Charms Instructions Table of Contents Login - Page 2 Charms website How to Log-In Email Treasurer Understanding Home Screen Icons - Page 3 Calendar Event List Email Staff Online Store Multiple Students Linking and viewing Multiple Students Charms Accounts - Page 4 Add/Edit Student and Parent Information - Page 5 Finances - Page 6 Understanding Student s Statement Credits Fees Check payable to PHS Choral Booster Paying with Fundraising Credits - Page 8 Paying Required Fees with PayPal - Page 10 Online Store - Page 11 Reserved Seats - Page 11 Spring Concert CD - Page 13 Online Checkout - Page 16 Page 1
Login 1. To login to Charms, open your browser and go to https://www.charmsoffice.com. 2. Hover the mouse over the blue Login box at the top right of the screen, and click Parents/Students/Members in the drop-down menu. 3. The Charms Office Assistant window will pop up, asking for the school code. Enter the word providence in the box, and click Enter Charms. 4. The first time you login, you will need to enter your child s student id number. Then it will prompt you to change the password for the account. 5. If it is not the first time you have logged in, you will be prompted to enter the password you created during the initial log-in. 6. If you are having difficulty logging-in, you can click on the Email Staff icon, and send one of the assistants a message. Page 2
Home Screen 1. After login, you will see the home screen with many icons and menu options. 2. Important ones to note: Calendar: Displays key chorus dates Event List: Displays all events Email Staff: Provides email addresses for treasurers Online Store: Pay for Reserved Seats and concert CD s via PayPal. Multiple Students: Allows you to consolidate logins if you have multiple students in the chorus program. 3. This is also the screen to navigate to detailed information regarding student profile information, parent information, financial statement, payments due, and fees. Page 3
Linking Multiple Students 1. To link multiple students, log into one student s account, and then click on Multiple Students icon. 2. Enter the word providence in the school code and then enter the second student s login password. 3. Click Link Additional Student. Viewing A Linked Student s Charms Account 1. Once students accounts are linked, you can switch between the students accounts. Log into one student s account using the School Code providence and enter that student s password. 2. To view the other student s account information, click on the Multiple Students icon. You will see the name of the other student(s) linked to the account. 3. Select Switch to Student next to the name of the student you would like to view. 2nd Student Name Page 4
Add/Edit Student and Parent Information 1. The contact information in Charms is used to send out communications to students and parents. It is critical that you update your contact information to ensure you receive all communications. 2. From the home screen, click on the Student Info icon at the top left of the screen. Then select Personal Information. 3. The screen that appears has the student s information. You may edit the fields. 4. To edit parent information, click on the name of the parent at the bottom of the screen. You may edit the fields listed. 5. If no parent name is listed, click Add New Adult. Please enter the information in the requested fields. Page 5
Finances 1. The finances icon allows you to view the details of your student s account balance including rollover balances from 2016-2017, payments made, payments due, and the option to pay via Paypal. 2. From the home screen, click the Finances icon, and then click Financial Statement. 3. The top of the page displays a summary of your student s account. Trip Ledger Balance Credit - Amount student has paid towards a trip. Fixed Payments Due - Amount student owes for choral membership, attire, Honors Chorus, etc Miscellaneous Balance Credit - Rollover balance from 2016-2017, and any accrued credits from fundraising. Total Balance Due: Payments owed minus any credits. Page 6
4. As you scroll down the page, details of each financial section are displayed. 5. Total Unpaid Fixed Payments displays the total amount owed. You may write a check payable to PHS Choral Booster, and ask your student to bring it to class or pay using PayPal. Page 7
Paying with Fundraising Credits As students earn credits through fundraising, they can use those credits to pay bills. To transfer credits: 1. From the home screen, click the Finances icon, and then click Transfer Request. 2. The student s credit balance will be listed as well as items that need to be paid. 3. Click on the toggle button next to the item in which you would like to pay using credits, or enter in amount you would like applied towards the trip. 4. Click Send Request. Page 8
5. Partial payment transfers for membership, attire, and books are not able to be done on this screen. The student must have enough credits to pay for a billed item in its entirety. If the student does not have enough credits, the Send Request button will be grey and not available. 6. To use credits to pay a portion of a billed item, send in a check with your student (made payable to PHS Choral Boosters) for the owed remainder and include a note to transfer credits to pay for the rest. For example, to use $10 in credits for Fair Share, send in a check for $75 with a note to transfer $10 in credits. Page 9
Paying Required Fees with PayPal Paying full amount of Billed Item 1. From the home screen, click the Finances icon, and then click Financial Statement. 2. Scroll down the page to the Student Fixed Payment Detail Section. 3. All fixed payments except for Reserved Seats and the Spring Concert CD may be paid on this screen. To do so, click on the PayPal toggle for each line item you would like to pay and click Pay Fixed Payments. (To pay for Seats and CDs by PayPal, click Online Store. More details below.) 4. The PayPal screen will display with details of the transaction. A 3% transaction fee is charged to cover the fees PayPal charges the Booster Club. Click Start Payment to proceed. Page 10
Paying full amount of Billed Item 1. From the home screen, click the Finances icon, and then click Financial Statement. 2. Scroll down the page to the Student Fixed Payment Detail Section. Online Store Reserved Seats 1. From the home screen, click the Online Store icon. 2. The two items will be displayed on the screen. Click Choose beside Reserved Concert Seats. 3. Click on the number of seats you would like to purchase. 4. You will need to confirm the number of seats by clicking on the number of seats in the column on the right. 5. The Shopping Cart will be displayed on the screen. Click Update Cart. Page 11
6. The list of selected items will be displayed on the screen. If you are finished with your purchases click Checkout. If you would like to purchase the Spring Concert CD, select Choose next to this item. Page 12
Spring Concert CD 1. From the home screen, click the Online Store icon. 2. The two items will be displayed on the screen. Click Choose beside Spring Concert CD. Page 13
3. Click Spring CD in the right column to confirm your purchase. 4. Update the Quantity selection, if you prefer to order more than 1 CD, and then click Update Cart. Page 14
5. The list of selected items will be displayed on the screen. If you are finished with your purchases click Checkout. If you would like to purchase Reserved Concert Seats, select Choose next to this item. Page 15
Online Store Checkout 1. Once you are ready to complete your order, click Checkout. Then on the following screen, click choose a payment option and select PayPal. Then click Process Payment 2. A pop-up window will appear, informing you that you will be directed to PayPal for payment. Click Ok to continue. 3. The PayPal log in screen will be displayed allowing you to login and finish the payment using your PayPal account. Page 16