Term Setup Wizard

The Term Setup Wizard feature allows you to provide the dates and details for upcoming academic terms directly within the SFS system. This feature replaces the spreadsheets used for this process. The Term Setup Wizard is part of the Billing and Payments Dashboard page.

The process is designed to roll term setup forward a year. It is a joint effort between you and Flywire support that is conducted fully within the SFS system. At the start, you will be prompted with data based on the corresponding term in the prior year. You can update dates and certain key values directly and request additional changes. Then you submit the term dates to Flywire support. Flywire support will review the term dates, works with you to make any necessary adjustments, and then asks you for final sign-off before activating the upcoming term.

The process must be completed for each term. If you use cohorts, the process will be completed separately for each cohort.

Process and Timeline

Timing	Step	Process
At least 90 days before offers are expected to be available according to your calendar	Term Setup Prompt	Flywire will prompt you to provide new term information from the Billing and Payments Dashboard page. Depending on your preferences, Flywire can prompt for one term at a time or for all terms in the academic year at the same time.
No less than 60 days before offers will be available	School Submits Data	You complete the term setup wizard to provide the proposed dates to Flywire. After you complete the online form, a support ticket is automatically created and Flywire Support will send you a response acknowledging receipt of the term setup request. If Flywire has any questions or needs to make changes, support will reach out to the person who submitted the online form through the support ticket.
Within 10 business days of receiving the completed online form	Flywire Reviews the Data	Flywire support completes an initial review of your information. If there are any questions or changes needed, Flywire support will contact you. You can reach out to Flywire support at any time if you have follow-up questions or concerns.
Completed at least two weeks before offers are expected to be available	School Sign-Off	Flywire will reach out through the support ticket to request your final sign-off after they have completed their review and confirmed the term information. The term status on the Billing and Payments Dashboard page is updated to Reviewed. This is the final version and all changes should be reflected in the data. You review the document online and reply to the support ticket to sign off. The term will display as Upcoming until the proceeding term ends and the new term becomes the Current term.
Before the start of the term (if needed) The offer communications file must be loaded before the "Offers Available" date	School Sends File (if needed)	You need to send a file of student data if you use a file to create offer communications, to populate balances (batched based), or to identify student cohorts. If Flywire has not received the file, you will see a reminder on the Billing and Payments Dashboard page.
When the term is Current or Upcoming and the Offer Available On date is current or past	Offer Creation	Payment plan offers for the term are created when you send a file or when students begin logging in.

Step-By-Step Workflow

1. Term Setup Prompt

The setup prompt appears on the Billing and Payments Dashboard page.

After clicking the link to begin setup, you are taken to the term setup wizard.

2. Term Dates

On the Academic Term Information and Dates page, review the dates for the next term.

Pre-populated information

The dates and term description are incremented one year from the corresponding term in the prior year. Only dates that were populated in prior term are displayed for update.

3. Payment Plan Options

On the Payment Plan Offer Options page, review the payment plan offers. You can update the first payment date or the offer available date for all offers. Additional information about the offer option is displayed, such as the sign up fee, whether international payment plans are allowed, if CSR approval is required, and the offer expiration date.

Pre-populated information

The payment plan offers are created from the corresponding term in the prior year.

4. Offer Communications

This page only displays if you had offer communications configured for the corresponding term in the prior year.

On the Payment Plan Offer Communication schedule page, review the dates the offer communications will be sent. You can update the dates for each option.

5. Real Time Payment Notification

This page only displays if you had term specific payment information configured for the corresponding term in the prior year.

On the Real Time Payment Notification - Integration Configuration page, review the payment notification codes.

6. Real Time Payment Plan

This page only displays if you had term specific payment plan details configured for the corresponding term in the prior year.

On the Real Time Payment Plan - Integration Configuration page, review the payment plan activation codes for real time integration.

7. Confirmation

On the Almost Finished, Everything Look Good? page, review all the term setup information updated through the term wizard. Confirm the information you're submitting is correct.

8. Pending Review

Once the term data is submitted, the status changes to Pending Review. Flywire Support is notified through a ticket that your information is ready to review. Flywire Support will review the information submitted, make any necessary updates, and reach out to you with any follow up questions or concerns.

You can click on the 'pending term dates' link to see the information for the upcoming term. You can reach out to Flywire through the ticket with any follow up questions or comments.

9. Reviewed

When Flywire has completed a review of the upcoming term, the term status is changed to Reviewed. Flywire Support will reach out to you via the support ticket to ask for final sign off.

You can click on 'Your term dates' to review the information for the upcoming term.

If Flywire has made any changes to the term dates, it will be reflected in the information available at the link. What you see at the Reviewed stage is the data you are signing off on.

When you are ready to sign off, respond to the email from Flywire Support with final approval.

10. Upcoming

After you approve the final term information, Flywire will update the term to active. Once the term is active, it displays as Upcoming while it is still in the future.

Term Status

A term can be in the following statuses:

Current	The current term is the term the SFS considers to be the primary active term. How do I know the current term? A term is considered Current when the following criteria is met: The term is set as Active on the Academic Term Configuration page. The term end date is in the future. If there are multiple upcoming terms, it is the term with the soonest end date.
Past	A past term (also known as a prior term) is a term where the term end date is in the past. Any term that is not listed on the Academic Term Configuration page is considered to be a prior term by the SFS.
Pending Review	The term status changes to Pending Review once the term data is submitted. When a term enters this status, Flywire Support is notified through a ticket that your information is ready for review. Flywire Support will review the information submitted, make any necessary updates, and reach out to you with any follow up questions or concerns. You can also reach out to Flywire through the ticket with any follow up questions or comments. You can click on the 'pending term dates' link to see the information for the upcoming term.
Ready to Setup	The term is ready to be configured with term dates and offer configuration. When the term is in this status, you can click the 'Click here to begin setup' link to open the Term Setup Wizard.
Reviewed	The term status changes to Reviewed when Flywire has completed the review of the upcoming term. After the review, Flywire Support will reach out to you via the support ticket to ask for final sign off. You can click on the 'Your term dates' link to see the information for the upcoming term. If Flywire has made any changes to the term dates, it will be reflected in the information available at the link. What you see at the 'review' stage is the data you are signing off on. When you are ready to sign off, respond to the email from Flywire Support with final approval.
Upcoming	After you approve the final term dates, Flywire will update the term to Active. Once the term is active, it displays as Upcoming while it is still in the future. An upcoming term becomes the current term the day after the end date of the prior current term. If Flywire needs a file from you, you will see a file warning on an Upcoming term.

Roles and Responsibilities

Client responsibilities

• Submit the term data in a timely fashion

• Answer any question from the Flywire Support team

• Sign off on final term information

• Send a payer account load file in a timely fashion (if used) in order to create payment plan offers and offer communications

Flywire responsibilities

• Prompt you to begin the process

• Support any questions or concerns from you

• Review term data in a timely fashion after it has been submitted by you

• Manage any new or updated configuration

• Ask you to sign off the data

• Activate the term once you sign off

FAQs