Overview

An academic schedule is used to organize classes and programs into a specific time frame. A class or a program must be assigned to an academic schedule.

Academic schedules can be created for any length of time. Typically, schools will create schedules either for the entire school year or per semester. You can create schedules however you choose to organize your academic calendars.

How to Create a schedule

1. Click, Enrollment -> Schedules

2. Click, Add schedule

3. Give your schedule a name

4. Select a start and end date

5. Select an enrollment status (determines if registration is open or closed for the schedule)

6. Enter how many seats are available (this is the max number of students that can register for the schedule)

7. Select all the grade levels that are allowed to register for the schedule

How to Edit a Schedule

1. Click on the schedule

2. Click, Edit schedule

3. Make changes

4. Click, Save changes

How to Publish a Schedule

When you create a new schedule, it will be in a draft status. You'll need to publish it so that families and students can see it in their portal, view classes or programs, and enroll.

1. Click on the schedule

2. Click, Actions -> Publish

3. Click, Publish

Adding Fees, Discounts and Payment Plans

Click on the Billing tab to manage fees, discounts and payment plans.

Managing Fees

You can charge fees per student when registering for the schedule. Registering is a necessary first step before a student can enroll in any classes or programs belonging to the schedule. (See Enrollment Process for more information.)

Adding Fees

Fee types can be managed in Settings -> Enrollment fees

1. Click, Add fee

2. Select the type of fee you want to add (click the + button if you don't see any fees or want to add a new fee type)

3. Enter the fee amount (will pre-populate with the fee type's default amount)

4. If the amount is due at checkout and should be excluded from a payment plan (i.e. deposit), check the option due immediately

Editing Fees

Making changes to fees will not affect existing enrollments; only new ones.

1. Click on a fee

2. Make changes

3. Click, save changes

Removing Fees

Removing fees will not affect existing enrollments; only new ones.

1. Click the trash icon next to a fee

2. Click Confirm to remove

Managing Automatic Discounts

An automatic discount is not the same thing as a discount code.

An automatic discount is a discount that is automatically applied to a student's registration either unconditionally or conditionally according to specific rules.

Rules can be either date related or student related. A date related discount would apply if the student is registering on or before a specific date.

A student related discount would apply if the registering student is new, returning, or the sibling of another registered student.

Adding Discounts

Discount types can be managed in Settings -> Discounts

1. Click, Add discount

2. Select a discount type (click the + button if you don't see any discounts or want to add a new discount type)

3. Select either flat amount or percentage for the discount rate

4. Enter a dollar amount or percentage off amount

5. To apply a condition, select a When option

6. Select the condition or enter a date depending on the When option chosen

Editing Discounts

Making changes to discounts will not affect existing enrollments; only new ones.

1. Click on a discount

2. Make changes

3. Click, save changes

Removing Discounts

Removing discounts will not affect existing enrollments; only new ones.

1. Click the trash icon next to a discount

2. Click Confirm to remove

Managing Payment Plans

Payment plans can be created or modified in Billing -> Payment plans

By adding payment plans to the schedule, you can give parents the option to make payments on any fees you are charging to register for the schedule. Keep in mind, any fees marked as due immediately will not be included in a payment plan and will be billed at checkout or on a separate invoice.

Adding a payment plan only applies to the fees being charged for the schedule registration. You will also have to add payment plans to individual classes and programs.

Adding Payment Plans

Editing payment plans will not affect existing enrollments; only new ones.

1. Click, Add payment plan

2. Select a plan

3. Click Add

Removing Payment Plans

Removing payment plans will not affect existing enrollments; only new ones.

1. Click the trash icon next the play you want to remove

2. Click Confirm to remove