IN THIS ARTICLE:
Learn about the two methods available to transfer an enrollment from the Calendar view.

• Transfer by Choosing the Class to Transfer TO
• Transfer by Choosing the Enrollment to Transfer FROM
• Transfers involving Makeup/Single Day Enrollments on the Current Date
• Transferring Into Waitlisted Enrollments
• Adjusting the Ledger for transferred enrollments
• Transferring future enrollments

If the option to "Enable Transfer of Makeup Enrollments" is disabled under SETTINGS>SETUP>CLASS SETTINGS>GENERAL CLASS SETTINGS, the transfer button will be hidden for makeup enrollments when transferring a student from the current class into another. If you are using the option to transfer a student to the current class from another, the system will hide makeup enrollments from the list of enrollments for that student.

Transfer by Choosing the Class to Transfer TO

Note: This option is only available for Active classes.

1. From the Calendar View, click on the specific class you wish to transfer the enrollment TO. This will launch the calendar details window.
2. Click the “>TRANSFER” button at the top of the window.
3. Search for a student to transfer into the class. (You can search first name or last name in any order.)
   
   
4. Select the student by clicking on their name.
5. Click on the enrollment you wish to transfer FROM. This will launch the enrollment details window.
   
   • NOTE: iClassPro does not allow multiple transfers from a single enrollment. If a transfer already exists from the selected enrollment, an error message will be displayed.
6. Make any necessary edits to the enrollment (start date, drop date, tuition override, billing schedule override, etc.).
   
7. The system will check to see if a future drop date already exists on an enrollment that is being transferred. If a future drop date exists, the drop date on the new enrollment will be auto-populated to match.
   
   • If the class being transferred into has an end date set (either by Class End Date or Session End Date) that is BEFORE the drop date being carried over, the drop date will be adjusted to match the class end date instead.
   • If no drop date is set on the current enrollment, the system will display an option to set the drop date for the previous enrollment (i.e., the enrollment the student is being transferred from).  Leaving this option blank will retain the default system behavior (automatically setting the drop date as the day before the new enrollment starts).  If you wish to choose an earlier drop date, enter the date in the "Drop Date for Previous Class" field.
     
8. Enable the option to "Send Enrollment Email" If you wish to send an enrollment email to the family. If you leave the option disabled, no email will be sent.
9. Click the FINISH button at the bottom of the window to complete the enrollment.

If you transfer the student to a class with a different tuition amount after their current class has already been charged, see the "Adjusting the Ledger for transferred enrollments" section.

1. If the start time of the new class occurs PRIOR to the current time (i.e., the class has already met for the day), the system will set the start date of the new enrollment to the next class date (honoring their "Force Start Date" settings and any class dates/sessions/rolling sessions) . The drop date for the original enrollment will be set to the day before the new enrollment begins.
   • NOTE: If "Force Start Date to Class Meeting Dates" is not enabled and class dates/sessions/rolling sessions are not used, the system will set the start date of their new enrollment to the next day of the week and set the drop date on the original enrollment to the current date.
2. If the start time of the new class occurs AFTER the current time, the existing enrollment and any charges associated with it will be updated with the new enrollment's details (i.e., the original enrollment will essentially be overwritten since it will not occur).

Transfer by Choosing the Enrollment to Transfer FROM

1. From the Calendar View, click on the specific class you wish to transfer the enrollment FROM. This will launch the calendar details window.
2. Click the “>” button at the right of the student you wish to transfer from the enrollments list.
   • NOTE: iClassPro does not allow multiple transfers from a single enrollment. If a transfer already exists from the selected enrollment, an error message will be displayed.
3. Search for a class to transfer the student into. (You can search by class name or use a combination of filters on the left-hand side of the window to narrow your results.)
   
   
4. Select the class from the drop-down menu by clicking on the class name. This will launch the enrollment details window.
   
5. Make any necessary edits to the enrollment (start date, drop date, tuition override, billing schedule override, etc.)
   • The system will check to see if a future drop date already exists on an enrollment that is being transferred. If a future drop date exists, the drop date on the new enrollment will be auto-populated to match.
     
     • If the class being transferred into has an end date set (either by Class End Date or Session End Date) that is BEFORE the drop date being carried over, the drop date will be adjusted to match the class end date instead.
   • If no drop date is set on the current enrollment, the system will display an option to set the drop date for the previous enrollment (i.e., the enrollment the student is being transferred from).  Leaving this option blank will retain the default system behavior (automatically setting the drop date as the day before the new enrollment starts).  If you wish to choose an earlier drop date, enter the date in the "Drop Date for Previous Class" field.
6. Enable the option to "Send Enrollment Email" If you wish to send an enrollment email to the family. If you leave the option disabled, no email will be sent.
7. Click the FINISH button at the bottom of the window to complete the enrollment.

If you transfer the student to a class with a different tuition amount after their current class has already been charged, see the "Adjusting the Ledger for transferred enrollments" section.

1. If the start time of the new class occurs PRIOR to the current time (i.e., the class has already met for the day), the system will set the start date of the new enrollment to the next class date (honoring their "Force Start Date" settings and any class dates/sessions/rolling sessions) . The drop date for the original enrollment will be set to the day before the new enrollment begins.
   • NOTE: If "Force Start Date to Class Meeting Dates" is not enabled and class dates/sessions/rolling sessions are not used, the system will set the start date of their new enrollment to the next day of the week and set the drop date on the original enrollment to the current date.
2. If the start time of the new class occurs AFTER the current time, the existing enrollment and any charges associated with it will be updated with the new enrollment's details (i.e., the original enrollment will essentially be overwritten since it will not occur).

Transfers involving Makeup/Single Day Enrollments on the Current Date

When a Makeup or Single Day enrollment has a start/drop date equal to the current date, and that enrollment is transferred to a future date, the system will overwrite the original enrollment record with the enrollment for the new class.

Transferring Into Waitlisted Enrollments

• Waitlist Enrollment is Created with No Conflict - if the enrollment being transferred out of has not been transferred out of already and the student is not enrolled in the class they are being waitlisted for, the enrollment will be created.
• A Conflicting/Duplicate Enrollment is Detected - if the student is already enrolled in the class that the waitlist is being created for and the dates may overlap, the system will detect the conflicting enrollment. Staff can choose to not complete the transfer, or to either drop or delete the original enrollment in the class so that the new one does not conflict with it.

• A Transfer Already Exists Message - if the same transfer has already been requested or the enrollment being transferred out of has been transferred out of previously, then staff will encounter the message below:

Adjusting the Ledger for transferred enrollments

If you transfer the student to a class with a different tuition amount (higher or lower), the system does not automatically adjust ledger charges if they have already been charged for the current enrollment.  After completing the transfer, you will need to manually adjust the ledger as follows to re-apply any payments that were applied to the original tuition charge:

1. On the family ledger, click the pencil/edit icon next to the existing tuition charge to launch the "Edit/View Charge" window.
2. Click the pencil/edit icon under ACTIONS in charge table at the bottom of the window.  This will bring the charge to the top of the window so you can edit it.
3. Based on how you handle your bookkeeping, you can either manually adjust the amount to $0.00 or apply a 100% discount to bring the charge amount to $0.00.
   • You may want to edit the Charge Title and/or Line Item Title to reflect why the charge was edited (such as "Edited due to transferred enrollment" or something similar).
4. Click SAVE & CLOSE to save the charge. This will release any payment that was applied to it as credit that can now be applied to other charges.
5. Create a new Tuition charge for the transferred enrollment and SAVE it.
6. Apply the account credit to the new Tuition charge.

Transferring future enrollments

If you attempt to transfer a student from an enrollment with a start date in the future, you will be prompted to decide how you wish to handle it:

• Delete the previous enrollment - completely removes the original enrollment from the student's history.

  • This option should be used if the student is NOT expected to attend the original class on that date.

  • If the enrollment being transferred has any tuition charges associated with it, you will not be allowed to delete the enrollment. In this scenario, please drop the enrollment instead and adjust the ledger if necessary.

• Set drop date - sets a drop date on the original enrollment that is equal to the start date.

  • This option should be used if the student is still expected to attend the original class on that date.

NOTE: Future enrollments cannot be transferred to a start date prior to the start date of the original enrollment, as this essentially means that the enrollment will never occur. The general rule, in this case, is that the original enrollment should be deleted instead, and a new enrollment created.