IN BRIEF
The Class Drops task is a bulk tool used to drop class enrollments based on specific criteria, including outstanding class tuition charges. It is commonly used to remove delinquent enrollments so class spots can be made available to families who are ready to enroll and pay.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
• Record Keeping
  • Notes
• Troubleshooting & FAQs
• Related Articles

Overview

Class Drops is a System tool that allows administrators to drop multiple class enrollments at one time using filters such as programs, billing schedules, keywords, enrollment activity dates, and outstanding class tuition balances.

This task is often used to prevent students with unpaid tuition from remaining enrolled in classes, ensuring that available spots can be filled by customers who are ready to pay.

Important Note: This tool can drop enrollments account-wide and cannot be easily undone. To reduce the risk of unintended drops, the Drop Amount Due field defaults to a minimum of $0.01, which prevents students with no outstanding balance from being included unless explicitly intended.

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Accessing the Feature

1. From the main navigation menu, go to TRANSACTIONS.
2. Select Class Drops.

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Step-by-Step Instructions

Follow the steps below to preview and process class drops.

1. (Optional) Select a Program to limit results to accounts with outstanding charges tied to a specific program.
2. (Optional) Select a Charge Category to look for specific types of outstanding charges.
3. (Optional) Select a Billing Schedule to drop only students enrolled under that billing schedule.
4. In the Student Active filter, choose how enrollment activity should be evaluated:
   • In Month Of: Includes students active at any point during the selected month.
   • Within the Range Of: Includes students active at any point within the selected date range.
   • As Of Date: Includes only students who had an active enrollment on the selected date.
5. (Optional) Select a Keyword to drop only students associated with that keyword.
6. Enter a Drop Date. Students will be dropped at the end of this day.
7. Enter a minimum outstanding class tuition amount in Drop Amount Due Search.
   • Entering $0.00 will include students with no outstanding balance.
8. (Optional) Use Selected Classes to limit drops to specific classes.
   • Only classes with a blue selection box will be included in the preview.
9. (Optional) Enable Only if Overdue to exclude students whose charges are not yet past due.
10. (Optional) Enable Delete Charge Line Item to remove class-related outstanding charges from the family ledger when the enrollment is dropped.
11. (Optional) Choose whether to Exclude Any Students that Already Have a Drop Date Set.
    • If your business uses Sessions to automatically drop students on a specific date, this may exclude all enrollments.
12. (Optional) Enable Send an Email Notice of the Drop to notify families.
    • When enabled, you can edit the Reply To Address and Drop Notice Email Template.
13. Select Preview.
    • The preview is saved as a background task and will open automatically if you remain on the page.
14. At the top of the preview, review the Filter Summary by selecting Show.
    • Note: Total Charges reflects the total of all charges that match the selected criteria, not per student.
15. Review the preview list.
    • Enrollments highlighted in blue will be dropped.
    • If changes are made to accounts, a new preview must be generated.
16. Select Process to drop the selected enrollments.
    • Processing may take time; progress can be monitored in your background tasks.

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Record Keeping

Once the task is complete:

• The task status will display Done.
• A down arrow will appear next to the task, opening a summary page that includes:
  • All students who were dropped.
  • The filters used to generate the preview.
• Select Save to CSV to export this information.
  • The CSV file is generated as a background task.
  • Once complete, select the document icon or down arrow to download the file for your records.

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Notes

• The Process Result file includes a column identifying any errors encountered when deleting charges or dropping enrollments.
  • Manual corrections may be required for these entries.
• If Drop Reasons is enabled under Settings > Setup > Class Settings > Drop Reasons:
  • Enrollments dropped using Transactions > Class Drops will automatically be assigned the Drop Reason “Class Drops.”
  • The date the task was run will be recorded in the Drop Notes field.

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Troubleshooting & FAQs

• Why are students without outstanding balances appearing in the preview?
  • Verify the amount entered in Drop Amount Due Search. Entering $0.00 includes students with no outstanding charges.
• I corrected an account, but the preview did not update.
  • You must run a new preview for changes to be reflected.
• Can I undo a Class Drops task after it is processed?
  • No. Dropping enrollments using this tool cannot be easily undone. Always review the preview carefully before selecting Process.

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Related Articles

• How Do I Drop a Class Enrollment in the Office Portal?
• How Do I Create/Configure Billing Schedules?
• What are Keywords?
• What are Background Tasks?

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