IN BRIEF
Programs in iClassPro organize classes, camps, and income into specific categories. Each Program can carry its own discount, blackout, and promotional settings that automatically apply to related classes or camps. Proper setup ensures consistent accounting, branding, and reporting.
- Overview
- Accessing the Feature
- Step-by-Step Instructions
- Accounting Considerations
- Enrollment Considerations
- Troubleshooting & FAQs
- Related Articles
Overview
Programs serve as labels that organize your business structure within iClassPro. They can represent general areas (such as Gymnastics, Cheer, Swim, or Dance) or more detailed segments (such as Bronze Team or Recreational Tumbling).
Each Program defines accounting and enrollment categories and automatically applies related configurations—such as discount schedules, blackout schedules, promotional codes, and skills tracking—to all classes or camps within it.
Financial reports use Programs to separate income across departments. This allows staff to view revenue or performance metrics per Program.
Accessing the Feature
- Navigate to SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS.
- Review the existing Program list or select Add New Program to create one.
Step-by-Step Instructions
- Select Add New Program.
- Enter a Name for the Program.
-
(optional) Assign a Discount Schedule.
- If the Discount Schedule you wish to assign has not yet been created, this can be edited later.
-
(optional) Assign a Blackout Schedule.
- If the Blackout Schedule you wish to assign has not yet been created, this can be edited later.
-
(optional) Enable Non-Class/Non-Camp/Non-Appointment Program if you only want to track financial data.
- Non-Class/Non-Camp/Non-Appointment Programs cannot be used for classes, camps, or enrollments.
- (optional) Choose Keywords to associate with the Program.
- (optional) Select applicable Promo Codes.
-
(optional) Assign a Tax Rate for related charges.
- Each Location can have its own Tax Rate setting.
- Individual classes, camps, and appointments can override the Program’s Tax Rate or be marked tax-exempt.
- Under the Branding tab:
- Add a description (for internal reference only).
- Upload an image to display in the Customer Portal/Mobile App.
- Recommended image ratio: 2:1 (e.g., 400px × 200px).
- Under the Skills tab:
- Attach portions of your Skill Tree to apply to all classes, camps, and appointments associated with the Program.
- Select Save to finalize the Program.
Editing or Deleting Existing Programs
- To edit, select the pencil/edit icon beside the Program name.
- After editing, select Save.
- Deleting a Program does not remove it from historical reports; deleted Programs continue to appear for existing charges, payments, or enrollments but cannot be assigned to new records.
- Deleted Programs remain active in linked classes, camps, appointments, or fees (e.g., Anniversary charges) until updated.
- Deleting a Program disassociates it from any Makeup Tokens linked to it. Those Tokens must be reassigned before redemption.
Accounting Considerations
Each class, camp, and appointment must be linked to a Program. All related income appears under that Program in financial reports, further categorized by Charge Category (e.g., June Tuition, Summer Camp, or Winter Session).
Programs used exclusively for non-class or non-camp charges can be marked as Non-Class/Non-Camp/Non-Appointment Programs.
- These will not appear in class/camp/appointment setup or searches.
- They can only be used for "Other" charge line items and in financial reports.
Common Non-Class/Non-Camp Programs include:
- Anniversary Fees
- Pro Shop
- Late Fees
- Uniform Fees
Enrollment Considerations
Enrollments inherit the Program from the class, camp, or appointment they belong to.
- When creating enrollments, use Program filters to locate available openings.
- Communications can target students grouped by Program.
- Reports such as Class List (CLA-1) or Program Summary (CLA-3) allow filtering and grouping across multiple classes or camps under a single Program.
Troubleshooting & FAQs
-
Why can’t I assign a class, camp, or appointment to my Program?
- Check whether the Program is marked as a “Non-Class/Non-Camp/Non-Appointment Program.” Only regular Programs can be linked to classes or camps.
-
Why does a deleted Program still appear on my reports?
- Deleted Programs remain visible in historical data for reporting accuracy but cannot be assigned to new items.
-
How do I update the tax rate for an existing Program?
- Edit the Program, change the Tax Rate, and select Save. New charges will use the updated rate.