Institution portal — preschools, referral centers and who pays
Practices often work not just with parents but also with preschools or referral centers. Institutions in Planote give the partner a narrow, separate portal — no visibility into the rest of the clinic — while giving you control over who pays for which sessions: the guardian or the institution.
Click path — clinic side
Section titled “Click path — clinic side”- Admin → Institutions → Add — name, tax ID, address, email and phone (everything needed for invoicing and contact).
- Invite a contact — the person responsible on the preschool/center’s side gets an email invite. Status on the list: “Pending” until they activate the account.
- Child record → Assign to institution — pick the institution. This is an organizational link (portal, attendance) — you set the payer separately, per session.
- When creating sessions for a child assigned to an institution, a Payer field appears: choose the institution (this appointment is billed to the preschool) or the guardian (a regular parent billing). Not every session for the same child has to go to the same payer.
- Admin → Payments → Generate monthly — institution and guardian line items show up separately, never merged into one amount.
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What the institution sees (partner portal)
Section titled “What the institution sees (partner portal)”Once the account is active, the contact logs into a separate, narrow portal — not the clinic panel:
- Overview — shortcuts to children, payments, absences, plus upcoming sessions, but only those billed to the institution (a parent’s private appointments stay invisible).
- Children — the list of children referred from that institution, with attendance and upcoming appointments.
- Payments — the institution’s monthly dues (not the whole clinic’s finances), and at the bottom the clinic’s account number, transfer title and amount due — ready to copy.
- Report absence — the contact picks a child, then one of their upcoming sessions (from the next 30 days) and an optional reason. The clinic gets the information right away. The same form is also reachable directly from a specific child’s detail page, pre-filtered to their sessions.
Can an institution see other children’s data? No — the institution portal only shows children assigned to that specific institution.
What if part of a child’s sessions are paid by the parent and part by the preschool? That’s a normal case — you choose the payer separately for each session, not once per child.
Do I have to assign a child to an institution before I can pick it as a payer? Yes — assigning the child to the institution (child record) is the condition for the Payer field to offer that institution as an option at all.