IN BRIEF:
Learn how to use the "Mass Credits" task to create credits for multiple families/students in bulk. Apply filters to target exactly who should receive the credit, preview the results, and process. A CSV summary is automatically generated for bookkeeping purposes.
- Overview
- Accessing the Mass Credits Task
- Step-By-Step Instructions
- Troubleshooting & FAQ
- Related Articles
Overview
Mass Credits allow staff to post a fixed‑amount credit to multiple customer accounts simultaneously. Credits can then be manually applied to outstanding charges or be applied in bulk via the “Apply Credits” option under TRANSACTIONS > PAYMENTS.
Typical use cases for mass credits include:
- Issuing credit for a holiday, emergency closure, or canceled event.
- Issuing promotional credit
- Issuing a credit to offset total tuition billing for families who have signed up for recurring billing/autopay.
Accessing the Mass Credits Task
- Navigate to TRANSACTIONS > CREDITS.
- Select Credits from the left‑hand navigation panel.
- If this is a multi-Location account, confirm that the correct Location is displayed in the toggle in the upper‑left corner.
- NOTE: Credits are always linked to the selected Location. Therefore, you may wish to run the task once per location if you allow parents to apply available credit via the Customer Portal.
Step-By-Step Instructions
Issuing the Credits
The Mass Credits task uses a conversational filter system—answer one question and the next appears:
- Description – enter a clear label (appears in the credit title).
- Credit Type – select how the credit should be reported in the Bank Deposit Report.
- Date – choose the date the credit should be issued for.
- Amount – enter a flat dollar amount (percentages are not supported).
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Issue Method
- 1 Per Family – one credit is issued per qualifying family. (i.e., one credit only)
- 1 Per Student – one credit is issued per qualifying student. (i.e., the amount of the credit will be multiplied by the number of students meeting the filter criteria)
- 1 Per Enrollment – one credit is issued per qualifying enrollment. (i.e., the amount of the credit will be multiplied by the number of individual enrollments meeting the filter criteria)
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Outstanding Charges Toggle – decide whether to limit to customers with balances.
- Expand optional filters (Autopay, Charge Category, Keywords, Enrollment) as needed.
- Select Preview.
- Review the Filter Summary and the generated list. Enabled entries (i.e., those with the box to the left toggled "blue") will receive credits when processed.
- If necessary, exit the preview to make any corrections. If you make corrections to families, students or enrollments, you must run a new preview to see the changes.
- Select Process to post the credits. Processing occurs in the background and may take several minutes.
Advanced Filter Options
Use these filter options only when you need to narrow down the list of recipients.
- Outstanding Charges – toggle Only Credit Families with Outstanding Charges to limit credits to accounts that owe money.
- Autopay Methods – filter by stored payment type (e.g., credit card, ACH).
- Charge Categories – require that a charge associated with the selected Charge Category exists on the family ledger.
- Keywords – filter by families or students associated with the selected Student or Family Keyword.
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Enrollment Filters – target enrollments by day, location, class/camp, program, or Class/Camp/Program keywords. Multiple enrollment filters act together (AND logic).
- NOTE: Currently, there is no way to limit results to classes meeting at a specific time. We recommend assigning a CLASS KEYWORD to the relevant class(es) for credit.
Record Keeping
- When processing is complete, the Background Task status will display Done, and a down arrow icon will be shown.
- Select the down arrow icon to open the Process Results in the browser. The results will display the filters used and credits issued.
- Choose Save to CSV. A background task will be created that generates the file.
- Download and store the CSV for accounting or audit purposes.
Troubleshooting & FAQ
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The preview showed results, but the credits did not post.
- Verify you selected Process after previewing and that the background task has completed.
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The credits were issued, but a customer was missed.
- Check the preview to ensure that the filters used did not exclude the student/family from the results.
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The preview produced no results.
- Check to ensure that your filter criteria are not too strict. Remember that multiple enrollment filters require an exact match of all listed criteria.