How Do I Create/Configure Tuitions and Tuition Schedules? – iClassPro Support

A tuition sets how much a student is charged for an enrollment.

You can set up two kinds of tuition:

Flat rate tuition — one amount with no discounts built in, such as a monthly or session price. On classes that bill hourly, the amount is the price per hour.
Tuition schedule — a table of prices based on how many classes, time slots or hours a student takes. The discounts are built into the table.

Once you create a tuition, you can assign it to classes. Any tuition can go on any class, and one tuition can go on many classes. Each tuition should have its own rate.

Create a flat rate tuition

Go to Settings > Setup to open the Setup page.
In the Class Settings section, select the arrow button (Edit Tuitions) on the Tuitions row to open your list of tuitions.
Select Add New Tuition to open the Create Tuition window.
Type a name in the Tuition Name box.
Select the Rate tab to make this a flat rate tuition.
Enter the amount in Tuition Rate. Leave out the currency symbol. You can use up to two decimal places, but whole numbers don’t need them.
Select Create to save the tuition.

✓ You're all set. The flat rate tuition is ready to assign to a class.

Create a tuition schedule

Go to Settings > Setup to open the Setup page.
In the Class Settings section, select the arrow button (Edit Tuitions) on the Tuitions row to open your list of tuitions.
Select Add New Tuition to open the Create Tuition window.
Type a name in the Tuition Name box.
Select the Schedule tab to make this a tuition schedule.
Choose the three schedule settings, explained below.
Fill in the price table, explained below.
Select Create to save the tuition schedule.

Choose the schedule settings

Count Classes/Time Slots/Hours By
- One at a time — ranks each class by tuition, highest to lowest, before discounts.
- One at a time per student — ranks each student’s classes on their own.
- Total — bases the discount on the total number of classes or hours combined.
Count Students by
- One at a time — numbers each student on their own, in the order set by Students Ordered By.
- Total — bases the discount on all the students in the family together.
Students Ordered By
- Most Expensive Class — the student in the most expensive class comes first.
- Highest Total Tuition — the student with the highest total tuition comes first.

To see how these settings change the price, read How do tuition schedule “Count By” settings affect pricing?.

Fill in the price table

Columns — the students in the family.
Rows — the number of classes, time slots or hours.
Cells — the amount charged for that class, hour or time slot, after discounts.

Tuition schedule table with a Students label over columns 1 to 3 and a Classes / Time slots / Hours label beside rows 1 to 5

Warning

Give the table a row for every number of classes, time slots or hours a student can take. For example, if students can take up to 10 hours per billing cycle, the table needs 10 rows. If students can take partial hours, add rows for those too, such as 0.5 or 1.5.

If a count has no row:

Between two rows — iClassPro charges the previous row’s price.
Classes that bill hourly — an orange message also appears.

With Total, each cell is a rate per class or per hour. iClassPro multiplies it by the count.

Note

If the class or its program has a discount schedule, it applies on top of the discounts built into the tuition schedule. Using both is not recommended. If the tuition schedule is set up well, you usually don’t need a discount schedule.

✓ You're all set. The tuition schedule is ready to assign to a class.

Price table examples

▶ See how the cells add up

These examples use One at a time or One at a time per student. Cell 1:2 means Student 1, row 2.

If Student 1 takes two classes, time slots or hours:

Cell 1:1 = 20.00
Cell 1:2 = 40.00
Total tuition = $60.00

If billing by the hour or time slot for a month:

Class 1: the sum of cells 1:1 to 1:5 (5 meetings)
Class 2: the sum of cells 1:6 to 1:9 (4 meetings)
Class 3: the sum of cells 1:10 to 1:13 (4 meetings)

Edit a tuition

Note

Changing a tuition doesn’t change charges already created. iClassPro uses the new price the next time it calculates tuition. This applies to every enrollment on a class with this tuition, except enrollments with a tuition override.

Go to Settings > Setup to open the Setup page.
In the Class Settings section, select the arrow button (Edit Tuitions) on the Tuitions row to open your list of tuitions.
Select the pencil (edit) icon next to the tuition to open it for editing.
Make your changes, then select Save or Save & Close to keep them.

✓ You're all set. The tuition now has your changes.

Troubleshooting and FAQs

▶ Common Questions

▶ Why do I see an orange message when iClassPro works out a tuition?

The orange message appears on classes that bill hourly. It means a number of hours had no matching row in the tuition schedule.

Between two rows — iClassPro charges the previous row’s price and shows: Pricing was not found for row [N], so row [Lower Row] will be used instead.
Past the last row — iClassPro shows: Row [N] exceeds maximum row [Max], so row [Max] will be used instead.

▶ Why can’t I delete a tuition?

You can’t delete a tuition while it is on the billing schedule of an active class. Inactive classes don’t block it. If you try, iClassPro shows this message: “This Tuition cannot be deleted while applied to active classes.”

To delete the tuition, first change the tuition on each active class’s billing schedule. You can also make those classes inactive.

▶ Can I get a deleted tuition back?

Yes. On your list of tuitions, select Show Deleted Items to see deleted tuitions. Select Restore to bring one back.