What is the Activity product and how to use it

The Activity product is a feature of the Easy.School management software that allows you to calculate and invoice a specific activity recorded by staff during the month. It is designed to charge a cost for each registration of a specific activity, such as a swimming lesson.

Example: If the cost for the Swimming activity is 10 euros and 15 Swimming activities were recorded during the previous month, the system will automatically calculate the total amount:

15 registrations x 10 euros = 150 euros.

How to create the Activity product

1. Access the product administration page

• Go to the Administration → Products menu.

• Click on the New button at the top right.

2. Configure the product

• Product type: In the first dropdown menu select Activity Product.

• Internal product name: Enter a descriptive name that will be visible only to you (e.g. “Swimming Activity”).

• Short name: Enter a name that will be visible on the invoice (e.g. “Swimming Lesson”).

• Description: This is optional; generally, for the Activity product, student or family variables are not required. However, you can add a description such as:

“Referring to {student.name} {student.surname}”

• Amount: Enter the cost per single registration of the activity, for example 10 euros.

• VAT rate: Select the applicable VAT rate and specify whether the entered amount includes VAT or not.

• Reference period:

• Previous: Shows the reference period on the invoice (first and last day of the previous month).

• Hidden: Does not display the reference period on the invoice.

• Activity type: Select from the dropdown menu the activity you wish to invoice, such as Swimming, Creative Workshop, etc.

The activities are those entered in Settings->Activities

Using the Activity product

The Activity product can be used in two main modes:

1. Manual

• When creating a manual invoice, select the Activity product and manually enter the number of activity registrations made by the student.

2. Automatic via package

• Create a package and include the Activity product.

• The software will automatically calculate the number of registrations of the selected activity during the reference period and generate the total amount on the invoice associated with the student.

Example of operation

If the selected activity is Swimming, with a registration cost of 10 euros, and during the previous month 15 Swimming activities were recorded, the software will automatically calculate:

15 registrations x 10 euros = 150 euros

This amount will be reported on the invoice.