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Looking for instructions on configuring pricing in 25Live System Settings? See here: Rate Schedules in Series25 Pricing


Rate schedules are the heart of Series25 pricing. This is where you configure the formulas and calculations that determine the actual prices that will be charged to your customers.

Each rate schedule has three main parts:

  • Price sheets
  • Tax schedules
  • Billable items 

Price sheets allow you to control the actual amount being charged to each Rate Group and can use effective dating to apply into the future. Price sheets are set up using formulas similar to other spreadsheet applications like Excel. For example, if you want to charge a flat rate of $50, then simply enter 50.  If you want to charge $4 per soda then enter 4 * quantity.  

Tax schedules are where you set which taxes apply to this rate schedule. For example, a Food and Beverage Tax might get applied to any rate schedules that are used for food and beverage, but not for locations or other kinds of resources.

Finally, billable items are the specific objects you're billing your customers for. Each line item on an invoice is calculated using its own rate schedule corresponding to that location, resource, event type, or requirement.

Creating a Rate Schedule

Setting up a new rate schedule involves several steps:

  1. Make sure all your rate groups and tax schedules are set up first, because you'll be referencing them later on.
  2. Set the basic information for the rate schedule, including its type.
  3. For each rate group, create price sheets with pricing formulas.
  4. Determine which 25Live objects this rate applies to as well as any relevant tax schedules.

Setting Basic Information

  1. In the 25Live Administration Utility, select the Pricing tab, then select the Create Rate Schedule tab on the sidebar.
  2. Select a rate schedule type from the list provided. This determines the kind of billable items you can select later.
    1. Event Type
    2. Location
    3. Resource
    4. Requirement
  3. Enter a name in the Rate Name field. This will appear in the pricing details page on events in 25Live, but not printed invoices.
  4. (Optional) Enter a credit and/or debit account code in the appropriate fields. These can be combined with codes from the event's organization and rate group to appear on printed invoices. See more about this at Invoice Account Numbers in Series25 Pricing.

Image: Adding basic rate schedule information

Adding Price Sheets

  1. Select a rate group and click New Price Sheet. The rate group determines which organizations will be charged this rate, based on their organization type.
  2. Choose an Effective Date for the price sheet. Events will only be charged this rate if its effective date is earlier than the event's pricing date.
  3. Enter a plain-language Description for the price sheet, such as "$50 per hour during the day, $70 per hour in the evening". This description appears on confirmation estimate reports when the rate schedule is used.
  4. Click New Rate Formula to add a formula field.
  5. Select the appropriate time breakpoint from the Event Time Range drop-down. This allows you to specify that the formula only applies to a portion of the event.
    1. None - This formula applies to the entire event duration.
    2. Specific Duration - This formula applies to a fixed portion of the event based on its total time. (Example: you charge the first four hours at a base rate, then subsequent hours at a reduced rate.)
    3. Specific Times - This formula applies to whatever portion of the event occurs during a particular time range. (Example: you charge a base rate during normal business hours, but an increased rate after hours.)
  6. If you chose to use breakpoints, enter the start and end points for the formula. You may need to enter multiple formulas with complementary breakpoints. Examples:
    1. Specific Duration - Choose minimum and maximum duration in hours, days, and minutes. To make the rate apply to the first four hours of an event, set Min to 0d 00h 00m and Max to 0d 04h 00m. For a rate that applies beyond the first four hours, create a second formula and set set its breakpoints to 0d 04h 01m for Min and 99d 00h 00m for Max.
    2. Specific Times - Choose start and end times of day. To make the rate apply to normal business hours only, set Start Time to 09:00 am and End Time to 05:00 pm. Add more formulas with breakpoint times before and after this range to set rates outside of normal business hours.
  7. For each rate formula, enter a calculation in the Formula field. See below for some common examples and read Series25 Pricing Formula Variables and Series25 Pricing Formula Examples for detailed information.

    1. Remember that prices are calculated per occurrence, so if an event repeats with multiple occurrences then this formula will be applied multiple times. (The exception to this rule is event requirements. Any event requirement is charged ONCE, regardless of the number of occurrences on the event.)

  8. Repeat these steps for each rate group. If you want to reference another group's rate rather than typing the whole formula out again, you can put the other rate group's name in curly braces. For example, if non-profit groups receive a 25% discount on rentals compared to for-profit ones, you can just make their formula 0.75 * {For-Profit}.

    Common Pricing Formulas

    TypeFormula
    $100 flat rate100
    $50 per hour50 * OccurrenceHours
    $25 per assigned resource25 * Quantity
    75% of another group's rate

    0.75 * {Rate Group Name}

    See Series25 Pricing Formula Variables for additional information and examples.

Image: Adding price sheets to a rate schedule

Adding Tax Schedules and Billable Items

  1. Below the price sheets area, check the boxes for all applicable tax schedules. All taxes will automatically be calculated and listed separately if the organization belongs to an appropriate rate group.
  2. Choose billable items for the rate schedule. To avoid confusion, only pick items which don't appear on any other rate schedule. Otherwise, 25Live will not know which rate to apply.
  3. For event types and requirements, simply select the desired items from the list of available options.
  4. For locations and resources:
    1. Click the indices, categories or saved searches in the left panel to display a list of billable items.
    2. Click an item in the search list to move it to the selected list on the right, or click Select All to move everything.
    3. Click Back at the bottom of the search list to locate other items to add to the selected list.
  5. Click Create Rate Schedule when you are finished selecting items. A message is displayed confirming a successful save.

Image: Adding tax schedules and billable items to a rate schedule

 Series25 Pricing Help

On This Page:

Example Walkthrough

Here's an example of how all this fits together:

Let's say you allow for the screening of films or movies on your campus, but there's a license that has to be purchased for the showing. Rather than keeping track of that externally, you can build in a screening fee that gets applied to every event with the "Film/Movie" Event Type.

After selecting "Event Type" from the list to create a new rate schedule, the first step is to give it a name. There's also room for a credit account code and a debit account code which can appear on your invoice reports. (See Invoice Account Numbers in Series25 Pricing.)

Image: Rate Schedule basic information

Next, move onto price sheets. There's already a separate tab for each your rate groups to give you the ability to charge them differently. If a group doesn't get charged, then simply leave their tab blank.

Within each tab, you can see that you can effectively date a price sheet. This means that if you know your movie license fee is going to increase, you can click to add a new price sheet with the future date and an increase in price. 

Enter a description for your price sheet, but know that the description will show up on confirmation estimate reports so it should be easily understood. The description is a good tool to explain how the cost is calculated in plain terminology. This can also be very helpful as a reference when you return to this screen and are trying to remember how you set up your formulas in the first place.

Once that's complete, you can add your rate formula.  You can choose from three different time ranges for your Price Sheet:

  • None - Applies the formula regardless of when or how long the event is
  • Specific Duration - Allows you to calculate price based on how many hours are in the event
  • Specific Times - Allows you to calculate price based on time of day

You'll chose "None" in the example below, but the examples page demonstrates the other options. In this case you charge $75 dollars for the film license, so simply type 75 into the formula field.

Image: Price sheet

Next, you select any Tax Schedule (created earlier) that may apply to this license fee.  Since this is a flat licensing fee there are no taxes which apply, but you can see the options you might choose on another rate sheet.

Image: Tax schedules

Finally, select your billable items.  This is a rate schedule that gets applied to Event Types, so you're presented with a list of those. If you were looking at location or resource rate schedules, then you'd be presented with options to find those types of objects.

Image: Selecting event types

Once you've done that, you can click to create your rate schedule.

It's a good idea to create a test event and check the pricing tab to make sure everything is being applied as expected. In this example, you should see the annual CollegeNET Halloween Film Festival, which has a "Film/Movie" Event Type. Clicking on the Pricing tab of the event, you should see there is a line for the "Film/Movie" item that has a list price of $75 dollars. The Rate Schedule is listed as Screening Fee and the Rate Group is listed as "External For-Profit." The Debit and Credit Account fields are filled according to Invoice Account Numbers in Series25 Pricing.




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