How Do I Configure the “Upcoming Anniversary Charge Notification” Workflow? – iClassPro Support

IN BRIEF
Learn how to configure the “Upcoming Anniversary Charge Notification” workflow, which automates the process of notifying families “X” days before their anniversary charge is to be applied. The system intelligently identifies eligible families based on their expected anniversary charge date, considers whether fees are structured per-family or per-student, and sends personalized communications with all legally required information through email, SMS, and/or push notifications.

Overview
Accessing the Feature
Step-by-Step Instructions
- Additional Options
Best Practice Recommendations
- Configuration Tips
- Operational Tips
Troubleshooting & FAQS
Related Articles

Overview

Administrators can customize when the reminder is sent and how families are notified.

Workflow type: Schedule-driven
Trigger: Runs on a specific day and time each month
Purpose: Remind families about upcoming anniversary charge(s) to address legal requirements for advance notification of recurring charges and prevent customer dissatisfaction.

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

Accessing the Feature

IMPORTANT NOTE: Before enabling this workflow, you must customize the email template to include: (1) a description of what the anniversary fee covers, and (2) remove one of the two cancellation options if not applicable to your organization.

From the Office Portal, navigate to AUTOPILOT>WORKFLOWS>"Add a Workflow."
Locate Upcoming Anniversary Charge Notification in the list of available workflows.
The workflow will automatically be copied to your account and will open in the Workflow Editor.
After configuring the workflow, Save your changes.
When you are ready, Enable the workflow to begin using it.

NOTE: Only account administrators or staff members who have been granted “Admin Access” permissions can copy or edit Autopilot workflows.

Step-by-Step Instructions

Open the Upcoming Anniversary Charge Notification workflow.
Review the workflow details:
- Trigger Type: Schedule-driven – runs daily at the time you specify.
- Communication Template Used: depending on Anniversary Charge configuration.
  - Upcoming Anniversary Charge Notification (Family)
  - Upcoming Anniversary Charge Notification (Student)
Configure the following options:
- Scheduled Event
  - For compliance reasons, the workflow schedule is automatically locked so it runs every day. However, you can define the specific time at which the workflow should run.
    - For instructions on configuring the workflow schedule, see “Configuring a Scheduled Event” in How Do I Copy and Configure Autopilot Workflows?
- Send Upcoming Anniversary Charge Notification
  - Days Until Anniversary Charge
    - NOTE: For California customers, state law requires notifications 15-45 days before anniversary charges. Set this value within that range for compliance.
  - Program Filters: select one or more Programs in which families/students must have an enrollment to be included in communications. This allows staff to exclude certain enrollments that may not be eligible for Anniversary Fees.
  - Send Email / Send To All Emails
  - Send SMS / Send To All SMS
  - Send Push Notification
After configuring the workflow, Save your changes.
When you are ready, Enable the workflow to begin using it.

Additional Options

Communication Templates: Before enabling this workflow, you must customize the appropriate email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>"Autopilot" to:
- Include a description of what the anniversary fee covers, and
- Remove one of the two cancellation options if not applicable to your organization.
Opt-In Compliance: Autopilot always respects family-level email and SMS opt-in preferences when sending messages.

Best Practice Recommendations

Configuration Tips

Since the workflow schedule is automatically locked so it runs every day, there should only ever be one instance of this workflow running in your account.
Include direct payment links to the Customer Portal in your communication template.
Use clear subject lines, such as “Upcoming Anniversary Charge Reminder”, to increase open rates.

Operational Tips

Schedule this workflow “X” days before payment for the Anniversary Charges will be collected, based on the Days Until Anniversary Charge value.
Combine this workflow with the Payment Method Expiring and Overdue Balance workflows to maintain consistent billing communication with customers.
Encourage staff to regularly review unpaid balances to ensure timely follow-up.

Troubleshooting & FAQS

Why did some families not receive an Upcoming Anniversary Charge Notification?
- Only families or students with eligible enrollments in the selected Programs are included. The workflow also respects family-level email and SMS opt-in preferences, so notifications will not be sent if those options are disabled.
Which communication template does this workflow use?
- The System automatically selects either the Upcoming Anniversary Charge Notification (Family) or Upcoming Anniversary Charge Notification (Student) template, depending on how Anniversary Charges are configured in your account.
The workflow is enabled, but messages are not sending. What should I check?
- Confirm that the Scheduled Event is configured correctly, the workflow is enabled, and the Days Until Anniversary Charge value aligns with upcoming charge dates.
- Also verify that at least one valid delivery method (Email, SMS, or Push Notification) is selected. For example, if the workflow is only configured to send Push Notifications, families will not receive these notifications if they do not have the mobile app installed.