IN BRIEF
Learn how to transfer multiple students from one class to another using iClassPro’s Group Transfer tool. This feature allows staff to select several active enrollments at once, apply shared transfer settings, and manage billing and ledger adjustments efficiently. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • System Behavior for Same-Day Transfers
  • Group Transfers Involving Future Enrollments
• Adjusting the Ledger for Transferred Enrollments
  • Accounting Notes
• Troubleshooting & FAQs
• Related Articles

Overview

The Group Transfer tool enables staff to move multiple students from one class to another at the same time. This is particularly useful when reorganizing schedules, consolidating classes, or moving students at the end of a session.

Transfers can be customized to retain or modify each student’s billing schedule, tuition overrides, and drop dates. iClassPro prevents multiple transfers from the same enrollment to ensure record integrity.

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Accessing the Feature

1. Navigate to the CLASSES page in the Office Portal.
2. Locate the class you wish to transfer students from.
3. Expand the Enrollments view for that class.
4. Select the Group Transfer button.

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Step-by-Step Instructions

1. In the Group Transfer window, use filters on the left-hand side to find and select the new class.
2. Select the students you wish to transfer individually, or choose Select All to move everyone from the list.
3. Click Next.
   • NOTE: iClassPro does not allow multiple transfers from the same enrollment. If a selected enrollment has already been transferred, an error message will appear.
4. Confirm the Enrollment Type and Session (if applicable).
5. Verify the Start Date and Drop Date for the new enrollments.
   • If an existing enrollment has a future drop date, the system auto-fills that date.
   • If the new class’s End Date occurs before the carried-over drop date, the system adjusts the drop date to match the class end date.
6. Optionally set a Drop Date for Previous Class to replace the default (which sets it to the day before the new enrollment begins).
7. Choose from the following options:
   • Keep Existing Billing Schedule Overrides for Each Enrollment — retains or adjusts billing schedule overrides for each student.
     • If the new class lacks a matching billing schedule, the override defaults to the class’s standard billing schedule, and a “No matching billing pair” warning will appear.
   • Choose Tuition Override for Each Enrollment — allows you to review or edit existing tuition overrides.
     • If unchecked, all tuition overrides will be removed.
8. Choose whether to send a Transfer Enrollment Notification Email to families.
   • NOTE: This email uses the template found under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>iClassPro tab>“Class Transfer Enrollment Processed.”
9. Select Finish to complete the transfer.

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System Behavior for Same-Day Transfers

• If the new class’s start time occurs before the current time, the new enrollment will begin on the next scheduled class date (honoring “Force Start Date to Class Meeting Dates” settings).
  • The original enrollment will drop the day before the new enrollment begins.
• If the new class’s start time occurs after the current time, the system updates the existing enrollment and associated charges with the new class details (overwriting the previous record).

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Group Transfers Involving Future Enrollments

If one or more selected enrollments have future start dates, you must decide how to handle them:

• Delete the Previous Enrollment
  • Completely removes the original enrollment from the student’s history.
  • Recommended if the student will not attend the original class.
  • If any tuition charges are attached, deletion will not be allowed.
    • Instead, drop the enrollment and adjust the ledger if needed.
• Set Drop Date
  • Adds a drop date equal to the new enrollment’s start date.
  • Recommended if the student will still attend the original class before transferring.

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Adjusting the Ledger for Transferred Enrollments

When transferring to a class with a different tuition amount, the System does not automatically adjust ledger charges if tuition has already been billed. To manually adjust:

1. From the Family Ledger, click the pencil/edit icon beside the tuition charge.
2. In the Edit/View Charge window, click the pencil/edit icon under Actions to open the charge line.
3. Choose one of the following:
   • Manually change the Amount to $0.00, or
   • Apply a 100% discount to zero out the charge.
4. Optionally update the Charge Title and/or Line Item Title to reflect the reason for the change (e.g., “Edited due to transferred enrollment”).
5. Click Save & Close to release applied payments as credit.
6. Create a new Tuition Charge for the transferred enrollment.
7. Apply the released credit to the new charge.

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Accounting Notes

When adjusting tuition amounts, consider how the change affects financial reports:

• Directly editing a charge amount alters historical financial data.
• Adding a discount line item preserves the record but displays as if the discount always existed.
• For accrual-based accounting, avoid editing historical charges already reported in accounting software.

Recommended alternatives include:

• To reduce a charge:
  • Issue a credit and apply it to the existing charge, or
  • Delete and reissue the charge with the new total.
• To increase a charge:
  • Issue a new charge for the difference, or
  • Delete and reissue the charge with the updated amount.

Deleted charges will not appear to customers but are included in the Category List Report (FIN-6) on the date of deletion.

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Troubleshooting & FAQs

• Why do I get an error during a Group Transfer?
  • One or more enrollments may have already been transferred. Each enrollment can only be used once for a transfer.
• Can I group transfer students into a class that is already full?
  • No. Group transfers can only be made to classes with available openings. Use the single enrollment transfer process if a Waitlist is required.
• What happens if students’ tuition amounts differ after transfer?
  • Ledger adjustments must be handled manually following the steps in Adjusting the Ledger for Transferred Enrollments.

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Related Articles

• How Do I Transfer Single Enrollments in the Office Portal?
• How Do I Transfer an Enrollment from the Calendar View?
• What is an Enrollment Type?

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