivation). run() is self-healing: it re-derives everything due from current ledger state each run, so a missed day is simply picked up next time. Every payment is created through PaymentService::createForRegistration (HST, method resolution, e-transfer freezing, comp auto-pay reused) with a due_date and period_key set.

The four generation cases

Source	When it bills	Amount	Dedup
Private weekly	lesson `start_dt` ≤ now + 24h	1 × fee	`us_lessons.payment_id` set on the lesson
Private monthly	the lesson's month's 1st ≤ today	(#lessons in month) × fee	`payment_id` set on every lesson in the month
Group weekly	session (from `Offering::sessionWindows()`) − 1 day ≤ now	1 × fee	`us_payments.period_key` = session date
Group monthly	the month's 1st ≤ today	1 × fee (a monthly class is priced per month, not per session)	`period_key` = `YYYY-MM`

Private lessons dedup on us_lessons.payment_id IS NULL — a lesson with no payment is unbilled. A monthly group links its earliest lesson via createForRegistration and the runner points the remaining lessons at the same payment.
Group enrolments (one row per whole term) dedup on period_key via PaymentRepository::existsForPeriod(), since one enrolment maps to many periodic charges.
Only offerings with a positive price are billed; cancelled lessons are excluded, so a lesson cancelled before its payment is generated is simply never billed.

Late bookings charge at booking time

A single scheduled lesson booked after its due date has already passed is charged at booking instead of deferred (BookingEndpoint::scheduledDueHasPassed): an extra monthly lesson added to a month that was already billed (its 1st has arrived), or a weekly lesson booked within 24 hours of the session. These create a normal at-registration payment (no due_date), so the fee is collected once, at booking, and never billed late by the scan. This applies only to single bookings — a weekly reservation series always defers, each lesson billed by the scan on its own schedule.

Notification — `Payment\PaymentDueMailer`

As the runner creates each pending payment it appends an itemised line to that student's notice bucket; after all cases run it sends one email per student with a line per item (label · due date · amount) and a grand total, plus the e-transfer destination(s). A student billed for several lessons on one day is emailed once, never per lesson. Comp payments (auto-paid) are not bucketed.

Notice batch (lump-sum reconciliation)

All the payments in one student's notice are tagged with a shared notice batch reference (us_payments.notice_batch, PaymentRepository::assignNoticeBatch), which is printed on the email so the student can quote it. In the Payments admin queue those payments are shown grouped under that reference with a combined lump-sum total (PaymentController::groupPending), so when one e-transfer arrives for the whole notice the admin can see exactly which pending payments — and therefore which bookings — it covers. Each is still confirmed individually with Mark received. Legacy at-registration payments have no batch and appear on their own.

Cancellation

Scheduled payments are never auto-voided. PaymentService::voidPending acts only on legacy at-registration payments (! Payment::isScheduled()), so cancelling one lesson never voids a shared monthly charge, never refunds, and never rebills.

Cancelling a lesson that was already paid credits the student one lesson's share of what they paid (PaymentService::creditForCancelledLesson), and the next scan applies that credit against their due charges before emailing the notice (PaymentService::applyCredits). See credits.md for the full model.

Implementation

Runner: Unsupervised\Schedular\Payment\ScheduledBillingRunner
Notice email: Unsupervised\Schedular\Payment\PaymentDueMailer
Finders: Booking\BookingRepository::findUnbilledScheduledLessons, GroupClass\EnrollmentRepository::findActiveByBillingModes
Dedup: Payment\PaymentRepository::existsForPeriod
Session windows: Offering\Offering::sessionWindows
Cron scheduling: Installer::scheduleBilling; cleared in unsupervised-schedular.php deactivation hook.

Tests

tests/Unit/Payment/ScheduledBillingRunnerTest.php
tests/Unit/Payment/PaymentDueMailerTest.php
tests/Unit/Payment/PaymentRepositoryTest.php (existsForPeriod, due_date/period_key)
tests/Unit/Payment/PaymentServiceTest.php (voidPending skips scheduled)
tests/Unit/Booking/BookingEndpointTest.php / tests/Unit/GroupClass/EnrollmentEndpointTest.php (deferred payment)

One Notice Per Family

Charges are bucketed by payer, not student, so a guardian gets a single notice covering every child rather than one email per child. Each line names the student it is for when that is not the payer ("Ada: Piano Lesson — Mar 3, 2026"), and account credit is applied across the whole bucket from the family balance. See parent-guardian-accounts.md.

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