IN BRIEF
Learn how to transfer individual enrollments between classes in iClassPro. The process varies depending on whether the enrollment is current, future-dated, or involves a Trial, Makeup, or Single Day enrollment. You can also manage transfers to Waitlisted classes and handle related accounting adjustments when tuition amounts differ.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • System Behavior for Same-Day Transfers
• Transfers Involving Trials, Makeups, or Single Day Enrollments
• Transfers Involving Future Enrollments
• Transferring Into Waitlisted Enrollments
  • Handling Online Transfer Requests to Waitlists
• Adjusting the Ledger for Transferred Enrollments
  • Accounting Notes
• Troubleshooting & FAQs
• Related Articles

Overview

The transfer feature allows staff to move a student’s enrollment from one class to another without having to drop and re-enroll them manually. Transfers can be initiated from the FAMILIES, STUDENTS, CLASSES, or ENROLLMENTS pages.

Transfers are only permitted for ongoing or future enrollments — past enrollments that have already dropped cannot be transferred.

Important Note: iClassPro only allows one transfer from a single enrollment. If an enrollment has already been used to create a transfer, attempting another will trigger an error message.

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Accessing the Feature

From the FAMILIES, STUDENTS, or CLASSES page:

• Click the Enrollments icon next to the desired record.
• Select Transfer next to the enrollment you want to transfer from.

From the ENROLLMENTS page:

• Select the Actions icon (three dots) next to the enrollment you want to transfer from.
• Choose Transfer Enrollment.

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Step-by-Step Instructions

1. In the transfer window, use the filters on the left side to locate and select the class you wish to transfer the enrollment to.
2. Select Next.
3. Confirm the Enrollment Type and Session (if sessions are in use).
4. Verify the Start Date and Drop Date for the new enrollment.
   • If the original enrollment has a future drop date, the system will auto-populate that date for the new enrollment.
   • If the new class has an earlier Class End Date or Session End Date, the system will automatically adjust the drop date to match.
5. Optionally enter a Drop Date for Previous Class if you wish to override the default (which sets it to the day before the new enrollment begins).
6. Choose whether to:
   • Keep Existing Billing Schedule Override for This Student — retains or adjusts the billing schedule override from the original enrollment.
     • If the new class does not have a matching billing schedule, a “No matching billing pair” warning appears and the schedule defaults to the class’s standard billing schedule.
   • Keep Existing Tuition Override for This Student — preserves any tuition override on the original enrollment.
     • If unchecked, all tuition overrides are removed.
7. Choose whether to send a Transfer Enrollment Notification Email to the family’s primary email address.
   • NOTE: The email uses the template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>iClassPro tab>“Class Transfer Enrollment Processed.”
8. Select Finish to complete the transfer.

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System Behavior for Same-Day Transfers

• If the new class’s start time occurs before the current time, the new enrollment will begin with the next class date (respecting “Force Start Date to Class Meeting Dates” settings). The drop date on the old enrollment is set to the day before the new enrollment begins.
• If the new class’s start time occurs after the current time, the system updates the existing enrollment with the new class details (essentially overwriting it).

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Transfers Involving Trials, Makeups, or Single Day Enrollments

If a Trial, Makeup, or Single Day enrollment has both a start and drop date on the current date and is transferred to a future date, iClassPro overwrites the original enrollment record with the new class details.

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Transfers Involving Future Enrollments

If the enrollment has a future start date, the system will prompt you to choose how to handle it:

• Delete the previous enrollment
  • Removes the original enrollment entirely.
  • Recommended if the student will not attend the original class.
  • If the original enrollment has an attached charge, iClassPro will:
    • Delete the original enrollment.
    • Delete the related charge from the ledger.
    • Create a new enrollment and charge reflecting the new class.
    • Update Program/Class/Enrollment details and Charge Category.
    • Retain the original tuition amount that was charged and reapply any payments.
  • If class tuition differs, you may need to manually adjust the ledger. (See Adjusting the Ledger for Transferred Enrollments.)
• Set Drop Date
  • Applies a drop date on the original enrollment equal to the start date of the new enrollment.
  • Recommended if the student will still attend the original class before transferring.

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Transferring Into Waitlisted Enrollments

You can transfer Active, Trial, Makeup, or Casual enrollments into a Waitlisted enrollment, but you cannot transfer out of a Waitlisted enrollment.

When transferring into a full class, a prompt appears asking how to proceed:

• Create a Waitlist enrollment and keep the student enrolled in the original class.
• Create a Waitlist enrollment and drop the original enrollment immediately.

If the student already has a conflicting enrollment, the system will display a conflict message and allow staff to decide whether to drop, delete, or cancel the transfer.

If a transfer from the same enrollment already exists, staff will encounter a “Transfer Already Exists” message.

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Handling Online Transfer Requests to Waitlists

If a customer submits a transfer request through the Customer Portal for an Active enrollment into a full class:

1. A staff member must approve the request from Online Activity.
   • This creates a Waitlist enrollment for the new class.
2. The original enrollment is not dropped automatically; the student remains enrolled until a spot becomes available.
3. The transfer is only complete when the Waitlist enrollment is approved (creating an Active enrollment) or deleted (which breaks the transfer chain).

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Adjusting the Ledger for Transferred Enrollments

When transferring to a class with a different tuition amount, the System does not automatically adjust ledger charges if tuition has already been billed. To manually adjust:

1. From the Family Ledger, click the pencil/edit icon beside the tuition charge.
2. In the Edit/View Charge window, click the pencil/edit icon under Actions to open the charge line.
3. Choose one of the following:
   • Manually change the Amount to $0.00, or
   • Apply a 100% discount to zero out the charge.
4. Optionally update the Charge Title and/or Line Item Title to reflect the reason for the change (e.g., “Edited due to transferred enrollment”).
5. Click Save & Close to release applied payments as credit.
6. Create a new Tuition Charge for the transferred enrollment.
7. Apply the released credit to the new charge.

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Accounting Notes

When adjusting tuition amounts, consider how the change affects financial reports:

• Directly editing a charge amount alters historical financial data.
• Adding a discount line item preserves the record but displays as if the discount always existed.
• For accrual-based accounting, avoid editing historical charges already reported in accounting software.

Recommended alternatives include:

• To reduce a charge:
  • Issue a credit and apply it to the existing charge, or
  • Delete and reissue the charge with the new total.
• To increase a charge:
  • Issue a new charge for the difference, or
  • Delete and reissue the charge with the updated amount.

Deleted charges will not appear to customers but are included in the Category List Report (FIN-6) on the date of deletion.

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Troubleshooting & FAQs

• Why can’t I transfer a student’s enrollment?
  • The enrollment may already have been used to initiate a transfer, or it may be a past enrollment that has already dropped.
• Will the system automatically adjust tuition if the new class has a different rate?
  • No. You must manually update the ledger as described in Adjusting the Ledger for Transferred Enrollments.
• Can I transfer an enrollment into a full class?
  • Yes, but it will be created as a Waitlist enrollment in the new class. You can choose to drop the original enrollment or keep it active.

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Related Articles

• How Do I Use the Group Transfer Tool in the Office Portal?
• How Do I Transfer an Enrollment from the Calendar View?
• What is an Enrollment Type?

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