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How Do I Configure the Automated Billing - Class Tuition Charges (Monthly) Workflow?

IN BRIEF 
The Automated Billing – Class Tuition Charges (Monthly) workflow is a pre-built Autopilot billing workflow that automates the preview, scheduling, and processing of monthly class tuition charges. It allows administrators to configure billing criteria, review charges before processing, and schedule monthly class tuition billing independently from other automated billing workflows.

Overview

The Automated Billing – Class Tuition Charges (Monthly) workflow is part of the Autopilot Workflow Library and is designed to automate the creation of monthly Class Tuition Charges independently of larger billing workflows.

This workflow generates monthly class tuition charges in two stages: Preview and Process, with a configurable wait period in between.

This structure allows administrators to:

  • Review generated class tuition charges before they are processed.
  • Customize monthly class billing criteria to align with specific business practices.
  • Schedule monthly class tuition billing independently from other automated billing workflows.

The workflow consists of three sequential actions that must remain in order:

  • Generate Class Tuition Charges (Preview)
  • Wait For Action
  • Generate Class Tuition Charges (Process)

To review important notes about Automated Billing workflows, see What Do I Need to Know Before Setting Up Automated Billing Workflows?

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Accessing the Feature

  1. From the main navigation menu, go to AUTOPILOT.
  2. Select Workflows.
  3. Select Add a Workflow.
  4. Browse the Workflow Library.
  5. Select Automated Billing – Class Tuition Charges (Monthly).

Selecting a workflow from the Workflow Library copies it into your account, allowing you to customize it without affecting the original template.

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Step-by-Step Instructions

Add the Class Tuition Charges (Monthly) Workflow

  1. From the main navigation menu, go to AUTOPILOT.
  2. Select Workflows.
  3. Select Add a Workflow.
  4. Browse the Workflow Library.
  5. Select Automated Billing – Class Tuition Charges (Monthly).
  6. Confirm the workflow is added to your account.

The System adds a pre-built workflow containing three sequential actions that cannot be reordered.

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Schedule the Workflow

For instructions on configuring the workflow schedule, see “Configuring a Scheduled Event” in How Do I Copy and Configure Autopilot Workflows?

Note that each workflow operates independently and can be scheduled separately from other workflows.

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Configure the Generate Class Tuition Charges (Preview) Action

  1. Select the Generate Class Tuition Charges (Preview) action.
  2. Configure the available settings:
    • Location
    • Billing Schedule
    • Student Active In
      • NOTE: Student selection is hard-coded to use In Month Of and cannot be modified.
    • Due Date in X Days -This determines the “Due On” date for the charged being created. The Due Date will be calculated as ‘X’ days from the date the workflow is triggered.
      • For example, if this task runs on September 25th and the “X” days value is set to “6”, the system will consider charges Due On/Due On or Before October 1st.
    • Send Preview Summary to Email - This field is required and defines which email address(es) should receive an email alert when the “Generate Class Tuition Charges (Preview)” step is completed. Multiple email addresses can be separated with a comma.
    • Send Preview Summary to Phone - This field is optional and defines which phone number(s) should receive an SMS alert when the “Generate Class Tuition Charges (Preview)” step is completed. Multiple phone numbers can be separated with a comma.
      • NOTE: If this field is left blank, no summary text will be sent.
  3. Modify all applicable fields to match your billing requirements.
  4. Save the action settings.

These settings control which monthly class tuition charges are generated during the preview phase and how summaries are delivered.

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Configure the Wait For Action Step

This step defines how many days/hours/minutes the system should wait after generating the Class Tuition Charges preview before it moves forward and processes the preview results. This period defaults to one (1) hour.

NOTE: Any automated actions taken after the preview has been run will be based on the original preview results (unless the preview is deleted from the Background Tasks during the “Wait for Action” period). This means that enrollments created or dropped after the preview has been generated will not be considered when the preview is processed.

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Generate Class Tuition Charges (Process) Action

This action is locked and cannot be edited. When accessed, the System displays the message: “This action is locked and not editable.”

After the configured wait period completes, the System automatically processes the Class Tuition Charges task using the previewed data.

NOTE: Any emails/phone numbers configured to receive the preview summary will also be notified of the Process action.

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Final Steps

  1. After configuring the workflow, Save your changes.
  2. When you are ready, Enable the workflow to begin using it.

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Troubleshooting & FAQs

  • Why can I not edit the Generate Class Tuition Charges (Process) action? 
    • The Process action is intentionally locked to ensure monthly class tuition charges are processed consistently after the preview and wait steps. The System displays a message confirming that it is not editable.
  • Why can I not change the Student Active In option in the Generate Class Tuition Charges (Process) action?
    • Because this workflow is for Monthly billing, Student selection is hard-coded to use In Month Of and cannot be modified.
  • When does the workflow start running after it is enabled?
    • The workflow executes on the next occurrence of the selected day(s) of the week after enablement and continues based on the configured recurrence interval.
  • What if required data cannot be retrieved during execution?
    • The workflow fails, does not proceed with charge generation, sends failure notifications, and logs the failure reason. 
  • Can I enter a wait time of zero?
    • No. All wait time values must be greater than zero. This ensures there is a review window between preview and processing.
  • Can I reorder or remove actions in this workflow? 
    • No. The three actions are sequential and must remain in their original order to ensure proper preview and processing behavior.
  • Does this workflow affect other Automated Billing workflows? 
    • No. Each workflow operates independently and can be scheduled separately.
  • How does the system know what Charge Category to assign to the Class Tuition Charges?

    • The system will use the Auto-Charge Scheduler associated with the selected Billing Schedule to assign the appropriate Charge Category.

      • If the Billing Schedule is not associated with a specific Auto-Charge Scheduler, or if the Auto-Charge Scheduler associated with the Billing Schedule has been deleted, then the system will use the default Auto-Charge Scheduler instead.

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Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).