FAQs on Chip Credit Cards [EMV]

EMV is new card technology designed to decrease fraud on card-present*, face-to-face transactions. The EMV regulations do NOT apply to card not present (CNP) transactions, i.e. cards that are stored to the Family record in Jackrabbit for recurring payments.

EMV refers to payment (debit and credit) cards that contain a microprocessor embedded in a chip. These cards are also known as smart cards or chip cards. The microprocessor acts like a small computer and issues a unique transaction code each time it is used in a card present, face-to-face, environment with an enabled chip reader. This provides much more security than a magnetic stripe which always passes the same information with each transaction.

All chip cards will also have the magnetic stripe. This way the EMV/chip cards can still be used in terminals that don’t have EMV/chip technology. When a card is used this way, it is the same as using a traditional magnetic stripe card with the only difference being in the liability for fraudulent transactions after October 1, 2015.

After October 2015 if a customer wants to use a chip card, but you only have a magnetic stripe terminal to process the transaction, you will be responsible for any fraudulent charge-backs on that transaction. This should present very little risk since the likelihood of fraud is only with card present transactions in retail situations where the business does not know or have an ongoing relationship with their customers. To help mitigate the small risk that does exist, you are advised to ask for a secondary piece of identification, such as a Driver’s License.

The USB card readers that Jackrabbit currently supports are not capable of reading the chip data from new EMV cards, but will still work fully with the new cards which will still have the magnetic stripe. There are new chip reading devices currently being developed by the gateway and we are waiting on that equipment so that our Developers can then create the interface that allows Jackrabbit to submit the card information from the chip through to the gateway for processing. When that has been completed, we will announce this to our clients in the Enhancements section of your Dashboard. We will also send out information in our blogs, newsletters and Facebook pages. These readers will need to be ordered from your gateway provider.

To reiterate, the EMV regulations and October 2015 deadline does NOT apply to cards that you have stored in your Families’ accounts for your recurring payments.

*Card-present (CP) transactions:
Credit or debit card transactions conducted face-to-face, using a card reader to physically read the magnetic stripe or chip.

Monthly Billing Benefits

Billing through Jackrabbit can be done in different ways. We recommend monthly billing to keep it simple. If you think about it, we are used to paying for things on a monthly basis. Mortgage, utilities, car payments, gym memberships, etc. I’m to the point where I don’t really pay attention to some bills. It gets direct deposited and then auto-drafted right back out. Some folks just keep their fitness gym membership going even if they haven’t been in 6 months.

Our society is built on monthly payments, so why mix it up? Keep them enrolled each month so you don’t have to ask them every 6 weeks if they want to continue or if they want to quit. Make it easy for them to continue taking classes at your school.

How to set up monthly billing:

These are the monthly billing procedures we recommend posting fees each month (or billing cycle), Jackrabbit recommends the following steps for tuition fee posting.

  1. If you use fixed fees and / or family discounts, use Families > Advanced Search and Students > Advanced Search to see if you need to make any changes or updates.
  2. Post tuition fees using Transactions > Post Tuition Fees or Transactions > Post Tuition Fees by Total Hours.
  3. Run an Advanced Search Report to locate any payments (or partial payments) that aren’t applied to fees.  Doing this immediately after posting tuition fees provides you the opportunity to link any unapplied payments to the newly posted fees. Since Jackrabbit works on the concept of linking fees and payments, this ensures accurate financial reports and records.
    • Point to Transactions and click Advanced Search.
    • In the Transaction Date fields, enter a range of dates that covers any dates you may have accepted payments that could still be unapplied to a fee.
    • In the Special Search drop down, select Payments w/Unapplied Amt Remaining.  If you use Payment Type Credit (Credit), you should also run a Special Search of All Credits w/Unapplied Amt Remaining.
    • Click Submit.
    • Whenever possible, apply payments to fees by clicking the payment Pencil icon and then the ReApply Payment button.
  4. If you are using Jackrabbit’s eCommerce feature, process credit card and/or bank account draft payments using Transactions > Process Credit Cards/Bank Accts.  After the batch completes processing, print the report that displays as a quick reference of what was accepted and declined.
  5. Email statements to families using Reports > Statements – Email.

Questions? Contact support through your database.

What is ePayment & Why do you need it?

ePayment is a Better Way to Collect Fees!

ePayment is a huge umbrella for any commercial transaction conducted electronically on the Internet.  In today’s world, you can buy almost anything online. If you’ve ever purchased something from Amazon, Expedia, Groupon, you’ve used ePayment. It’s very rare that a company does not have an option for you to pay online with the boom of technology.

With Jackrabbit, your customers can pay their bills online too! There are a few different ways they can do this and several reasons we think it’s a priceless feature. Read about one of our customers fear about going to ePayments and why they haven’t looked back here.

Why will ePayment help your business?

Allow customers to pay online to please them.

Through the customer portal, your customers can pay their bill 24/7. This is a huge benefit to your customers to be able to see their account at their convenience. Having customers pay online will decrease the amount of questions to your front desk dramatically.

Reduce the amount of aged receivables.

Finding out who owes you money has never been easier. With one click of a button, you can see which customers have an outstanding balance. From there, you can contact the customer knowing exactly how much they owe and what the charges are for.

Enter payment information once and let families update from there.

Eliminate manually entering credit card numbers or bank draft information on a monthly basis by saving the information securely through one of our preferred gateway partners. This will cut down staff hours to process payments, managing follow ups, and less margin for error.

With the parent portal, your customers can update their information on their own. If an address changes, card expires, etc. they can login and change that without having to contact the front desk.

Keep payments and fees organized.

Each family has a transaction tab showing what they have been charged for, what they have paid, any credits to the account, and an outstanding balance. This is very easy to understand and the customer can even see this information through their portal.

With one of Jackrabbit’s preferred providers, receipts for payments are automatically emailed directly to you and your customer.

Smoother cash flow with mass posting fees and payments.

You can run batch payments in Jackrabbit meaning that a fee will post to each customer’s account with the click of one button. Not having to go into each family’s account to post a fee saves hours of time each month. To save even more time, customers with a credit card or bank draft can be set up for recurring payments. That way, when you collect payments, you can do it in a huge group to ensure timely payments.

What do you need to process payments?

To process payments in Jackrabbit you’ll need a gateway account, and a merchant processing account.  The gateway’s role translates transactions submitted through Jackrabbit from ‘bunny’ language into ‘banking’ language. It also stores families’ payment information safely in a secure ‘vault’; protecting both you and your client’s sensitive information! The gateway then forwards the payment on to the merchant processor who works with the bank to settle payment(s).

How can you take payments?

After you choose one of Jackrabbit’s preferred providers, you have a few options on how you want to collect payments from your customers.

  1. Customer Portal – If you take advantage of this free feature, your customers can make payments directly through their portal.
  2. Credit Card – You can take payments individually or process them in batches [groups].
  3. Bank Draft – You can take payments individually or process them in batches [groups]. *Not available in all countries.

Note: This is a high level view of how you can take payments. For further details, please ask your gateway provider or our support team.

How do you get started?

The first step in getting started with ePayment in Jackrabbit is to contact one of our preferred providers. They will assist you with getting those accounts setup.

Learn more about our preferred providers here.

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eCommerce for Credit Cards Now Available for Aussie and Kiwi Customers

Those of you using Jackrabbit in Australia and New Zealand can now get paid faster!

We have recently worked out an eCommerce partner relationship with a gateway vendor that makes our powerful eCommerce features available in Australia and New Zealand.

This will help you speed up your receivables making the process of accepting credit cards seamless and giving your customers the option to pay their tuition and fees safely and securely online.

Working with Safesave, we able to make these incredible time-saving and money-moving features available for the first time to those of you operating children’s activities centers of any kind in these two countries. Once connected, you can accept credit card payments easily online through the secure Customer Portal and charge the cards monthly for recurring payments from within your system.

This saves you lots of time and ensures that you get your money fast. And perhaps best of all – it makes your parents happy by giving them electronic conveniences that are as secure as their online banking services.

The bonus eCommerce benefits:

  • Practically eliminates collections
  • Makes your cash flow predictable and consistent
  • Practically eliminates errors and duplicate data entry
  • Eliminates need for and cost of stand-alone credit card terminals
  • Increases your professionalism
  • Improves security of payment information for parents
  • Credit card declines are the action that would require you to contact your customer to be paid

All of your payment information is set up and the transactions are kicked off easily and quickly with the click of a button! Within 5-7 days, your credit card payments should show up in your account without any additional effort on your part.

Payments may be processed:

       Online – During Online Registration or for already enrolled parents via Parent Portal

       Recurring – Initiated without parent action via Jackrabbit

       Point Of Sale – Swiped in person as payments and/or merchandise sales

Today only credit card processing is available. We hope that bank drafts are just over the horizon. 


We have several resources where you can learn more:

1. Introduction to our eCommerce Partner

If you’re ready to get started with eCommerce, click here to provide SafeSave with the information they need to start your set-up. We also have a video on how eCommerce works.

2. Learn more about using Jackrabbit’s eCommerce in our Help Center with information that includes:

  • How e-Commerce integrates with Jackrabbit
  • What is required to establish e-Commerce
  • How to contact our Preferred Provider
  • How to test e-Commerce

3. Take a peek at the eCommerce Set-up Guide.

We have some great topics that will help you get familiar with eCommerce in this guide:

  • Understanding How e-Commerce Works
  • Contacting our Preferred Provider
  • Connecting Your Gateway
  • Using e-Commerce
  • e-Commerce FAQs