When a fee invoice's payment deadline is approaching, and after it has passed, the student and their linked guardians are notified by LINE and push notification. In addition to the automatic notices, staff can also send them manually. This may not be available, depending on your contracted feature settings.
Notices sent automatically
Every day at 8:00 a.m. Japan time, invoices with the status Unpaid (未払い) or Partial (一部入金) are checked, and a notice is sent for those where the number of days to the payment deadline matches the following.
| Timing | Notice |
|---|---|
| 30, 14 and 7 days before the deadline | Payment deadline reminder |
| 1 day and 30 days after the deadline | Notice that payment has not been confirmed |
The notice includes the student's name, what the invoice is for ("Monthly fee for [month]" (◯月分の月謝) or "Fees" (学費)), the remaining amount, and the payment deadline. If the school accepts card payments, a payment link is also included.
If a recipient has set Quiet hours (静音時間帯), the LINE and push notifications reach them when those hours end. This applies to overdue notices and reminders too; they are never dropped. They appear in the Notification center (通知センター) straight away.
Sending manually
Run due-date notices in Fees & Scholarships
Run due-date notices (期限通知を実行) is a button in the Overdue list (延滞一覧) tab of Fees & Scholarships (学費・奨学金), available to administrators and Finance staff. It uses the same conditions as the automatic notices and sends only to invoices for which today is a notice day. It does not send to every overdue invoice.
Payment reminders in Monthly fees
In Monthly fees (月謝), choose the billing month, then select overdue unpaid invoices and send them a payment reminder (催告), or send a reminder to all unpaid invoices. The same invoice is not sent another reminder within 24 hours.
Write and send a reminder in Unpaid follow-up
This sends a reminder to one family after you check the text. Administrators and Finance staff can use it.
In Unpaid follow-up (未納フォロー) in Monthly fees, press Handle (対応する) for the family and choose Write and send a reminder (文面を作って送る).
Choose First reminder (1回目のご案内), Second reminder (2回目のご案内) or Final notice (最終のご案内), add points to include if needed, and press Create draft (下書きを作成).
Check and edit the draft, then send it with Send this message (この内容で送る).
Amounts, due dates and the itemised list come from the fee records. AI writes only the wording; names, the school name and amounts are not sent to AI.
When the AI text contains figures or wording such as late fees or legal action, or AI is not available, Classio's fixed wording is used.
All of the family's overdue invoices go in one message. It cannot be sent if any of them had a reminder in the last 24 hours, or if the amount changed after the draft.
Guardians in their quiet hours receive it when the quiet hours end. Guardians who use another language receive the standard translated reminder with the same amount and due date.
No notices are sent for invoices that have a payment recorded and are Paid (入金済み). Payments can be recorded from Handle (対応する) on a row in the Overdue list, among other places.
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