IN BRIEF
Enrollments can be transferred directly from the Calendar using two different workflows: selecting the class to transfer into, or selecting the enrollment to transfer from. This article explains both methods, along with important behaviors related to makeup enrollments, waitlists, ledger adjustments, and future enrollments.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Transfer by Choosing the Class to Transfer To
    • Drop Date Handling
    • Adjusting the Ledger
  • Transfer by Choosing the Enrollment to Transfer From
    • Drop Date Handling
    • Adjusting the Ledger
  • Transfers Starting on the Current Date
  • Transfers Involving Makeup or Single Day Enrollments (Current Date)
  • Transferring Into Waitlisted Enrollments
    • Possible Transfer Outcomes
  • Transferring Future Enrollments
• Adjusting the Ledger for Transferred Enrollments
  • Accounting Notes
• Troubleshooting & FAQs
• Related Articles

Overview

Transferring an enrollment allows staff to move a student from one class to another without manually ending and re-creating enrollments. The System maintains enrollment history while applying rules related to dates, tuition, and billing.

Two transfer methods are available from the Calendar:

• Choosing the class to transfer into
• Choosing the enrollment to transfer from

Certain enrollment types, dates, and settings affect how transfers behave and are covered in detail throughout this article.

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Accessing the Feature

1. Navigate to CALENDAR view.
2. Locate the class on the Calendar where the transfer will be initiated.
3. Select the class to open the calendar details window.

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Step-by-Step Instructions

Transfer by Choosing the Class to Transfer To

Note: This option is only available for ACTIVE classes.

1. From the Calendar, select the class the student will be transferred into.
2. Select the ">TRANSFER" button at the top of the calendar details window.
3. Search for the student by first name or last name, in any order. 
   
4. Select the student.
   • Select the enrollment to transfer FROM. The enrollment details window will open.
     
5. Update enrollment details as needed: 
   
   • Start date
   • Drop date
   • Tuition override
   • Billing schedule override
6. Enable "Send Enrollment Email" to notify the family, if desired.
7. Select FINISH to complete the transfer.

Important Note: iClassPro does not allow multiple transfers from a single enrollment. If a transfer already exists, the System displays an error message.

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Drop Date Handling

• If a future drop date already exists, it is carried over to the new enrollment.
• If the class being transferred into ends before that drop date:
  • The drop date is adjusted to match the class end date.
• If no drop date exists:
  • The System displays the "Drop Date for Previous Class" option.
  • Leaving this blank applies default behavior (drop date set to the day before the new enrollment starts).
  • Enter a date to set an earlier drop date.

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Adjusting the Ledger

If you transfer the student to a class with a different tuition amount after their current class has already been charged, see Adjusting the Ledger for Transferred Enrollments below.

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Transfer by Choosing the Enrollment to Transfer From

1. From the Calendar, select the class the student is currently enrolled in.
2. Select the ">" icon next to the student in the enrollment list.
3. Search for the class to transfer the student INTO: 
   
   • Enter a class name, or
   • Use filters on the left side of the window.
4. Select the class. This will launch the enrollment details window. 
   
5. Update enrollment details as needed:
   • Start date
   • Drop date
   • Tuition override
   • Billing schedule override
6. Enable "Send Enrollment Email", if applicable.
7. Select FINISH to complete the transfer.

Important Note: If a transfer already exists from the selected enrollment, the System displays an error message.

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Drop Date Handling

• Future drop dates are automatically carried over.
• If the new class ends before the carried-over drop date:
  • The drop date is adjusted to the class end date.
• If no drop date exists:
  • The System prompts for a "Drop Date for Previous Class".

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Adjusting the Ledger

If you transfer the student to a class with a different tuition amount after their current class has already been charged, see Adjusting the Ledger for Transferred Enrollments below.

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Transfers Starting on the Current Date

When transferring into a class that starts on the current date, the System evaluates class start times:

• If the new class start time has already passed:
  • The new enrollment start date is set to the next class meeting date.
  • The original enrollment drop date is set to the day before the new enrollment begins.
  • This respects:
    • Force Start Date settings
    • Class dates, sessions, or rolling sessions
• The start date is set to the next occurrence of the class day.
• The original enrollment drop date is set to the current date.
• If the new class start time has not yet occurred:
  • The existing enrollment and related charges are overwritten.
  • The original enrollment does not occur.

Important Note: If "Force Start Date to Class Meeting Dates" is disabled and no sessions are used.

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Transfers Involving Makeup or Single Day Enrollments (Current Date)

• If a MAKEUP or SINGLE DAY enrollment has a start and drop date equal to the current date and is transferred to a future class:
  • The original enrollment record is overwritten by the new enrollment.

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Transferring Into Waitlisted Enrollments

• Transferring out of a WAIT enrollment is not allowed.
• A WAIT enrollment can be ended by:
  • Adding a drop date
  • Approving it to create an ACTIVE enrollment
  • Deleting the enrollment

Other enrollment types (ACTIVE, TRIAL, MAKEUP, SINGLE DAY) can be transferred into a WAIT enrollment.

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Possible Transfer Outcomes

• No conflict detected
  • WAIT enrollment is created successfully.
• Conflicting or duplicate enrollment detected
  • Staff can:
    • Cancel the transfer, or
    • Drop or delete the original enrollment.
• Transfer already exists
  • The System displays an error message if the same transfer has already been requested.

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Transferring Future Enrollments

When transferring an enrollment with a future start date, the System prompts how to handle the original enrollment:

• Delete the previous enrollment
  • Removes it entirely from the student’s history.
  • Not allowed if tuition charges already exist.
• Set drop date
  • Sets the drop date equal to the new enrollment start date.
  • Use when the student is expected to attend the original class.

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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 is the transfer button missing for makeup enrollments?
  • If "Enable Transfer of Makeup Enrollments" is disabled under SETTINGS>SETUP>CLASS SETTINGS>GENERAL CLASS SETTINGS, the transfer option is hidden.
• Why do I see an error saying a transfer already exists?
  • iClassPro allows only one transfer per enrollment. Existing transfers prevent additional ones.

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Related Articles

• How Do I Transfer Single Enrollments in the Office Portal?
• How Do I Use the Group Transfer Tool in the Office Portal?
• How Do I Edit a Class Enrollment?
• What is an Enrollment Type?
• How Do I Edit/Correct an Existing Charge?
• What is the Category List Report (FIN-6)?

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