IN BRIEF:
Blackout Schedules in iClassPro are used to define dates for business holidays or planned closures. Once attached to a Program, they can automatically adjust billing, prevent attendance from being recorded, and update the Customer Portal/Mobile App to reflect canceled events when applicable.
Overview
A Blackout Schedule is a reusable list of dates that represent holidays or planned closures. Depending on how the Blackout Schedule is configured, after you attach it to a Program:
- Billing may be prorated to account for missed dates.
- Recording attendance may be prevented on blackout dates.
- The Mobile App/Customer Portal “Coming Soon” section may display events on blackout dates as canceled.
Important Notes:
- Blackout Schedules apply only to classes and appointments (if this option is enabled).
- NOTE: only Blackout Schedules set to "Both" will affect Appointment bookings.
- Camps do not use Blackout Schedules; closures are managed within the Daily Camp schedule.
Accessing the Feature
- Navigate to SETTINGS>SETUP>GENERAL SETTINGS>BLACKOUT SCHEDULES.
- To create a new Blackout Schedule, select Add New Blackout Schedule.
- To edit an existing Blackout Schedule, click the pencil/edit icon next to the schedule name to launch the Blackout Schedule details window.
Step-by-Step Instructions
Creating a New Blackout Schedule
- Navigate to SETTINGS>SETUP>GENERAL SETTINGS>BLACKOUT SCHEDULES.
- To create a new Blackout Schedule, select Add New Blackout Schedule.
- Complete the dialog:
-
What should this blackout schedule affect?
- 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 attendance on the Blackout dates. This behavior is true even if the "Force Start Date to Class Meeting Dates" setting is enabled and would cause the new enrollment to start on a date included in such a Blackout Schedule.
- Closures Only – assumes that classes will not actually meet on the Blackout dates. Class enrollments will not be allowed to start on the Blackout dates, and attendance cannot be recorded on these dates.
- Both - blackout dates will affect both billing AND closures. Class enrollments will not be allowed to start on the Blackout dates, and attendance cannot be recorded on these dates.
-
Do You Want to Enable Proration? — Yes or No
- This option displays only when either Billing Only or Both is selected.
- What is the Blackout Schedule name? — enter a descriptive name.
-
What dates are part of this schedule?
- Add Single Date — pick a date and select Add Date.
- Add Date Range — enter start and end dates, then select Add Dates.
- Add Common Holiday Dates — choose a holiday and select Add Holiday Dates.
- NOTE: “Thanksgiving” refers to U.S. Thanksgiving holiday.
-
What should this blackout schedule affect?
- Select Create to save the schedule.
Attaching the Blackout Schedule
- Navigate to SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS.
- Select the pencil/edit icon for the target Program.
- Under Choose Blackout Schedules, select one or more schedules.
- NOTE: If you select more than one Blackout Schedule, they must share the same proration type.
- Select Save or Save & Close.
Troubleshooting & FAQs
-
Blackout dates are not blocking attendance.
- Ensure that What should this blackout schedule affect? is set to Closures Only or Both.
- Confirm that the Blackout Schedule is attached to the correct Program.
-
Tuition did not prorate on the blackout date.
- Verify that Do You Want to Enable Proration? is set to Yes (for Billing Only or Both) and that the enrollment spans the blackout date.
- Ensure that the class is set up to Allow Proration.
-
Appointments still appear on blackout dates.
- Ensure that Apply Blackout Dates to Appointments is enabled in your General Appointment Settings.
- Appointment bookings are only blocked when What should this blackout schedule affect? is set to Both.