IN BRIEF
Special Discounts allow you to offer additional savings to specific families. These include Employee, Service, Member, and Earlybird Discounts. Discounts are configured in the Discount Schedule setup and then applied on a per-family basis. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Step 1: Enter Special Discount Rates
  • Step 2: Apply Special Discounts to Programs
  • Step 3: Apply Special Discounts to Families
• Ordering Students/Enrollments
  • Special Case: Transferred Enrollments (Timeslot Billing)
  • Notes on Combined Discounts
• Troubleshooting & FAQs
• Related Articles

Overview

Special Discounts are used to provide additional savings to families that qualify under certain conditions. They support dollar amounts or percentages, with values up to four decimal places.

The following Special Discounts are available:

• Employee Discount – for families of staff members.
• Service Discount – for military and first responder families.
• Member Discount – for families with a business membership (based on your own membership criteria).
• Early Bird Discount – for paying tuition by an early bird due date (not for early registration).

See our "What Are Early Bird Discounts?" document for additional information about Early Bird Discounts and how they work.

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Accessing the Feature

1. In the Office Portal, navigate to SETTINGS>SETUP>CLASS SETTINGS>DISCOUNT SCHEDULES.
2. Expand the Discount Schedules area.
3. Click the pencil/edit icon next to an existing Discount Schedule to open the Details view.
4. Select the Special Discounts tab.

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Step-by-Step Instructions

Step 1: Enter Special Discount Rates

1. Under the Special Discounts tab, enter discount values for any of the following:
   • Employee Discount
   • Service Discount
   • Member Discount
   • Early Bird Discount
2. Values can be set as either percentages or fixed amounts.
3. Select Save.

Important Notes

• Early Bird Discount eligibility dates are set only when charges are created via the Office Portal.
• For more details, see: What Are Early Bird Discounts?

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Step 2: Apply Special Discounts to Programs

1. In the Office Portal, navigate to SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS.
2. Expand the Programs area.
3. Select the pencil/edit icon to the left of the Program to launch the details view.
4. Select the appropriate Discount Schedule containing the special discounts from the drop-down menu.
5. Select Save.

Step 3: Apply Special Discounts to Families

1. In the Office Portal, navigate to the FAMILIES page.
2. Use the search/filter options on the left-hand side of the page to locate the family.
3. Select the pencil/edit icon to the left of the family to launch the family details.
4. Scroll to the bottom of the window and select View More.
5. In the Special Discounts area, enable Yes for any discounts the family qualifies for.
6. Select Save.

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Ordering Students/Enrollments

When applying Special Discounts, the System may need to order students/enrollments if values match. This ensures discounts are distributed consistently.

The System follows this order of logic:

1. Enrollment pricing in descending order (highest tuition first).
   • For Tuition Schedules, the System uses the amount in the first cell.
2. If tuition is equal, the System compares proration.
   • The student with the lower prorated tuition receives the higher discount.
3. If proration is equal, students are ordered by enrollment start date (earliest start date first).
4. If start dates match, students are ordered by enrollment creation date (earliest creation first).
   • NOTE: Creation dates include timestamps.
5. If creation dates also match (e.g., simultaneous enrollments created via the Customer Portal), students are ordered by ascending internal Student ID.

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Special Case: Transferred Enrollments (Timeslot Billing)

• If a student transfers between classes in the same week,  the system combines the tuition values for the original class + the transferred class.
• The combined total may then outrank other enrollments when applying discounts.

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Notes on Combined Discounts

If multiple discounts apply to a single enrollment, each discount is based on the original tuition amount (not the already-discounted value).

Example

• Base tuition = $93.00
• Employee discount = 50%
• Multi-class discount = 30%

Calculation

• $93 × 50% = $46.50 (Employee Discount)
• $93 × 30% = $27.90 (Multi-class Discount)
• $93 – $46.50 – $27.90 = $18.60 final tuition charge

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Troubleshooting & FAQs

• Why can’t I enable an Early Bird Discount on a family record?
  • Early Bird Discount dates can only be set when creating individual charges on the family ledger. They are not enabled on the family record.
• If a family qualifies for multiple discounts, which one applies first?
  • All discounts apply independently and are calculated from the original tuition amount.

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Related Articles

• How Do I Set Up a Discount Schedule?
• Which Settings Can Override or Limit Discount Schedules?
• How Do Tuition Schedule “Count By” Settings Affect Pricing?

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