Crossover Pricing and Custom Fees

How Kolva bills an athlete who is on more than one team, and what happens when they also have a custom monthly fee.

What a crossover athlete is

A crossover athlete is on two or more teams that each have a recurring monthly fee. To count, a team's fee must be:

an active monthly fee for that team, not a draft
more than £0
currently in date (it has started and has not ended)

Weekly and termly fees, group fees and fees for all athletes don't count. Kolva finds crossover athletes automatically and lists them under Crossovers in the sidebar. There is nothing to switch on. Until you set a price, they pay the full fee for each team.

Setting a crossover price

Click Crossovers in the sidebar
Find the athlete and type their total for the month in the Monthly Price box
Press Enter or click away to save. The athlete's row shows what they'll pay
To go back to full price, click the cross next to the price (or leave the box blank)

The crossover price is the athlete's total for the month across all their teams:

It is billed as one invoice on their most expensive team. Their other teams' monthly invoices are not raised
It is capped at full price, which is the sum of the team fees. A price never makes the month dearer
Sibling, multi-team and any other discounts are not applied on top
If the athlete only has one fee-paying team, the price is ignored
If you leave it blank, the athlete pays full price on every team

Example: Seniors costs £100 a month and Juniors costs £40, so full price is £140. You set a crossover price of £70. The family receives one £70 invoice on Seniors and nothing for Juniors.

Custom monthly fees

A custom monthly fee is for a scholarship, a hardship place or any other agreed amount. Set it on the athlete's profile:

Open the athlete's profile and click Edit
In the Custom monthly fee (scholarship) box, enter the Monthly fee
Enter a Reason. It is required whenever a fee is set
Click Save Changes. To remove the custom fee, empty the Monthly fee box and save

The custom monthly fee is also the athlete's total for the month, whether they are on one team or several:

For an athlete on several teams, it is billed once on their most expensive team. Their other teams' monthly invoices are skipped
No discounts are applied on top
A fee of £0 means no invoice at all: the athlete is billed free
It is not capped. A custom fee higher than the team fees is billed as you entered it
The reason is used as the discount label on the invoice, so word it as you would be happy for the family to read it

If both are set

The custom monthly fee wins. The crossover price is ignored completely when the athlete is billed. It still shows on the Crossovers page, but it is not what they are charged.

Example: Seniors £100 plus Juniors £40 is £140 at full price. The crossover price is £70 and the custom monthly fee is £90. The family receives one £90 invoice on Seniors and nothing for Juniors.

To charge the crossover price instead, clear the custom monthly fee on the athlete's profile (Edit, empty the Monthly fee box, save).

What they don't apply to

The crossover price and the custom monthly fee replace the athlete's recurring monthly team fees only. They do not change:

Add-on fees — a monthly fee you made by hand on a team that also has its own team fee, such as a tumble class. It bills its own amount on top
Membership fees for all athletes, and group fees
One-off fees, and event and competition fees
Weekly and termly fees
A fee with Apply family discounts to this fee switched off. It bills its full amount and neither applies to it

When changes take effect

A new price or fee applies from the next billing run. Invoices already raised are not changed. To change one, cancel or edit it on the Payments page.

You can't exempt an athlete who has a crossover price or a custom monthly fee from a team's monthly fee, because that would leave them unbilled. Change or clear the price or fee instead.

Setting either needs Finance: Manage access. For other ways to reduce a family's fees, see Sibling Discounts.