IN BRIEF:
Anniversary Charges (also known as Registration Fees, Annual Fees, or Membership Fees) are recurring charges that iClassPro can automatically apply on either a per-family or per-student basis. These fees are typically billed every 12 months from the date of first enrollment, but this timeframe can be customized based on your business needs.

• Overview
• Accessing the Feature
• Configuring Anniversary Charges
• Customer Exceptions
• Customer Eligibility
• Troubleshooting & FAQs
• Related Articles

Overview

Anniversary Charges provide a way to collect ongoing administrative or membership fees from families/students enrolled at your facility. These charges:

• Can be billed once per family or once per student.
• Are linked to the family/student’s initial enrollment date.
• Can be set to repeat on a recurring timeframe (such as every 12 months).
• Can also be configured as a one-time lifetime fee.

This helps businesses standardize registration or membership fees across their customer base.

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Accessing the Feature

1. Navigate to SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES.
2. Configure your preferred settings for how fees should be billed.

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Configuring Anniversary Charges

The following options are available when setting up Anniversary Charges:

• Fee Type
  • Choose whether the fee is billed per student or per family.
  • Determines whether anniversary fields are shown under the family profile or the student profile.
• Anniversary Program
  • Select the financial Program to automatically assign to Anniversary Charges.
  • Since tax rates are tied to Programs, this also determines the applicable tax rate.
    • If Location Method = All Locations, use a single tax rate associated with the Anniversary Program.
    • If Location Method = Per Location, configure a tax rate for each location as needed.
• Anniversary Timeframe
  • Enter the number of months between charges (for example, 12 months).
• One-Time Fee
  • If enabled, the System checks for any existing Anniversary Charge on the ledger and will not issue another fee once one exists.
• Fee Amount
  • Enter the standard billing amount for all locations.
• Location Method
  • All Locations – A single fee is billed whether the family/student has enrollments at one or multiple locations.
  • Per Location – A separate fee is billed for each location where the family/student has active enrollments.
• Location Fee Override
  • If billing per location, enter location-specific fee amounts.

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Customer Exceptions

Certain families or students may require exceptions to the general setup (such as being exempt from fees or billed a different amount). These overrides are made at either the family level or student level, depending on your “Fee Type” setting.

Each customer record includes the following fields:

• Last Anniversary Charge Date
  • Reflects the date of the most recent Anniversary line item charge on the customer’s ledger.
  • Cannot be manually edited.
• Anniversary Charge Eligibility Date
  • Tracks the initial signup date for the student (when the student record was created).
  • Can be future-dated to defer charges.
    • NOTE: If the date is in the past, it has no effect on future charges.
• Anniversary Fee Override
  • Allows a staff member to permanently set a specific fee amount for this family or student.

Important Notes:

• Anniversary Charges cannot be discounted for multiple students if issued per student.
• Anniversary Charges cannot be capped per family (no maximum fee).
• Promotional Codes cannot be applied toward Anniversary Charges.

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Customer Eligibility

The System uses the following criteria to determine whether a family or student is eligible for an Anniversary Charge:

1. Active Enrollment
   • Only students with an ACTIVE enrollment in a class or camp are eligible.
   • Appointment bookings do not trigger eligibility.
2. Eligibility Date
   • If the Anniversary Charge Eligibility Date is in the future, the family/student is not eligible.
   • If the Eligibility Date is today or in the past, they may be charged.
3. Timeframe or One-Time Fee
   • If a Timeframe is configured, the family/student is only eligible if no Anniversary-type charge exists on the ledger within that timeframe.
   • If “One-Time Fee” is enabled, eligibility only exists if no Anniversary-type charge has ever been issued.

If all criteria are met, the System will automatically apply the Anniversary Charge when triggered by the appropriate workflow (Transactions, Customer Portal/Mobile App, or Enrollment Wizard).

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Troubleshooting & FAQs

• Why was a family/student charged more than once in the same Anniversary Fee window?
  • Check whether your Anniversary Timeframe is configured correctly. If set to “Per Location,” the family will be charged separately at each location where they have an active enrollment.
  • Staff with appropriate permissions to do so can manually create an Anniversary Charge on the family ledger at any time. This could result in a family being billed before their next eligibility date.
• Can we exempt certain families/students from Anniversary Charges?
  • Yes. You can future-date the Anniversary Charge Eligibility Date or apply an Anniversary Fee Override of $0 to exempt them.
• Can Anniversary Charges be combined with discounts or Promo Codes?
  • No. Anniversary Charges cannot be discounted or adjusted by Promo Codes.

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Related Articles

• How Do I Apply and Track Anniversary Charges?
• How Do Anniversary Charges Work in the Customer Portal?
• How Do I Create/Configure Programs?
• How Do I Create/Configure Tax Rates?

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