Refund & Cancellation Policy
Last Updated: October 2026 • Document Reference: REF-2026-V3
SchoolEasy plans, AI credit packs and remote setup are sold through Dodo Payments, our merchant of record. Dodo Payments processes the payment, adds any sales tax, VAT or GST that applies where your school is, and issues the invoice. The charge on your card or bank statement begins with DODOPAY.
This policy covers what a school pays SchoolEasy. It does notcover school fees that parents pay a school online: those are collected by the school through its own payment account, and refunds of them are the school's to decide.
1. How plans are billed
- Paid plans are billed in advance, monthly or yearly, as a base price plus a price per student seat.
- Plans renew automatically at the end of each billing period until they are cancelled.
- At each renewal, the number of seats is matched to the students enrolled at the time, so the renewal amount can go up or down with your school's size.
- Upgrades, a switch to yearly billing and extra seats take effect immediately and are charged only for the remainder of the current period. Downgrades and a switch to monthly billing take effect at the next billing date.
2. Free trials
A school that has never had a paid plan starts Gold or Platinum with a free 30-day trial, once. A card is saved at checkout and nothing is charged during the trial. When it ends, the plan starts and Dodo Payments charges the saved card for the first billing period, with the number of seats matched to the students enrolled at the time, unless the trial was cancelled first. We email the administrators about a week before, and Dodo Payments emails the exact amount about two days before. During a trial a school gets only 100 AI credits in total, on either plan, instead of the plan's monthly credits, which start with the first payment. Credit packs and remote setup are not sold during a trial.
3. Cancelling
Your school's administrator can cancel at any time from Settings → Plan & billing. The plan keeps working until the end of the period already paid for, and is not renewed. After that the school moves to the Free plan: records kept in paid modules — fees, payroll, leave and the rest — stay viewable, and nothing is deleted. A cancellation can be undone any time before the period ends. Cancelling a free trial before it ends means nothing is charged.
4. Refunds
- First payment for a plan, including the one when a free trial ends: refunded in full if you ask within 7 days of that payment.
- Renewals, upgrades and extra seats: not refunded for the part of the period already started. Cancelling stops the next renewal.
- AI credit packs: refunded in full within 14 days of purchase if none of the pack's credits have been used. Credits bought in a pack last 12 months.
- Remote setup: refunded in full if cancelled before setup work has started.
- Billing mistakes — a duplicate charge, or a charge after a cancellation took effect — are always refunded in full.
Approved refunds are paid by Dodo Payments to the original payment method, usually within 5–10 business days depending on your bank.
5. If a payment fails
If a renewal, or the first charge after a free trial, cannot be charged, the plan keeps working for 7 days while the payment method is updated from Settings → Plan & billing. After that, paid modules become read-only until the plan is paid — no data is deleted.
6. Asking for a refund
Write to us through our contact page with your school's name and the date and amount of the payment. You can also reach Dodo Payments directly from the link in your payment receipt.