IN BRIEF
Sessions and Rolling Sessions allow classes to be reused without creating new class records for each billing period. Sessions define fixed billing cycles and specified enrollment start and end dates, while Rolling Sessions create ongoing enrollments with fixed billing cycles. This article explains the differences between them, how to create and edit them, and how to mass assign Sessions or Rolling Sessions to multiple classes. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Creating and Editing Sessions/Rolling Sessions
  • Manually assigning Sessions or Rolling Session to an individual class
  • How to Mass Assign Sessions and Rolling Sessions
• Important Notes
  • Automatic Session Conversions
  • Mass Assign Exceptions
• Troubleshooting & FAQs
• Related Articles

Overview

• Sessions: Use defined start and end dates.
  • Enrollments automatically drop when the Session ends, and families must re-enroll each time.
• Rolling Sessions: Use recurring date ranges (e.g., every 4–6 weeks).
  • Enrollments continue automatically until a drop date is manually applied.

Once a class is linked to either a Session or Rolling Session, that setting cannot be changed. To change the session type, you must duplicate the class, make updates, transfer enrollments, and inactivate the original class.

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Accessing the Feature

1. Navigate to SETTINGS>SETUP>CLASS SETTINGS.
2. Expand the Class Settings area.
3. Depending on which type of session you wish to create/edit, expand the section for either Sessions or Rolling Sessions.

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Step-by-Step Instructions

Creating and Editing Sessions/Rolling Sessions

1. Navigate to SETTINGS>SETUP>CLASS SETTINGS.
2. Expand the Class Settings area.
3. Depending on which type of session you wish to create/edit, expand the section for either Sessions or Rolling Sessions.
4. Click ADD NEW SESSION (or ADD NEW ROLLING SESSION).
5. Enter the following details:
   • Name – the displayed Session/Rolling Session name.
     • NOTE: this name will also be displayed on the Customer Portal/Mobile App.
   • Start/End Dates – active date range for the Session/Rolling session.
   • (optional) Registration Start/End Dates – Controls the period during which classes linked to the Session/Rolling Session are visible for registration in the Customer Portal/Mobile App.
   • (optional) Priority Registration Start/End Dates – Controls the period during which classes linked to the Session/Rolling Session are visible for registration in the Customer Portal/Mobile App for families/students that have the Priority Class Registration Keyword assigned.

Additional Notes

• Classes that have openings during the session/rolling session date range will still appear for Makeup Token redemption, even outside of any defined registration dates.
• See What Are the Customer Portal Registration Modes? for more information about priority registration.

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Manually assigning Sessions or Rolling Session to an individual class

To manually assign one or more Sessions/Rolling sessions to a specific class:

1. From the CLASSES page, use the Search/Filter tools to locate the class you wish to edit.
2. Click the pencil/edit icon to the left of the class to open the class details.
3. Navigate to the Bill Dates tab.
4. On the Bill Dates tab, choose the appropriate This Class Bills According to Custom Date Ranges option.
5. Enable the required Session(s)/Rolling Session(s).
6. Be sure to Save your changes.

For more information about the Bill Dates tab, see our “How Do I Choose the Best Option on the Class ‘Bill Dates’ Tab?” document.

How to Mass Assign Sessions and Rolling Sessions

1. From the CLASSES page, use the Search/Filter tools to select classes.
2. Select the desired classes (either individually or with Select All).
3. Select the Mass Assign Sessions quick tool (calendar icon).
4. From the dropdown, choose a Session or Rolling Session to assign.
5. (Sessions only) To remove previously attached sessions without enrollments, enable Remove Previously Attached Sessions That Have No Enrollments.
   • Note: This option does not apply to rolling sessions, since they are not linked directly to individual enrollments.
6. Select Assign.

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Important Notes

Automatic Session Conversions

If you change a class from Monthly to session-based and existing enrollments exist, iClassPro automatically:

• Creates a duplicate class.
• Transfers active enrollments to the new class.
• Makes the original class Inactive.

A confirmation prompt will list these changes before proceeding.

If no enrollments exist, the selected session is simply applied to the class and will automatically be associated with any new enrollments moving forward.

NOTE: You cannot automatically switch a class from Session-based to Rolling Session-based (or vice-versa). Instead, you will need to manually duplicate the class, make the needed updates, transfer enrollments, and inactivate the original class.

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Mass Assign Exceptions

If enrollments that are already attached to a class fall outside the selected session date range:

• Those classes will be skipped to prevent the system from creating corrupt data (i.e., enrollments attached to session-based classes that do not align with the Session dates).
• An exception report will be available in the Background Tasks.

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Troubleshooting & FAQs

• How do I manually assign a Session/Rolling Session to an individual class?
  • On the class Bill Dates tab, choose the appropriate This Class Bills According to Custom Date Ranges option, then enable the required Session(s)/Rolling Session(s).
    • For more information about the Bill Dates tab, see our “How Do I Choose the Best Option on the Class ‘Bill Dates’ Tab?” document.
• What if I need to switch a class from sessions to rolling sessions?
  • You cannot change the session type once applied. Instead, you will need to manually duplicate the class, make the needed updates, transfer enrollments, and inactivate the original class.
• What happens if I change a class from Monthly to Session-based?
  • If enrollments exist, the System will automatically create a duplicate class, transfer active enrollments to the new class, and mark the original class inactive. A confirmation prompt lists these changes before applying them.
    • If no enrollments exist, the session setting is simply applied to the class.
• Why was a class skipped during mass assignment?
  • If enrollments fall outside the session’s date range, the class will be skipped to prevent errors. An exception report will be generated in Background Tasks.
• How do Sessions/Rolling Sessions affect billing?
  • For information about how iClassPro uses Session/Rolling Session dates for billing purposes, see our “How Do I Choose the Best Option on the Class ‘Bill Dates’ Tab?” document.

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Related Articles

• How Do I Choose the Best Option on the Class "Bill Dates" Tab?
• How Do I Duplicate a Class?
• What is the Class Tuition Charges Task (Global Class Billing)?
• What Are the Customer Portal Registration Modes?

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