Creating a New Class

Note: Required Setup: Programs, Billing Schedules, and Tuition.

Settings > Setup > General Settings

The Details Tab

  1. Click New Class in the upper left hand corner of the classes page.
    Note: Please note the tabs at the top of the class window, including the Details, Billing, and Schedule tabs. 
  2. Enter the details for the class you are creating. Required fields on the Details tab include a class name, a program for tracking income, min/max ages for students, a maximum number of enrollments, and gender requirements.

    Age requirements must be entered in numbers. If you are basing the age on partial years, please refer to the following table for the appropriate decimal values. (So for example, a class where the minimum age is 3 years, 4 months should be entered as 3.3333.)

    Months  Decimal Value
    1 0.0833
    2 0.1667
    3 0.25
    4 0.3333
    5 0.4167
    6 0.5
    7 0.5833
    8 0.6667
    9 0.75
    10 0.8333
    11 0.9167
  3. The Online Settings options allow you to "Show to Customers", "Hide Enrollments", "Allow Registration", and offers a class description for customers (available from the parent portal class list). 
    2019-05-24_16_05_57-iClassPro___newfreshgym.png
    - The Show To Customers option determines whether or not the class is visible to customers on the Parent Portal.
    - The Hide Enrollments option determines whether or not enrollment status in the class is displayed to the customer while the setting is enabled. (The most common use for the setting would be to hide the enrollments when assigning students to specific teams, so they can sort/enroll all students before making it public.)
    - The Allow Registration option determines whether or not customers are allowed to create enrollments in the class from the Parent Portal. If the "Show to Customers" option is enabled and "Allow Registration" is left disabled, customers will be prompted to contact you to enroll.

The Billing Tab

Go to the Billing Tab. This is where you will use the Billing Wizard to set up the billing structure for your class. 2019-06-04_07_39_36-iClassPro___superstars.png

The Billing Wizard walks you through setting up your class billing structure by answering questions about how you bill, how you want to handle discounts/proration, and other common billing questions.

The Wizard will walk you through a number of options based on your response to the question “How Do You Bill?”

There are three billing options:

Hourly
With Hourly billing, the class bills based on the number of hours a student is expected to attend (the actual amount charged depends on the duration of the class). To set up Hourly billing, answer the following questions:

  • How often do you want to bill for the class?
    • Once a month/session – totals the number of class hours in the billing cycle (month or session)
    • Once a week – totals the number of class hours per week
  • This class calculates prices by the number of hours in a…
    • Month/Session – totals the number of class hours in a month/session when figuring price/discounts/proration
    • Week – totals the number of class hours in a week when figuring price/discounts/proration, then sums them for monthly/session billing
  • Do you allow discounts?
    NOTE: When using hourly billing, the system will calculate the number of hours in the billing cycle and discount based on the total.
    • Yes
      • Override discount schedule
        • Check appropriate discount schedule (if enabled)
      • No
    • Do you allow proration?
      • Yes/No
    • Is this class tax exempt?
      • Yes
      • No
        • Override tax rate set on program
          • Check appropriate tax rate (if enabled)
        • What is your billing schedule and tuition rate?
          • Billing Schedule – select the appropriate billing schedule
          • Tuition - select the appropriate tuition rate to be paired with the billing schedule
          • Default – mark the selected billing schedule/tuition pair as the default for enrollments
          • Add Another – click to add more billing schedule/tuition pairs

Time Slot
With Time Slot billing, the class bills based on the number of time slots the student is expected to attend (regardless of the duration of the class). To set up Time Slot billing, answer the following questions:

  • This class calculates prices by the number of timeslots in a…
    • Month/Session – totals the number of timeslots in a month/session when figuring price/discounts/proration
    • Week – totals the number of timeslots in a week when figuring price/discounts/proration, then sums them for monthly/session billing
  • Do you allow discounts?
    NOTE: When using timeslot billing, the system will calculate the number of class timeslots in the billing cycle and discount based on the total.
    • Yes
      • Override discount schedule
        • Check appropriate discount schedule (if enabled)
      • No
    • Do you allow proration?
      • Yes/No
    • Is this class tax exempt?
      • Yes
      • No
        • Override tax rate set on program
          • Check appropriate tax rate (if enabled)
        • What is your billing schedule and tuition rate?
          • Billing Schedule – select the appropriate billing schedule
          • Tuition - select the appropriate tuition rate to be paired with the billing schedule
          • Default – mark the selected billing schedule/tuition pair as the default for enrollments
          • Add Another – click to add more billing schedule/tuition pairs  

Flat Rate
With Flat Rate billing the class bills a flat amount per billing cycle. This is our “traditional” billing structure. To set up Flat Rate billing, answer the following questions:

  • Do you allow discounts?
    NOTE: When using flat rate billing, the system will count the number of enrollments the student has during the billing cycle and discount based on the total.
    • Yes
      • Override discount schedule
        • Check appropriate discount schedule (if enabled)
      • No
    • Do you allow proration?
      • Yes/No
    • Is this class tax exempt?
      • Yes
      • No
        • Override tax rate set on program
          • Check appropriate tax rate (if enabled)
        • What is your billing schedule and tuition rate?
          • Billing Schedule – select the appropriate billing schedule
          • Tuition - select the appropriate tuition rate to be paired with the billing schedule
          • Default – mark the selected billing schedule/tuition pair as the default for enrollments
          • Add Another – click to add more billing schedule/tuition pairs

For more information about hourly billing, click here. 

For more information about setting up Discount Schedules, click here.

How Class Bill Dates Work

The Bill Dates tab will allow you to choose Sessions or Rolling Sessions which indicate the length of time billing is assessed over and control re-enrollment.

Classes must use one of the following bill date options:

  1. This Class Bills Monthly - this means that enrollments are continuous (with no set start/drop date) and billed by the calendar month (4-5 weeks).
  2. This Class Bills According to Custom Date Ranges - Rolling Sessions (Keep students enrolled after session ends)- this means that the enrollments are continuous (with no set drop date) and are billed by custom date ranges, such as every 6 weeks (which are typically back to back).
  3. This Class Bills According to Custom Date Ranges - Sessions (Drop students after session ends) - this means that the enrollments have pre-defined start and drop dates, where the student must re-enroll for class each session. Student tuition is then billed and prorated over the session dates.
  • After students are enrolled in a session, the dates of the session can no longer be edited in Settings > Setup > Class Settings.
  • If you are changing the way your classes bill (ex: switching from rolling session bill dates to monthly bill dates), you must create a new class. See Duplicating a Class for more information on how to do this.

The Schedule Tab 

  1. Open the Schedule Tab.
  2. The schedule tab is a required setting where you can add the days and times that this class meets. Students enrolled in the class will assume all days on the schedule for billing and attendance purposes. If you have a class that is set up to allow students to choose which days they attend, each class day should be set up as its own class.
  3. (Optional) The Instructors tab allows you to attach coaches or instructors to the class.
  4. (Optional) The Keywords tab allows you to attach one or more keywords to the class for custom filtering options on reports and pages.
  5. (Optional after initial save) The Promo Codes tab allows you to determine which promotional codes set up in your account can be applied towards this class. Promo Codes are added under Settings>Setup>General Settings.
  6. (Optional) The Skill Tree tab allows you to override the default Skill Tree that the class inherits from its program. Skill Trees are set up under Settings>Setup>General Settings.
  7. (Optional) The  Custom Fields tab allows you to keep track of additional class information visible only to staff members. Custom fields are added using the class template under Settings>Setup>Class Settings.
  8. Save your work.

Need More Assistance?

Call us at 877-554-6776. Our business hours are Mon-Fri 9am-6pm Central Standard Time.