IN BRIEF:
The Bill Dates tab in iClassPro determines how tuition is billed and how student enrollments are managed for each class. You can set a class to bill Monthly, according to Rolling Sessions, or according to fixed Sessions. Each option affects how long students remain enrolled and how tuition is charged.
Overview
The Bill Dates tab provides three billing models:
- This Class Bills Monthly – for ongoing, month-to-month enrollments.
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This Class Bills According to Custom Date Ranges
- Keep Students Enrolled After Session Ends – for Rolling Sessions, where students remain enrolled until dropped.
- Drop Students After Session Ends – for fixed Sessions, where enrollments automatically end at the close of a session.
Each option changes how enrollments are managed and how billing tasks must be run.
Accessing the Feature
- Navigate to the CLASSES page.
- Click on the pencil/edit icon next to a class to open the class details.
- Select the Bill Dates tab.
Step-by-Step Instructions
This Class Bills Monthly
- Best for ongoing, month-to-month enrollments.
- Students remain enrolled until manually dropped.
- Tuition is billed monthly (4–5 weeks, depending on your billing schedule).
Optional Settings
- Class Dates Start/End Dates – earliest/latest enrollment and drop dates in the Customer Portal.
- Registration Start/End Dates – Controls the period during which the class is visible for registration in the Customer Portal/Mobile App.
- Priority Registration Start/End Dates – Controls the period during which the class is visible for registration in the Customer Portal/Mobile App for families/students that have the Priority Class Registration Keyword assigned.
Note: These options apply only if Show to Customers and Allow Registration are enabled on the class.
Billing Notes
When running Class Tuition Charges, choose In the Month Of in the Student Active filter, then select the month for which you are billing.
This Class Bills According to Custom Date Ranges – Keep Students Enrolled After Session Ends
- Use this setting with Rolling Sessions.
- Students remain enrolled until a manual drop date is applied.
- Tuition is billed on a recurring cycle (e.g., every 4–6 weeks), based on the Rolling Session’s date ranges.
NOTE: Start/End Date, Registration Dates, and Priority Registration Dates for Rolling Sessions are defined on the Rolling Session itself. For more information about creating and managing Rolling Sessions, see our “How Do I Manage Sessions and Rolling Sessions?” document.
Billing Notes
When running Class Tuition Charges, choose Within the Range Of in the Student Active filter, then specify the session date range.
This Class Bills According to Custom Date Ranges – Drop Students After Session Ends
- Use this setting with fixed Sessions.
- Enrollments end automatically when the session ends.
- Families must re-enroll students for each new session.
NOTE: Start/End Date, Registration Dates, and Priority Registration Dates for Sessions are defined on the Session itself. For more information about creating and managing Sessions, see our “How Do I Manage Sessions and Rolling Sessions?” document.
Billing Notes
When running Class Tuition Charges, choose Within the Range Of in the Student Active filter, then specify the Session date range.
Troubleshooting & FAQs
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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.
- 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.
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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.
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How do I create additional Sessions/Rolling Sessions?
- For more information about creating and managing Sessions/Rolling Sessions, see our “How Do I Manage Sessions and Rolling Sessions?” document.
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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.