How Do I Create a Blackout Schedule?

IN THIS ARTICLE:
Learn about how to set up a Blackout Schedule and how the system uses Blackout Dates in relation to billing and attendance.

You can view more information about Blackout Schedules and how they work below:

How Blackout Schedules Work

A Blackout Schedule is a list of dates when your facility will be closed for holidays or other reasons.  iClassPro uses these dates to control how the system will handle billing and/or attendance.

There are three options to define how the Blackout Schedule will affect these areas:

  • Billing Only – traditional method; only affects how class days are counted for proration purposes. Enrollments will still be allowed to start and/or check in for class/camp attendance on the Blackout dates. (Will not affect proration unless “Do You Want to Enable Proration?” is marked as “Yes.”)
  • Closures Only – assumes that classes/camps will not actually meet on the Blackout dates.
    • Class enrollments will not be allowed to start on the Blackout dates.
    • Attendance cannot be recorded on the Blackout dates.
    • Mobile App/Customer Portal “Coming Soon” section will not display events the Blackout dates.
  • Both - assumes that classes/camps will not actually meet on the Blackout dates and therefore will not allow enrollments to start and/or check in for attendance on those dates, and also affects how class days are counted for proration purposes.

If you select the "Billing Only" or "Both" options, the system also gives you the option to enable proration for blackout dates. 

  • If you select YES – this will allow proration to occur for the blackout date(s), reducing class tuition for the date(s) in the blackout schedule. For example, if class was $120 for 4 class dates in the billing period and one class date was a blackout date – the tuition for for that month would be reduced by 1/4 of the class tuition ($30 per class) to a total of $90 that month for all students.
    • Explanation:
      • 4 possible class dates, system allows proration = 4 billable class dates
      • $120 tuition  / 4 billable class dates = $30 per class
      • Student enrolled for all class dates = $90 total tuition ($120 - $30 for blackout date)
      • Student enrolled for 2 class dates = $60 total tuition ($120 - $30 for blackout date - $30 for other missed class)
  • If you select NO – the system treats the blackout date(s) as if it didn't exist and will simply spread the full tuition among the remaining days of the billing cycle. For example, if class was $120 for 4 class dates in the billing period and one class date was a blackout date – the tuition would remain as $120 if the student was enrolled in all class dates (other than the blackout dates) during the billing period. However, if the customer enrolls late and misses a class date that is NOT in the blackout schedule, they will be prorated at a rate of 1/3 tuition (instead of 1/4 tuition) so each of the remaining class periods would carry the weight of $40.
    • Explanation: 
      • 4 possible class dates, system DOES NOT allow proration = 3 billable class dates
      • $120 tuition  / 3 billable class dates = $40 per class
      • Student enrolled for all class dates = $120 total tuition (system does not prorate for blackout date)
      • Student enrolled for 2 class dates = $80 total tuition ($120 - $40 for other missed class)

Setting Up a New Blackout Schedule

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  • Navigates to SETTINGS>SETUP>CLASS SETTINGS>BLACKOUT SCHEDULES.
  • Click ADD NEW BLACKOUT SCHEDULE and answer the questions:
    • What should this blackout schedule affect?
      • Billing Only
      • Closures Only
      • Both
    • Do you want to enable proration? (only appears if “Billing Only” or “Both” is selected.)
      • Yes.
      • No.
    • What is the blackout schedule name?
      • Enter the name you wish to give the Blackout Schedule in the text field.
    • What dates are part of this schedule?
      • Add Single Date – select or enter a specific date, then click ADD DATE to add them to the Blackout Schedule.
      • Add Date Range – enter a start and end date for a specific date range, then click ADD DATES to add them to the Blackout Schedule.
      • Add Common Holiday Dates – select a holiday from the list, then click ADD HOLIDAY DATES to add them to the Blackout Schedule.
    • Click CREATE to create the Blackout Schedule.

Attaching the Blackout Schedule

In order for Blackout Dates to be recognized, the Blackout Schedule must be attached to the Class Program. To do this:

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  • Navigate to SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS.
  • Click the pencil/edit icon next to the Program.
  • Under "Choose Blackout Schedules", choose the Blackout Schedule(s) that should affect classes attached to the selected Program. (If you are selecting multiple Blackout Schedules, they must use the same proration type.)

Be sure to click SAVE & CLOSE to save your changes.

Need More Assistance?

Call us at 877-554-6776. Our business hours are Mon-Thu 9am-9pm and Fri 9am-6pm Central Standard Time.