Configuring Basic Elements

Business Information

  1. Click on Settings
  2. Choose Business Information
  3. Enter your contact information in the space provided. We use this information to communicate with you about your account.
    For transactions and audit log records, choose:
    Default State - Default for Addresses
    Time Zone - Used for Dates/Time Stamps
    Date Format - Display Order
    Currency - Display Option
  4. Save your work
    Note: To view changes to time zones or currency symbols after initial setup, you may need to log out and back into the software.

Locations 

iClassPro’s location feature is used to manage more than one facility.

  1. Click on Add New Location.
  2. iClassPro bills per location. Creating or deleting locations on this page will affect your subscription fee. If you have any questions about the pricing, please contact support. The location information will be printed on your statements and other reports. (Address, Phone Number, Website, etc.) You will also have the opportunity to add your logo and parent portal header per location. If you are not ready to do so, you may come back to do that later.

Programs

Programs are labels used to organize classes. Programs must be setup before creating classes. Each class associated with a program (Gymnastics, Cheer, Swim, Dance, Team, Recreation, etc.) On financial reports, Programs are also used to separate income into different parts or departments of your business.

  1. Click on Add New Program.
  2. Enter a Program Title for the new program.
  3. Non-Class/Camp Program: If this option is enabled, only financial data can be tracked under the program. No classes, camps or enrollments can be associated with it.
  4. Tax Rate: select a tax rate that will be automatically selected when creating charges related to this program. There are separate options for each Location if there is more than one active Location set up on your account. (NOTE: There will be an option on each class/camp to override the inherited tax rate or to make that particular class/camp tax-exempt.)

Charge Categories

Charge Categories are used to describe charges that you create and post to a client’s ledger. The charge category will appear as part of the charge title on the account statement, family ledger, and the parent portal ledger view online. Charge categories must be created before creating any charges. Charge categories are also used to detect duplicate charges when mass billing for class tuition through Global Tuition Charges.

  1. Click on Add New Charge Category to start making charge categories.

  2. Enter a Title for the new charge category. (ie: Reg. Fee, Proshop, Aug. Tuition, Uniforms, etc.) It’s good practice to create a unique charge category for each distinct billing period or non-tuition fee. This will allow for more detailed reports.

    Note:
    An expiration date is used to prevent old Charge Categories, like 2014 May Tuition, from showing up in the list for new charges after a specific date while keeping a record for reports. Do Not Delete! Charge categories have financial records associated with them. Deleting a charge category will remove that information for filtering capabilities and ledger history.

Taxes

Tax rates create tax rates to be used on taxable line items. A charge can be specified as taxable or non-taxable when creating it.

  1. Click on Add New Tax Rate.
  2. Enter a Name and Rate (without the percentage sign) and choose which locations where the Tax Rate should apply.

Tuitions

Tuitions define the amount you wish to charge for an enrollment. This can be a flat fee or an amount per timeslot/hour, depending on how you have your billing configured on the class.

Flat Fee

The Tuition prices that are created here are the un-discounted prices that are assigned to a class for a specific billing schedule (monthly, session, etc.) Each class is assigned a default tuition price. Create these before creating your classes. Each tuition should have a distinct class price. The same Tuition can be attached to any number of classes.

  1. Click on Add New Tuition.

  2. Enter a Name and Rate for each of your tuitions. (Note that the tuition amount does not use the currency symbol.  It is also not necessary to enter decimal values if the rate is a whole number.)

 

Tuition Schedules

Tuition Schedules replace the tuition/discount schedule setup with a table the gives actual prices with the discounts accounted for.  This allows you more control to allow a higher/lower discount based on the number of classes/timeslots/hours taken (instead of the flat discount that the Discount Schedule allows).

NOTE: If you allow discounts on the class and a discount schedule is also attached to the Class Program, the discount schedule will be applied in addition to any discounts already reflected in the Tuition Schedule.

For more information about how the “Count Classes/Time Slots/Hours” and “Count Students” settings affect tuition, see our “ORDERING TUITION SCHEDULE PRICING BASED ON ‘COUNT BY’ SETTINGS” document.

tuition01.png

 To create a Tuition Schedule:

  • Navigate to SETTINGS>SETUP>CLASS SETTINGS>TUITIONS
  • Click ADD NEW TUITION to launch the “Create Tuition” Window
  • Enter a TUITION NAME
  • Choose RATE or SCHEDULE option
    • RATE: enter the TUITION RATE (without currency symbol)
    • SCHEDULE
      • Count Classes/Time Slots/Hours By
        • One at a Time
          • To count classes One At a Time means to assign each class a number. The system will rank classes from highest to lowest tuition before discounts are applied.
          • To count hours One At a Time means to use the number of hours this class attends to find a discount for this enrollment. The period of time the hours are totaled for is controlled from within each class itself. (To set a class to bill hourly, check “This Class Bills Hourly” in the class record.)
        • One at a Time Per Student
          • To count classes One At a Time Per Student means to assign each class a number, separated for each student enrolled. The system will rank classes from highest to lowest tuition before discounts are applied.
            This setting only affects scenarios when you also choose to Count Students By Total and there are multiple active students in the family. (Otherwise the system works the same as if you just chose One at a Time.)
          • To count hours One At a Time Per Student means to use the number of hours for each class the student attends to find a discount for their enrollments. The period of time the hours are totaled for is controlled from within each class itself. The system will rank classes from highest to lowest tuition before discounts are applied.
            This setting only affects scenarios when you also choose to Count Students By Total and there are multiple active students in the family. (Otherwise the system works the same as if you just chose One at a Time.)
        • Total
          • To count classes by Total means the system will total how many individual classes in which the student is enrolled and discount based on that number. In this case, classes are not ranked by tuition cost since they are both treated the same.
          • To count hours by Total means to use the number of hours all relevant classes attend to find a discount for this enrollment. The period of time the hours are totaled for is controlled from within each class itself.
        • Count Students By
          • One at a Time - To count classes or students One At a Time means to assign each one a number. The order students are put in is controlled by the Order Students By
          • Total - If you choose to count students by Total, classes will be counted and ordered for the family as a whole instead of per student.
        • Students Ordered By - When counting students One at a time, you can order them according to either Most Expensive Class or Highest Total Tuition.
          • Most Expensive Class - Most Expensive Class order means that the student enrolled in the most expensive class is student 1.
          • Highest Total Tuition - Highest Total Tuition order tells the discount schedule to add up the tuitions for all the classes each student is enrolled in. The student with the highest total is then student 1.
        • Tuition Schedule Table

COLUMNS represent students in the family
ROWS represent Classes/Timeslots/Hours

tuition02.png

The AMOUNT entered in the cells of the table are the TOTAL AMOUNT YOU
WISH TO CHARGE FOR THAT CLASS/HOUR/TIMESLOT (including any discounts).

Tuition prices will be calculated as the cumulative total of the number of classes/hours/timeslots taken.  So using the screenshot above as an example, if Student 1 is enrolled in two classes/timeslots/hours, their tuition would be Cell 1:1 (20.00) + Cell 1:2 (40.00) = $60.00.

If you are billing hourly or by timeslot over the course of a month, the classes will be ranked based on their tuition rates and then the appropriate cells will be calculated from the table.  For example, if a student is taking three classes where one class meets five times and the other meets four times during the billing period, the pricing will be as follows:

  • Class 1: the tuition would be the total of cell 1:1 through 1:5 (class meets 5 times)
  • Class 2: the tuition would be the total of cell 1:6 through 1:9 (class meets 4 times)
  • Class 3: the tuition would be the total of cell 1:10 through 1:13 (class meets 4 times)

Billing Schedule

The Billing Schedule is the frequency at which tuition is charged for a particular class (Monthly, Session, Weekly, etc.) It is also used to determine which students get charged when you run Global Tuition Charges to bill for enrollments. For instance, if you attach the session billing schedule to all of your classes- when you run global tuition charges, all students enrolled in a class with that billing schedule will be charged the tuition price. Name these Billing Schedules so that whomever does the billing knows how often charges for each billing schedule should be created.

  1. Click on Create New Billing Schedules.
     
  2. Enter a Title for your billing schedule.
  3. The Billing Cycle largely effects proration (how to discount for late or mid-term enrollments). Month/Session will allow you to bill/prorate for the entire session. Force Month will override the session settings and bill/prorate by calendar month for any enrollment attached to this billing schedule.

Need More Assistance?

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