The Auto Charge Scheduler picks the charge category for tuition charges that iClassPro creates on its own. Set it up once, and each automatic charge goes into the right category for billing and reports.
What the Auto Charge Scheduler covers
The scheduler picks a charge category for these tuition charges:
- Online enrollments — auto-approved class enrollments from the Customer Portal or the mobile app
- Enrollment Wizard — class enrollments staff make in the Office Portal
- Automated Billing — charges from Automated Billing workflows
Note
Charges you add by hand are not covered. When you add a tuition charge from the Family Ledger or the Class Tuition Charges task, you still choose the charge category yourself.
Each billing schedule can have its own scheduler. The DEFAULT scheduler covers every billing schedule that doesn't have one.
Open or add a scheduler
- Go to Settings > Setup.
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In the Class Settings section, find the Auto Charge Scheduler row. Select the small arrow button at the left end of that row to open the list of schedulers.
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Choose what to do:
- Change a scheduler — select the pencil icon in its row.
- Add a scheduler — select Add New Scheduler, pick a billing schedule under Select Billing Schedule, then select Create. A new scheduler starts on Month to Month.
- Under How do you wish to manage Auto-Charge Categories?, pick an option and set its categories. The options are explained below. Select Save to keep your changes.
How iClassPro picks the charge category
Each time iClassPro creates one of these charges, it answers two questions.
1. Which scheduler? The one linked to the enrollment's billing schedule. If that billing schedule has no scheduler, or its scheduler was deleted, iClassPro uses the DEFAULT scheduler.
2. Which charge category? That depends on the option you picked for the scheduler. The option in use shows a green currently using label.
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Single Select — every charge gets the same category.
- Pick it in Auto-Charge Category.
- Does not work with Automated Billing.
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Month to Month — each charge gets the category for the month the enrollment starts.
- Pick a category for all 12 months.
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Custom — each charge gets the category for the date range that holds the enrollment's start date.
- Each row has From, To and Charge Category. Ranges can't overlap.
- Add New Row adds a range. Remove Row deletes one.
- No range matches? The charge gets the Backup Charge Category. Choosing one is required.
Warning
Automated Billing needs Month to Month or Custom.
- Single Select — Automated Billing workflows fail. iClassPro warns you before it saves this option.
- Gaps in Custom — Automated Billing does not use the Backup Charge Category. If no range covers the billing period, the workflow creates no charges.
- Deleted or expired category — the workflow creates no charges for that period.
Troubleshooting and FAQs
▶ Common Questions
▶ What happens if a charge category in a scheduler is deleted or expires?
New enrollments keep getting that category until you pick a new one. This keeps families from getting stuck at checkout.
The scheduler shows "The associated charge category has been deleted. Please select an active charge category." Automated Billing creates no charges for that period.
▶ Can I delete a charge category that a scheduler uses?
Not when it is a scheduler's Single Select category or Backup Charge Category. iClassPro shows "Cannot delete. Category is used by 1 auto-charge scheduler." Pick a different category in that scheduler first.
▶ What happens if I delete a scheduler?
Enrollments on that billing schedule go back to the DEFAULT scheduler. iClassPro asks you to confirm first. To delete a scheduler, select the trash can icon in its row.
The DEFAULT scheduler can't be deleted.
▶ Why can't I add a scheduler for a billing schedule?
Each billing schedule can have only one scheduler. Select Billing Schedule lists only billing schedules that don't have one yet.
If every billing schedule has one, iClassPro shows "All billing schedules already have an auto-charge scheduler." Change the one that already exists instead.
▶ Why don't I see the Auto Charge Scheduler list or its buttons?
Your staff permissions need Full access to the Settings page. If you still don't see the list, ask your administrator.
Related: How Do I Create/Edit Charge Categories? · How Do I Create/Configure Billing Schedules? · What Do I Need to Know Before Setting Up Automated Billing Workflows? · What Do I Need to Know About Charges?