IN BRIEF
Tuitions define how much a student is charged for an enrollment. iClassPro allows two tuition setup types: Flat Rate Tuitions (fixed amounts) and Tuition Schedules (tiered rates based on the number of classes, hours, or timeslots). Once created, these tuitions can be assigned to classes to control how enrollment charges are calculated.

• Overview
• Accessing the Feature
• Creating Flat Rate Tuitions
• Creating Tuition Schedules
  • Define Schedule Settings
  • Define the Tuition Schedule Table
• Editing Existing Tuitions
• Troubleshooting & FAQs
• Related Articles

Overview

Tuitions represent the base amounts charged for enrollments. Each tuition record should have a unique rate, though the same tuition can be assigned to multiple classes.

Tuitions can be defined as:

• Flat Rate: A single fee or per-hour amount.
• Tuition Schedule: A table of prices that adjusts based on the number of classes, timeslots, or hours taken—allowing greater flexibility in applying discounts.

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Accessing the Feature

1. Navigate to SETTINGS>SETUP>CLASS SETTINGS>TUITIONS.
2. Select Add New Tuition to open the Create Tuition window.

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Creating Flat Rate Tuitions

Flat rate tuitions are the non-discounted prices assigned to a class for a specific billing schedule (such as monthly or session-based).

To create a flat rate tuition:

1. Navigate to SETTINGS>SETUP>CLASS SETTINGS>TUITIONS.
2. Select Add New Tuition.
3. Enter a Tuition Name.
4. Select the Rate option.
5. Enter the tuition rate.

Notes:

• Do not include a currency symbol when entering the tuition amount.
• Values support up to two decimal places. Decimal entry is optional for whole numbers.

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Creating Tuition Schedules

Tuition schedules define detailed pricing tables that account for discounts automatically. They allow for custom pricing tiers based on the number of classes, timeslots, or hours a student takes.

Tuition schedules must cover all possible hours to calculate billing correctly. For example, if students can take up to 10 hours per billing cycle, the schedule must include 10 rows.

If the system encounters any issues with calculating a tuition price based on a tuition schedule, this will be noted in orange.

• If a total falls IN BETWEEN two existing rows, the system will charge the price in the PREVIOUS row and present the following error: Pricing was not found for [Row #], so Row [Previous Row #] will be used instead.
• If a total falls AFTER the last existing row, the system will charge the price in the LAST ROW and present the following error: [Row #] exceeds maximum row [Highest Row #], so Row [Previous Row #] will be used instead.

To create a tuition schedule:

1. Navigate to SETTINGS>SETUP>CLASS SETTINGS>TUITIONS.
2. Select Add New Tuition.
3. Enter a Tuition Name.
4. Select the Schedule option.

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Define Schedule Settings

• Count Classes/Timeslots/Hours By:
  • One at a Time – Each class is ranked by tuition from highest to lowest before discounts.
  • One at a Time Per Student – Each student’s classes are ranked separately.
  • Total – Discounts are based on the total number of classes or hours combined.
• Count Students By:
  • One at a Time – Each student is numbered individually, ordered by the Students Ordered By rule.
  • Total – Discounts are applied based on the total for all students in a family.
• Students Ordered By:
  • Most Expensive Class – The student in the most expensive class is ranked first.
  • Highest Total Tuition – The student with the highest total tuition is ranked first.

For more information about how the “Count Classes/Time Slots/Hours” and “Count Students” settings affect tuition, see our “How Do Tuition Schedule 'Count By' Settings Affect Pricing?” document.

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Define the Tuition Schedule Table

• Columns represent students in the family.
• Rows represent the number of classes, timeslots, or hours.
• Each cell value represents the total amount charged for that class/hour/timeslot (after discounts).

Examples:

If Student 1 takes two classes/hours/timeslots:

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

If billing hourly or by timeslot across a month:

• Class 1: Sum of cells 1:1–1:5 (for 5 meetings).
• Class 2: Sum of cells 1:6–1:9 (for 4 meetings).
• Class 3: Sum of cells 1:10–1:13 (for 4 meetings).

NOTE: If a Discount Schedule is attached to the class program, it will apply in addition to any discounts accounted for in the tuition schedule.

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Editing Existing Tuitions

To update an existing tuition:

1. Navigate to SETTINGS>SETUP>CLASS SETTINGS>TUITIONS.
2. Select the pencil/edit icon next to the tuition to modify.
3. Make necessary updates and select Save.

NOTE: If you try to delete a tuition assigned to an active class, the system will show: “This Tuition cannot be deleted while applied to active classes.”

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Troubleshooting & FAQs

• What happens if the system encounters an issue with calculating a tuition price based on a tuition schedule?
  • If a total falls IN BETWEEN two existing rows, the system will charge the price in the PREVIOUS row and present the following error: Pricing was not found for [Row #], so Row [Previous Row #] will be used instead.
  • If a total falls AFTER the last existing row, the system will charge the price in the LAST ROW and present the following error: [Row #] exceeds maximum row [Highest Row #], so Row [Previous Row #] will be used instead.
• Can I use both a tuition schedule and a discount schedule?
  • Yes. If a Discount Schedule is attached to the class program, it will apply in addition to any discounts accounted for in the tuition schedule.
• Why do I see an orange warning when calculating tuition?
  • The system could not match the total hours or classes to a row in the tuition schedule. The prior row rate was used.

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Related Articles

• How Do Tuition Schedule "Count By" Settings Affect Pricing?
• How Do I Set Up Discount Schedules?
• How Do I Create or Edit a Class?

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