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How Do I Use the Classes Quick Edit Tool?

IN THIS ARTICLE:
Learn about the iClassPro Quick Edit tool and how it can be used to quickly make changes to a group of classes.

Quick Edit Overview

quick_edit_image.png

Using Quick Edit, the following details of a class can be changed:

  • General
    • Override Dynamic Class Name
      • No/Yes
    • Class Status
    • Class Program
      • Choose from available Programs
    •  "Tax Exempt" (Yes/No)
      • If "No" is selected, "Override tax rate set on program" option is displayed.
        • If "Override tax rate set on program" option is enabled, select a Tax Rate to be used as the override.
    • Allow Proration
      • No/Yes
    • Allow Discounts
      • No/Yes
    • Autopilot Settings
      • Waitlist Autopilot
        • Do Not Change
        • No
        • Yes
      • Allow Waitlist Offers If Requirements Not Met
        • Do Not Change
        • No
        • Yes
    • Online Settings
      • Show Online
        • No/Yes
      • Hide Enrollments
        •  No/Yes
      • Allow Registration
        • No/Yes
          • If "Yes" is selected, you will also be given the option to enable the "Punch Pass/Single Day Only" option.
    • Class Billing
      • Billable Class
      • Non-Billable Class
        • NOTE: You can only disable billing for ACTIVE classes. If the Class Status is set to INACTIVE, the “Class Billing” option will not be available.
        • If the “Non-Billable Class” option is enabled, you will be presented with the additional option “Enrollments Count Towards Discounts.”
          • If this option is left disabled, enrollments in the class WILL NOT be included when counting the number of student enrollments when calculating multi-class/multi-student discounts.
          • If this option is enabled, enrollments in the class WILL be included when counting the number of student enrollments when calculating multi-class/multi-student discounts.
    • Default Billing Schedule/Tuition Pair
      • Billing Schedule
        • Choose from available Billing Schedules
      • Tuition
        • Choose from available Tuitions
    •  Level
      • Choose from available Levels
    • Zone
      • Choose from available Zones
    • Requirements
      • Minimum Age (Year/Month)
      • Maximum Age (Year/Month)
      • Maximum Number of Students
      • Gender Limitations
        • Co-Ed/Female/Male
  • Dates
    • Use selected class dates
      • Class Dates
      • Registration Dates
      • Priority Dates
  • Description
  • Instructors
    • Add/Remove/Replace Instructors
  • Skill Tree
    • Assign a Skill Tree to Selected Classes (overrides any skill tree inherited from the Class Program)

How to Mass Edit Classes with the Quick Edit Tool

  1. Filter the class list using any applicable filters and search tools on the left side of the page to find classes.
  2. If necessary, adjust your page view to include more results (top & bottom right of list).
  3. Select any classes you would like to edit en masse.
  4. Click the Quick Edit tool (icon at the bottom of the screen that looks like a pencil with three lines next to it). 

The Quick Edit tool is separated into four tabs within the Quick Edit window. Changes in all four tabs will take effect when saving. Please be sure to only edit those fields that you want changed for ALL of the classes you selected.

General Tab

Class settings in the General tab include many of the settings you would see on the Details and Billing tabs for classes.

Any changes here will affect ALL selected classes. If you do not intend to make a change, leave the menu set to the default "-DO NOT CHANGE-" text or leave text fields blank.

Dates Tab

This tab only deals with the Class Registration Dates on classes set to "This Class Bills Monthly."

Select "Use the dates below" from the "Class Dates" menu to specify your registration dates. (See https://support.iclasspro.com/hc/en-us/articles/218569718-Creating-a-New-Class for more information.)

Description Tab

This tab only deals with the description on selected classes. The description entered here will replace any description(s) already placed on the class(es). This description can include pictures, text formatting and hyperlinks to more information on your website.

Note: In the Customer Portal, clicking on the "More Details" link under any class will display this description text.

Instructors Tab

This tab edits only instructor information for the classes. To edit instructors follow the instructions below:

  1. Choose how you are editing the instructors on the class. Options include:
    • Add selected staff members to classes without removing other instructors
    • Remove selected staff members from classes without removing other instructors
    • Remove all current instructors from classes and then set selected staff members as instructors
  2. Select the instructor(s) you are editing.
    • NOTE: When populating the list of Instructors, the system will load a maximum of 100 instructors at a time, and allow search functionality to locate and select instructors who may not appear in those results. As instructors are selected, they are moved to the top of the list and additional instructors are listed below.

Skill Tree Tab

This tab only deals with the Skill Tree assigned to selected classes. The Skill Tree chosen here will override any Skill Tree the class would inherit from its Program.

Auto-Approval Tab

This tab allows you to mass update the "Auto-Approval Prerequisites" assigned to the selected classes. 

Note: Saving changes in the Quick Edit Tool starts a background task while the updates are made to the Classes.

Using Quick Edit to Update Billing Schedules/Tuitions

Changing a Billing Schedule

If you select a Billing Schedule that IS NOT currently attached to the selected class, you must select a tuition amount to be paired with it. Until this is done, the system will prevent you from clicking SAVE.

Once you click SAVE, the following warning will be displayed:

You are adding a new billing schedule/tuition pair to one or more selected classes and setting it as the new default. Any existing enrollments using the current class default will use this new default billing schedule and tuition amount moving forward unless they have a billing schedule override in place.

You will need to click OK to continue or have the option to CANCEL. If you click OK, the new Billing Schedule/Tuition pair will be added to the class(es) and set as the default.

If you select a Billing Schedule that IS currently attached to the class but do not choose a tuition amount, that billing schedule will be set as the default (along with whichever tuition is currently linked to it).

In this scenario, the following warning is displayed:

You are changing the default billing schedule for one or more selected classes . Any existing enrollments using the current class default will use this new default billing schedule and its associated tuition amount moving forward unless they have a billing schedule override in place.

You will need to choose from one of the following three options:

  • Continue - acknowledges the warning and changes the default billing schedule. You may need to manually update enrollments if they need to have a billing schedule override assigned.
  • Cancel - Will cancel the task and return to whichever window launched the task.
  • Override Billing Schedule for current enrollments - If this option is selected, the system will automatically assign a billing schedule override to any current enrollments attached to the original default billing schedule that do not already have a billing schedule override assigned, then update the default billing schedule on the class. Any new enrollments created will use the new default billing schedule.

If the class only has ONE billing schedule attached and that billing schedule is simply changed to a different one, that billing schedule will be set as the default (along with whichever tuition is currently linked to it).  If enrollments exist that are attached to the class, the system will display a warning similar to the one below (verbiage may differ based on different scenarios):

You are about to update the billing schedule for this class. Any current or future enrollments using this billing schedule will use the new billing schedule for new charges.

Choosing to "Override Billing Schedule for current enrollments" will create an additional billing schedule/tuition pair on this class if one does not exist to match the original billing schedule being replaced.

You will need to choose from one of the following three options:

  • Continue - acknowledges the warning and changes the default billing schedule. You may need to manually update enrollments if they need to have a billing schedule override assigned.
  • Cancel - Will cancel the task and return to whichever window launched the task.
  • Override Billing Schedule for current enrollments - If this option is selected, the system will create an additional billing schedule/tuition pair on this class to match the original billing schedule being replaced and automatically assign a billing schedule override to any current enrollments attached to the original default billing schedule that do not already have a billing schedule override assigned.

If you select a Billing Schedule that is currently attached to the class but choose a different tuition amount, the system will update the tuition attached to that billing schedule.

In this scenario, the following warning Is displayed:

You are updating the tuition amount attached to the selected billing schedule for one or more selected classes. Any existing enrollments using this billing schedule will use this new tuition amount moving forward unless they have a tuition override in place.

You will need to click OK to continue or have the option to CANCEL. If you click OK, the system will update the tuition amount associated with the selected Billing Schedule. It will NOT change the default Billing Schedule assigned to the selected class(es).

If you don't choose a specific Billing Schedule but choose a tuition amount, the system will update the tuition attached to whichever billing schedule is set as the default.

In this scenario, the following warning is displayed:

You are updating the tuition amount attached to the default billing schedule for one or more selected classes. Any existing enrollments using the default billing schedule will use this new tuition amount moving forward unless they have a tuition override in place.

You will need to click OK to continue or have the option to CANCEL. If you click OK, the selected tuition will replace whichever tuition is assigned to the default Billing Schedule assigned to the class.

If multiple scenarios are occurring (for example, a billing schedule exists on one class but not another that is selected), then the system will display the following warning:

You are making changes to the billing schedule/tuition setup on one or more selected classes. Please note the following:

- If you are adding a new billing schedule/tuition pair to one or more selected classes and setting it as the new Default Billing Schedule, any existing enrollments using the current class default will use this new default billing schedule and tuition amount moving forward unless they have a billing schedule override in place.

- If you are changing or updating the existing Default Billing Schedule, any enrollments using the current class default will use the new default Billing Schedule and Tuition amount moving forward unless they have a billing schedule override in place.

- If you are changing the Tuition Amount connected with an existing Billing Schedule, any enrollments using that Billing Schedule will use the new tuition amount moving forward unless they have a tuition override in place.

You will need to click OK to continue or have the option to CANCEL. If you click OK, the actions described in the warning will be taken in each scenario.

NOTE: if the selected Billing Schedule does not exist for any of the selected classes, you will first be warned of this and will be required to select a tuition amount to be paired with it. Until this is done, the system will prevent you from continuing.

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).