IN BRIEF
Early Bird Discounts allow families to receive a reduced tuition amount if they pay a charge in full before a specified Early Bird Date. These discounts are configured as “Special Discounts” within Discount or Pricing Schedules and applied when creating class or camp charges.
- Overview
- Accessing the Feature
- Step-by-Step Instructions
- How Discounts Are Reflected
- Troubleshooting & FAQs
- Related Articles
Overview
Early Bird Discounts give families an incentive to pay tuition before a set cutoff date. The charge is created at the full amount, but if the payment is made on or before the Early Bird Date, the discount is applied.
- The Early Bird Cutoff Date must be set on or before the current date.
- It can be set after the actual due date if desired.
- The discount amount must be defined as a Special Discount in iClassPro.
Accessing the Feature
- For classes, the discount amount is defined on the Special Discounts tab of the Discount Schedule attached to the Class Program.
- For camps, the discount amount is defined on the Special Discounts tab of the Pricing Schedule selected under the “Payment Settings” section of the Camp Details.
Creating Tuition Charges
The Early Bird Cutoff Date itself is entered when creating the tuition charge (either manually in the Family Ledger or through automated tuition charge tasks). For more information about creating Tuition charges, see the following Knowledgebase documents:
- How Do I Manually Create Class Tuition Charges?
- How Do I Manually Create Camp Tuition Charges?
- What Is the Class Tuition Charges Task (Global Class Billing)?
- What Is the Camp Tuition Charges Task (Global Camp Billing)?
Step-by-Step Instructions
- Define the Early Bird Discount amount:
- For classes: in the Discount Schedule.
- For camps: in the Pricing Schedule.
- Create tuition charges:
- Enter the Early Bird Cutoff Date when creating the charge.
- Communicate discount eligibility:
- Charges display the full amount, but note any applicable Early Bird Discount until the payment is made.
Additional Notes
- Early Bird Discounts cannot be applied to Appointment Tuition charges.
- Early Bird Discounts are not available for enrollments created via the Customer Portal because these charges require immediate payment and cannot accommodate an Early Bird Date.
How Discounts Are Reflected
On the Family Ledger
- Charges show the full amount.
- A note below the charge title shows eligibility for the discount.
- If paid on or before the Early Bird Date, the discount appears directly on the charge line item.
On the “New Payment” Screen
- Before the Early Bird Date, the “Apply to Outstanding Charges” section reflects the discounted amount.
- A message shows what the amount will be after the cutoff date.
On Statements
- Families see the full charge amount.
- A note appears below the charge title explaining any Early Bird Discount eligibility.
In the TRANSACTIONS > PAYMENTS Task
- If run before the Early Bird Date, the preview reflects the discounted amount.
On the Category List Report (FIN-6)
- Shows the full charge.
- Includes a column for potential Early Bird discounts.
- Displays a note: "Early Bird is estimated based on when charge is created and only added to the total discounts when charge is fully paid."
In the Customer Portal/Mobile App – Payments Section
- The Payments section shows the full charge.
- A message alerts the family if the charge is eligible for an Early Bird Discount.
In the Customer Portal/Mobile App – Ledger Info/Transaction History
- Outstanding charges always display the full amount.
- Once payment is successfully made, the ledger records the discounted amount.
Troubleshooting & FAQs
-
Why is the Early Bird Discount not showing for Customer Portal enrollments?
- Discounts are not available for portal-created enrollments because tuition is charged and due immediately, so an Early Bird Date cannot be set.
-
Why does the Family Ledger still show the full amount?
- The full charge amount is always displayed until the payment is made. Once paid before the cutoff, the discount is reflected.
-
Can I apply Early Bird Discounts to appointments?
- No. Appointments do not use Discount Schedules, and therefore do not reference the Early Bird Discount amount.