An openSIS application form can be configured to collect an application fee, assign an online subscription, display payment instructions, and present privacy information to applicants. These options appear near the bottom of the application form builder and can be enabled according to the institution’s admissions and billing requirements.

Before configuring payments, the applicable fee types or online subscription items must already exist in Billing and Fees Settings.

Navigate to the Additional Form Options

1. Log in to openSIS.
2. Select the required school and academic year.
3. From the left navigation menu, expand Admissions.
4. Select Application Forms.
5. Select the required form name.
6. Scroll to the bottom of the application form builder.

The following options are available:

• Configure Fees or Subscriptions for this application form
• Add Privacy Notes in the application form

Navigation: Admissions > Application Forms > Form Name

Enable Fees or Subscriptions

1. Locate Configure Fees or Subscriptions for this application form.
2. Turn on the toggle.
3. The payment instruction, fee, and subscription configuration options will be displayed.
4. Enable only the payment options required for the form.

Fee Configuration and Subscription Configuration can be managed independently. An institution may use a fee, a subscription, or both, depending on its admissions workflow.

Add Payment Instructions

The Payment Instructions field allows the institution to explain the payment requirement to applicants.

Use this area to provide relevant information, such as:

• The purpose of the fee
• Whether the payment is refundable
• When payment must be completed
• What applicants should do if a payment fails
• Whom to contact for payment assistance
• Any important billing conditions

Keep the instructions concise and specific to the application form. Applicants should understand what they are paying for before submitting payment.

Do not enter sensitive payment credentials, bank passwords, or internal financial information in this field.

Configure an Application Fee

Fee types used in application forms are managed under:

Settings > Billing and Fees > Fee Types

Create or verify the required fee type before returning to the application form builder.

To configure a fee:

1. Turn on Fee Configuration.
2. Under Option 1, open the Fee Type list.
3. Select the required fee type.
4. Select the appropriate Quantity, representing the number of units to be charged.
5. Review the calculated information under Selected Fee Details.
6. Add another option if applicants need to choose from multiple fee arrangements.
7. Preview the form and verify the payment section.

Understand Selected Fee Details

The Selected Fee Details section summarizes the configured charge. It may display:

• Fee Type: The selected fee assigned to the form.
• Unit Price: The configured amount for one unit of the fee.
• Quantity: The number of fee units selected.
• Total Amount: The amount based on the unit price and quantity.

Review this section carefully before publishing. If the unit price is incorrect, update the fee type through Billing and Fees Settings rather than attempting to change the configured master value from the form.

Add Multiple Fee Options

Select Add Fee Option when the form should provide additional fee choices.

For each option:

1. Select the applicable fee type.
2. Set the required quantity.
3. Review the resulting amount.
4. Confirm that the options are clearly distinguishable for applicants.

Multiple fee options may be helpful when charges vary according to program, service, application type, or another institution-defined requirement.

Do not add unnecessary alternatives if every applicant must pay the same fee.

Disable Fee Configuration

If the form should no longer collect a fee:

1. Turn off Fee Configuration.
2. Confirm that fee options are no longer active.
3. Preview the form.
4. Save and publish the updated configuration.

Turning off the fee configuration affects the form’s payment requirement. Review previously submitted applications separately because their recorded payment information remains part of their existing admissions records.

Configure an Online Subscription

Online subscriptions available for application forms are managed under:

Settings > Billing and Fees > Setup Online Subscriptions

The subscription item must be configured before it can be selected in the application form.

To assign a subscription:

1. Turn on Subscription Configuration.
2. Open the Subscription Item list.
3. Select the required online subscription.
4. Review or enter the Max Billing Cycle, as required.
5. Confirm that the subscription terms match the purpose of the application form.
6. Preview the form before publishing.

The maximum billing cycle determines the applicable subscription-cycle limit supported by the configured option.

Before using a subscription, confirm that its amount, recurrence, and billing rules have been correctly configured in Billing and Fees Settings.

Use Fees and Subscriptions Together

Both configurations can be enabled when the applicant must pay a separate application fee and also begin an online subscription.

If both are used:

• Explain each charge clearly in Payment Instructions.
• Confirm that applicants can distinguish the one-time fee from the subscription.
• Verify all amounts and billing cycles.
• Test the payment workflow before sharing the form.
• Ensure that the institution’s refund and cancellation information is available where required.

Avoid presenting charges without sufficient explanation, as applicants may otherwise misunderstand the total financial commitment.

Add Privacy Notes

The Add Privacy Notes in the application form option allows the institution to display privacy-related information to applicants.

1. Turn on Add Privacy Notes in the application form.
2. Enter the required text in the privacy-notes field.
3. Explain how the submitted applicant information will be collected, used, stored, or shared according to the institution’s policy.
4. Preview the form to verify that the note is readable.
5. Save and publish the form.

Privacy notes may include information about:

• The purpose of collecting applicant data
• How the institution uses submitted information
• Document storage and access
• Communication with the applicant
• Data sharing with authorized parties
• Contact information for privacy-related questions

The wording should align with the institution’s approved privacy policy and applicable legal requirements.

Review Before Publishing

Before publishing the form, confirm that:

• Correct fee types are selected.
• Unit prices and quantities are accurate.
• The total amount is correct.
• Subscription details and billing cycles are accurate.
• Payment instructions are clear.
• Privacy notes use institution-approved wording.
• The payment workflow has been tested.
• The form has been previewed from the applicant’s perspective.

Important: Payment and subscription settings directly affect applicant charges. Only authorized users should configure or modify these options.