Quick Reference GUIDE. Also applicable for REVISION NOVEMBER 18, 2013

Quick

Reference

GUIDE

R E V I S I O N N O V E M B E R 1 8 , 2 013

Login . . . 2

Interface Navigation . . . 3

Home Screen Overview . . . 4

Taking Attendance . . . 5 Roll Sheets . . . 5 Create a … Family . . . 6 Student . . . 7 Class . . . 8 User Group . . . 9 Staff Member . . . 9

New Class Enrollment . . . 10

Class Group Enrollment . . . 10

Camp . . . 11

New Camp Enrollment . . . 11

New Charges … Global Tuition Charges . . . 12

Global Block Charges . . . 12

New Charge (Family/Student) . . . 13

Group Charge . . . 14

Payments/Credits . . . 14

Keywords . . . 15

Email Blasts . . . 16

SMS & Voice Broadcasts . . . 16

Promo Codes . . . 17 Mass Credits . . . 19 Family Merge . . . 20 Online Activity . . . 21 Messaging Center . . . 22 Batch Statements . . . 23 Auto Payments . . . 24 Mass Drops . . . 25

Find Duplicate Families . . . 25

Apply Credits . . . 26

Audit Log . . . 27

1) The first-time you login to iClassPro will be from

www.iClassPro.com. Click the Customer Login on the home screen . Note: You must have an active iClassPro account or trial setup before you can signin.

2) Enter your iClassPro account name to bring up the Staff Sign In page .

3) From the Staff Sign In, type your User Name and Password and click sign in to launch your account .

Tip: TIME SAVER Bookmark this page or create a shortcut on your desktop for easy access for future signins.

For the best experience, we recommend using Mozilla Firefox or Google Chrome browsers. Additionally, the most

current version will improve the performance.

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Customer Login

Login

Contents

Interface Navigation

Action Buttons

Help click for a detailed description of the related feature or action.

Please familiarize yourself with the descriptions for the iClassPro interface as these descriptions are used throughout this guide .

1 2 3 4 8 4) Page Filters 5) Page Views

6) Select All Checkbox 1) Application Tools 2) Navigation Icons 3) Recent History 7) Quick Views 8) Footer 9) Background Tasks 5 6 7 Message

Center ActivityOnline Keywords ChargeGroup EmailBlast Wizard

Mail Chimp List

SMS /

Voice QuickEdit FamilyMerge

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Home Screen Overview

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1) Online Activity section will track any changes made to customer accounts via the Parent Portal . Note: Online Activity can be accessed from any page by clicking the Online Activity icon located in the footer.

2) Special Enrollments section lists students with special enrollments like trials, makeups and waitlists .

3) Program Summary section is a visual snap-shot of all programs as of today’s date . Note: This does not include enrollments which start on a date after today.

4) Messages display any messages per logged in staff member as an easy at-a-glance listing .

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Roll Sheets

Reports > Classes > Roll Sheets

Access from any web-ready device.

Staff Sign-In Page > Attendance Login > Mobile App

Taking Attendance

Using a computer click Attendance Login at the top of the Staff Sign-In page, then click the QR Code and print it . 1) Scan the QR code with a QR code reader on your mobile device . Tip: Distribute the QR code to staff for easy access! Or Login can be accessed from any web device at: https://www .iclassprov2 .com/icpv2/ attendance/[YOUR_ACCOUNT_ NAME] .

2) Login with your staff username and password .

3) Select a class and use the Date Finder to confirm the day . (Today is auto-selected) .

4) Record attendance by selecting left for present and right for absent . Click the ‘P’ to select all present or A for all absent .

Note: After taking attendance, wait for the Saving... message at bottom to disappear, indicating iClassPro is finished saving.

5) You can view details about a class or student by clicking the arrow to the right of classes or student’s name .

Note: If you choose to take attendance with pen and paper, you can print roll sheets, record, then enter into iClassPro manually : Classes > Select Class > Enrollments > Class Attendance.

1) Use Program, Keyword, Room, Instructor, Day of Week or Session to narrow classes . 2) Use the Enrollments From Start Date and Enrollments Until End Date to determine the time frame .

3) Select Report Output to add extra info . Tip: If printing roll sheets that span a long date range, check Landscape Mode. 4) Click Update List to show classes . 5) Select the classes you wish to print roll sheets for . 5A) Or use Select Check All to select all in the list .

6) Click PDF . You will find your PDF ready to download and print in Background Tasks (located at the bottom left of the footer) . 7) Click Download, open PDF and select print from your browser .

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Create a Family

Enter family details in the details tab and click save.

Important information to enter includes at least one guardian name, a phone number, physical address, email, and “How did you hear about us?” This information is required in the online signup form and should also be collected by staff members for consistent and complete records .

Family > New Family

Student: After saving family, use the student tab to create and manage students (see create a student)

Ledger: All families transactions are stored under ledger .

Autopay: (see left)

If you have a gateway set up in iClassPro, you can enter Autopay information to be stored on file for later use by clicking Autopay . Use the “Copy Details from Family Information” option if the address matches what is on the card or checking account to copy the billing address automatically .

Note: If you need additional fields for information, you can add them under the family template at Settings > Setup > Family Settings > Family Template. Changes here affect all families in iClassPro.

Policies: The policies tab tracks any written or electronically signed waivers on file for this family with a time/date stamp .

Create a Student

Each student must be entered as part of a family . Find or create and save the family in iClassPro, click the students tab or icon for that family, and click New Student . In the New student window (shown below) enter the student details and click save .

Family > Student > New Student

Enrollments Tab: Add or view enrollments for this student .

Skills Tab: Track custom skills tree progress . Keywords Tab: Custom Flags / Tracking options for students .

Medical Tab: Store emergency medical information on file for this student .

Notes Tab: Store notes for business records and staff about this customer . Notes can be marked with both an open/closed status and a priority of Low, medium, or critical which will change the color of the Notes icon on the Student page .

Custom Fields Tab: Created under Settings > Setup > Student Settings > Student Template . Use these fields to track additional info for this student .

Note: Minimum recommended information to include is the student’s first and last name, birthdate, and gender.

Details Tab:

Association ID can be used for additional searchable text on the student page such as a Membership ID .

Roll Sheet Comment is where you can include a note for instructors on Roll Sheets or the Attendance app such as “Allergic to Peanuts” or “inhaler”.

Student Flag Alert is useful for staff reminders . Text in this field will open in a pop-up window when viewing, editing, or enrolling this student . An example message may be “Need to collect insurance information.”

Create a Class

Billing:

3) Click billing tab 4) Add Billing Schedule and Tuition . Clicking +Add inserts your billing schedule . You can create multiple billing schedules per class (ie: session, monthly, etc .) 5) Choose if the class Bills Tuition Hourly and how to count and prorate the number of hours . 6) Choose to allow/ not allow discounts and prorations.

B) Multi-day Schedule: Enter multiple time slots for the class if students enrolled in that class attend ALL the days of that class (example below) . If applicable, add instructors, keywords and custom info .

Note: Select the Day, Start Time, Duration

and remember to click the +Add button and click Save. Sessions:

Attach a session or rolling session to any class using the Sessions tab to set enrollment start/end dates or custom billing periods .

Schedule:

You can create a Single day or Multi-day class schedule . A) Single Day Schedule:Enter one time slot for the class if students enrolled in that class attend once per week . Remember to click the +Add Button (example below) . Note: If the class is offered at different days/times and students will choose which day/time to attend, then individual days/time offered must be entered as separate classes.

Classes > New Class

Details:

1) Enter the details for the class you are creating . Include in each class a program, max ./min . age, max number of students, gender and grade requirements . 2) Check Show on Web and/or Allow Web Registration to make your class available on the parent portal . 1 A B 2 3 4 5 6

Create Staff

Permissions: can be set with two options … A.) User Group which are pre-defined or B.) Advanced Permissions which allows for permission to be set item by item . If applicable, add Keywords, Bio, Notes and Custom Info . Note: Staff must have user name, password and permissions before able to login.

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Staff > New Staff

Details Tab: Enter new staff member

information Required Information: Staff Name, User Name, and Staff Members Permissions .

User Groups

1) Click create new . 2) Create a user group title (ie: Instructors, Coaches, Help Desk) 3) Use radio buttons beside each item and select Full Access, View or None to grant or deny permissions to the newly created group . Tip: Hold the cursor over each item to see a brief explanation of each permission.

Notes: If “Application Access > iClassPro” is set to “None” the staff member will not be able to log in.“View” means the user will be able to view records, but cannot make changes. “Full” allows read/write access. Using advanced permissions, you can add user permissions per individual from the staff page. User groups are for assigning a set of permissions to groups of

staff members . For example, you may not want your coaches to have the same sort of access as your front desk staff . Staff user groups are assigned on the Staff page when you edit or create staff members .

Settings > Setup > Staff Setting > User Groups

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New Class Enrollments

New Class Group Enrollments

6) SAVE OPTIONS: • Save to save and close .

• Save & Add Another to save and add another enrollment for the same student . • Save & Charge to save and charge family account .

Student or Family > Enrollments Actions Button > New Class Enrollment Classes > Class Actions Button > Group Enroll

1) Use the filters on the left to find your Class Listings which will appear under the drop down on the right . 2) Select a Class from the drop down menu . 3) Choose Enrollment Type . Add Session if needed .

4) Choose Start Date Add Drop Date if needed .

Tip: If using a price other than the default billing schedule, use Override Tuition or select another billing schedule.

5) Choose Enrollment notification Email options . 1 6 5 2 3 4

Find the class you wish to create the enrollments from, follow steps 1-7 . 1) Utilize Keyword fields or search box to find students .

2) Select the students that you wish to enroll by clicking the plus ‘+’ sign next to their name . As selected, students names will appear on the right . 3) Use page views to view more students and select/enroll .

4) Click Next . 5 6 1 1 2 4 7 3

5) Next: confirm enrollment details Start & Drop Date, Enrollment Type & Session if using sessions .

6)If using a price other than predefined or default billing schedule, use Override Tuition or select a different billing schedule . 7) Choose enrollment Notifications options . Select Send Addendum with Automatic Enrollment Notifications Email only if you wish to add a note to your standard enroll email .

Student or Family > Enrollment Action Button > New Camp Enrollment

4 Details:

1) Add camp details,

including start and end dates, requirements, pricing, etc . Go through each tab to complete a new camp setup . 2) Parent Portal:

Set the camp description and enrollment options for online registration . 3) User Defined: Allows custom fields for additional charges and/or information, such as lunch fee, tee shirt or early pick up option .

4) Schedule:

Enter days and time slots your camp will be available . Daily schedule allows you to enter specific dates . Weekly schedules will be recurring over the entire camp date range .

If applicable, add instructors, keywords and promo codes .

Note: You must first set up a Pricing Schedule to create a camp: Settings > Setup > General Settings > Pricing Schedules

Camp > New Camp

Create a Camp

Enroll in Camp

4) Answer any questions setup for this camp . 5) SAVE OPTIONS: • Save to save and close . • Save & Add Another to save and add another enrollment for the same student . • Save & Charge to save and charge family account . 3 2 1 1 2 5 3 4 1) Select a camp from drop down 2) Check the dates box next to individual dates or use quick selectors at the top . Tip: Pay attention to the number of openings on blocks in the table to avoid overbooking a camp. 3) If using a price other than the one defined in the pricing schedule, use Override Tuition.

New Charges

Charging for Class Enrollments 1A) Select / Enter to define charge : • Charge Category

• Billing Schedule • Charge Date

• Student Active As Of Date :

determines which students are charged based on their start date . Always use a date within the billing period for accuracy when calculating prorations . • Due Date

• Early Bird Cutoff Date (not required) On this date early payment discounts will revert to full tuition .

• Split Charges how charges are shown on statements .

• Select Charge Tax if charging tax. Tip: Prevent duplicate charges – We recommend All Previous by Enrollment and Charge Category or 6 monthly/session categories.

3) Click on an Amount to see a detail of how the total was calculated including class tuition(s), discounts(s) and taxes applied .

4) After reviewing charges, click Process at the bottom of the list to begin posting charges . After charges finish posting (Process shown in background tasks), a report of all charged families is available . Wait for this report to appear before processing payments or sending statements .

Tip: HOW TO CREATE Charge Categories

Settings > Setup > General Settings > Charge Categories

Transactions > Global Tuition Charges Transactions > Global Block Charges

Charging for Camp Enrollments 1B) Select / Enter to define charge • Charge Deposit or Full

Unbilled Amount • Charge Category

Tip: Select multiple or individual camps using Bill Only Selected Camps.

(See left for descriptions)

• Charge date

• Student Active As of Date • Due Date

• Early Bird Discount • Charge Tax

2) Preview and Process either Global Tuition (above left) or Global Charges (above right) will display all charges as defined by the categories and schedule data chosen, shown below . . .

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New Charges /

Create New Charge (Family or Student)

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1) EnterTitle and Date, (Not required will auto-fill if left blank), Due Date and Early Bird Date (optional) .

2) Choose Line Item Type Note: Class Tuition and Camp Tuition are separate line types but are entered the same way.

3) Choose Enrollment, Student, Program, Charge Category, and enter the Amount for the charge . If applicable select Discount and Charge Tax . 4) Click + Add Line Item to post item to charge . Note: You can create as many charges as needed without closing the New Charge window using line items. For instance you can add an

(A) Anniversary Fee or (B)Other fee to be included in this charge.

5) Line items added to the charge are displayed here . You may edit or delete the line item using the action buttons .

6) SAVING OPTIONS:

Save to save charges, Save & Close to save and exit new charges or Split Save to save

each line item as its own separate charge . (This is particularly handy for items which may be paid for separately or refunded later .) This also allows for more detailed financial reports .

Student or Family > Ledger Action Button > New Charges

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Create a Group Charge

5) IMPORTANT: To create additional charges, click +Add Line Item and each charge will appear as a separate line item (see 4B) .

If creating a single line item skip +Add Line Item and just Save . Click Split Save to save each line item as its own separate charge . 4

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Student or Family > Student or Family > Ledger Action Button > New Payment

1) Change the title of the payment if needed .

2) Select Payment Type, enter Payment Amount and any extra notes in the Reference / Check # field .

3) You can Add a Credit by simply selecting your Credit Type and entering a credit amount .

4) Choose where the payment should be applied . Tip: Use Create Offsetting Charge Entry to create an ‘other’ type charge for the same amount as the payment (Not for tuition or registration anniversary charges).

5) Process Payment.

Note: All payments not applied to a charge become an Unapplied Credit.

New Payment or Credit

1) Use the filters to define families / students . 2) Select families or students

3) Click Group Charge (Dollar sign) to display the new window shown below .

4) Enter charge info: Title, Charge Date, Due Date, Early Bird Date, Program, Charge Category, Amount and Tax .

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Group charges are non-tuition charges - ideal for uniforms and competition fees or proshop items . 2 4 5 1 3

Create Keywords

Using Keywords

Settings > Setup > General Settings > Keywords Family or Student or Class or Staff

Keywords can be used as a custom filter to group families, students, classes, or staff for marketing, communication, or reporting .

1) Click create new 2) Name Keyword

3) Check all areas this keyword applies 4) Click Save 1 3 2 4 4 5

1) Use the filters to narrow results . 2) Select all or make selections individually .

3) Select the Keywords icon to display the Keywords window . 4) Use the dropdown menu to choose from the pre-defined Keywords . 5) After choosing a Keyword click assign to apply the Keyword to selected items .

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Email Blast

Tip: Mass emails go to back-ground tasks where the progress is tracked – when complete, a report is available.

Family or Student or Class or Camp or Staff Family or Staff

Use filters to narrow search result . Make selections by clicking the select all button or manual selection . Then click the Email Blast icon at the bottom to display the email blast template as shown below .

1) Enter your reply-to address . 2) Enter email subject line

3) Use the image icon to include a masthead or graphic, as sample show “Friday Fun Night .” 4) Use Email Variables: Personalize your message by inserting [[family_first]] - this will address the email with the family members first name, do the same respectively for last name if desired . 5) You can create your email in Microsoft Word™ and paste it using the ‘Paste from Word’ option or draft your email directly within editor . 6) Click Send .

Use filters to narrow search result . Make selections by clicking the Select All button or manually select families or staff . Then click the SMS Text/Voice icon at the bottom to display the SMS Text/Voice menu as shown below . Choose SMS Text or Voice Broadcast:

Text: Simply type your message in the Message area and click send . Voice: Click the Send Voice Broadcast button . Enter your phone number that you wish to record your message from . That number will

automatically be called and will prompt you for recording your voice message and is automatically sent .

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Text & Voice Messages

How to Purchase of credits:

Note: Must be an administrative user to purchase credits. Cost : 3¢ each = 1 Text Message or 1 Min . Voice Broadcast . Buy : Go to : Settings > Setup > General Settings > SMS & Voice

Class will be cancelled today due to severe weather.

1) Click Add Promotion Code . 2) Enter a Name for the Promo Code .

3) Enter the Code that the customer has to type in online . 4) Check this box to allow this promotion code to be combined with others during registration .

5) An expiration date (optional, but recommended) . 6) Enter the Type of promo code .

7) Enter the dollar amount, percentage or billing schedule and remember to click save .

Promo Codes can be used with class and camp registration in iClassPro to give a percentage or dollar discount or to specify a different billing schedule and tuition pair for an enrollment . Promo codes can be entered by parents online during registration or by staff members on the ledger . When a promo code is used on an enrollment, it is listed in the enrollment details and on the ledger entry .

Promo Code Laws: • The Billing Schedule promo code will only have the desired effect if the billing schedule and tuition pair exists on the class it is applied to . • At the time a promo code is created, it will apply to all Classes and Camps until it is attached to a specific class, camp, or program .

Tip: Promote the use of your promo code through email and SMS / Voice by following the steps on page 15.

Settings > Setup > General Settings > Promotional Codes

Promo Codes

Creating Codes Part 1

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Assigning promo codes to Programs Settings > Setup > General Settings > Programs

Double click the program you wish to add a promo code to .

1) At the bottom of the window, check the promo code you wish to apply . 2) Save changes .

Assigning promo codes to Classes & Camps Classes or Camps >

Find a Class or Camp you wish to apply a Promo Code to . Click the Edit Icon to pull up the details for the class or camp .

1) Click on the Promo Codes tab .

2) Check the box next to the promo codes that apply to the class or camp and save the changes .

Check where promos are applied with Relationships:

Settings > Setup > General Settings > Promo Codes

Note: All classes or camps under this program will be eligible for this promotion.

Promo Codes

After Creating a promo code and assigning it you can check where it’s applied by double clicking a promo code title and clicking View Relationships. Example shown left. 1

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Note: Once the promo code has been applied to a specific class or camp, it is no longer applied elsewhere (except in cases where it has also been manually applied this way).

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Mass credits are a way to issue account credit to multiple accounts at once . Common uses for mass credits are holidays or emergencies, promo-tional credit or for discounting total tuition billing for families signed up with auto pay . Depending on the reason why you are issuing credit to accounts, the filters you use in this process can be quite different .

Mass Credits

Assign details...

1) Create a Credit of Type: House, Coupon, Other . 2) With a Credit Date Of: This is a required field to set the date the credit is shown on the ledger or statement . 3) Title: It is good practice to be descriptive to allow staff and parents to easily see why the credit was applied .

4) Give Credit: Choose for who, or how many times, a credit will be 1

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Note: The remaining filters in the mass credits task are conditional filters which allow conditions or requirements to be set for the families, students, or enrollments to be eligible to receive credits. Families or student must meet all of the conditions defined to receive the credit.

5) Autopay Filter is useful for restricting credits to only those accounts with autopay info . on file . You can select one or multiple forms of autopay .

6) Add Charge Category can be used to mark only ac-counts with a charge using a specific category .

7) Add Family/Student Keyword(s) allows only those families or students with a specific keyword to be included .

8) Add Enrollment requirements including Active Status (active or inac-tive), an Active/Inactive as of Date, a Location filter, a specific class or camp, program and keywords . 9) Preview/Refresh. If you find that you need to adjust the filters after pressing preview, simply make the changes and click Preview / Refresh again .

10) Preview the list of credits being issued . When satisfied with the data - click Process.

Note: Make sure to click + Add for each filter to ensure the filter is added.

issued . Options include: Once per Family, Once per Matching Student and Once per Matching Enrollment

Transactions > Mass Credits

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1) Use filters to narrow your search .

2) Select families by checking boxes (max . of 5) . 3) Click Family Merge in the footer .

Family Merge

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6) Combine Student Info. Drag names to be merged under one Last Updated Date . ‘Last Update Dates’ are listed as most current to oldest . Medical information, keywords, custom fields, and details will be saved from the Last Updated Date that names are merged under . ONLY enrollments, notes and skills will be copied and merged when merging from one Last Updated Date to another . Tip: To see which students are which, open the student info and find the time/date stamp at the bottom of the info. (If you save again before closing the window a new date will be saved.)

7) Click finish when you are satisfied with the student list . 8) Carefully review the Merged information by inspecting the Family Details (Family > Selected Family > Edit > Details) . Review additional information under student, ledger, autopay, etc . Note: If you are not satisfied with the results you can undo the Merge by clicking the Undo link under application tools.

Family >

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4) Combine family information by dragging information to the Merge Result (Column that will be used saved) . Use ‘+’ to add and ‘x’ to remove . Scroll down to select all information to be saved ie: Autopay, Anniversary items, “How Did You Hear” and Special Discounts . For Accepted Policies, the merge will save the most recent account information of the selected settings . 5) Click Next.

Note: The Guardian at the top of the list will become Primary Contact.

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Merge Result Info. to be Saved Unused Avail. Info.will be Deleted!

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The Online Activity window is a list of notifications of activity from the Parent Portal with the following notification types: • New Enrollments

• Drop &Transfer Requests • New Account

• Autopay Updates • Online Payments

1) Filter by type, pending or approved status, or whether or not there are notes from the parent portal user .

2) Filter by Status . Use check boxes and select action buttons for mass editing (steps 3, 5 and 6) .

3) Approve For actions which require approval . We recommend viewing all the requests on a page before approving them . While you are in the individual request views, you can deny any requests you do not wish to approve . There is not a mass Deny button .

4) Actions which do not require approval will have an (x) Action for individual dismissal .

5) You can also mass dismiss actions such as new account creations, payments, and autopay updates by checking the boxes next to those activities and clicking Dismiss .

Note: Items WITHOUT an (x) Action MUST be approved or denied. To prevent human error, they cannot be dismissed.

6) Email Button Send email to multiple families or one at a time . click the Email button, enter subject, compose and click send .

Online Activity

Messaging Center

Login > Inbox

Each staff member is assigned a unique inbox on the Internal Messaging Center . After logging in, each member can access their inbox by clicking the mailbox icon in the footer .

1) A red box with a number indicates the number of unread messages . 2) Messages are displayed by incoming messages (Inbox) and outgoing messages (Sent) . New, unviewed messages are in bold . 3) To view a message, simply click on the subject . 4) You can reply to a message by clicking the Reply button, delete the message from your inbox, or simply click close to keep the message . 5) The Reply system works similarly to an email reply . The original message is included by default . Type above or below the original message and 6) click send .

Staff > Select Staff Member(s) > Messaging Center

Sending a message with the iClassPro messaging center to other staff members is easy! Any staff member with access to view the staff page can use this feature .

1) Use filters to find staff members .

2) Use the page views to list matching staff members . 3) Check the boxes next to the intended recipients or use Select All .

4) Click the New Mailbox icon (with the flag up) that pops up in the footer .

5) Select a Priority for the message .

6) Enter a subject .

7) Compose your message . 8) Click Send .

Sent messages will

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Batch Statements

Transactions > Batch Statements

3) Click Preview to view the list of customers who will receive the email as shown above (Un-check families to exclude them .) 4) Click Generate PDF for printable statements .

Click Email Statements to email statements to families .

Click Generate and Email to generate both so that your business has a record of the statements sent .

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5 The Batch Statements task generates statements for customers that

may be delivered via traditional mail (using a printable PDF) or to an email address . Transactions which appear on the statement are determined by settings under Settings > Setup > Family Settings > Statements . Tip: The best time to send Batch Statements is after running global charges to notify customers there is a new bill on their account. Some businesses may wait until after Autopay customers have been drafted.

1) Use filters to decide which families receive statements . Tip: Use $0 amount due to create statements for all families. 2) Type the email body to show in your customers’ inbox if you are emailing statements . The statement itself will be attached to the email as a PDF .

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5) The batch statements task will complete in your background tasks . If you chose to generate a PDF, the file will be available for download once the back-ground task is complete . Note: Even families unsubscribed from regular email blasts receive state-ment emails. Families can also view their account balance from the parent portal under the Tuitions section after logging in.

Auto Payments

Transactions > Auto Payments

Autopay is an option that allows customers to provide payment information that is stored on file for families in a secure online payment gateway (Credit Cards and eCheck) with limited information viewable from iClassPro and can be used by staff members to pay charges accrued on customer accounts . Forms of Autopay include Credit Cards, eChecks, and Bank Drafts (ACH) .

A) Charge from merchant account allows you to process payments for families with credit card or eCheck info on file .

B) Generate NACHA will create a NACHA file for pro-cessing ACH payments in the background tasks area . This file will then need to be uploaded to your bank or financial institution’s website for processing .

Note: Gateway transactions will be batched through at the designated time with your gateway, usually at the end of the day. NACHA or ACH transactions may vary depending on the time the file is submitted to your bank/merchant and their standard practices.

Autopay transactions cannot be easily undone. Please be very careful when processing these payments and contact iClassPro or your gateway/bank with any questions.

1) Select autopayment task .

2) Select location if not processing all locations at once . 3) Choose Types of charges to be paid .

4) Only Charges with Category allows you to select one or multiple Charge Categories to collect payment for .

5) Bill allows you to distinguish charges by due date . 6) Minimum Payment Amount sets a minimum balance to collect payment for .

7) Family Status will pull families based on active enrollment . 8) Keywords allow custom filtering .

9) Click Preview for the list of accounts that will be charged . Tip: If there are credits listed in the credit row, apply any relevant credit amounts to outstanding charges before processing payment. The full amount listed under charges will be billed.

10) Click Process and allow the background task to finish before editing family ledgers . Review the file in your back-ground tasks once the processing is complete . This file will show which customers were successfully processed . 2 1 3 4 5 6 7 8 9 10

Mass Drops

Find Duplicate Families

Transactions > Mass Drops

This feature is used to help make class openings available and reduce false aged accounts . Example: If it’s April, and you charge everyone enrolled for May, there may be some students that were charged but did not pay for May tuitions . With mass drops, you can drop these students from their classes (so a spot for paying customers opens) and delete the unpaid May charge (if desired) so the account no longer shows as outstanding .

1) Select a program, charge category, class, or billing schedule only if you want to drop enrollments with those specific settings . To drop everyone, leave set to “-Any-” 2) Choose a drop date. (Class spots open the day following this date .)

3) Drop if Amount due is more than: drops students with a balance equal or greater than this amount .

4) Check if they apply: Only if Overdue drops only students with overdue charges . Delete Charge Line Item clears outstand-ing charges from the family ledger . Send Email Notice of Drop emails the families notification . Exclude any Students that already have a drop date set will not drop students with drop dates on file (including end of session drop dates) .

5) Click Preview and Process . Preview the list and uncheck any exceptions . 6) Click Process to complete the drops . This will complete in your background tasks and leave a file listing all dropped students . 1

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Transactions > Find Duplicate Families

The “Find Duplicate Families” Transaction works by comparing vital family information such as guardians, phone numbers, addresses, and emails . It then uses a comparison threshold, or the percentage of data between accounts that can be the same, to determine if the families are actually duplicates .

1) Select a comparison threshold . For example, 80% would find any families with 80% or more information in common to be duplicates .

2) Click Preview and wait for the results to generate in your background tasks . Note: That’s a lot of information, so this could take some time!

3) Click the download icon . 4) Review results and go to the Family Page to merge any duplicates .

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Apply Credits

Transactions > Auto Payment > Apply Credits

The Apply Credits task allows you to mass apply credits that are sitting un-used in family ledgers .

Note: This is an important task used to prevent over-billing customers who have pre-paid tuition or have received account credit issued by your business. Run this before using autopay.

1) Select Apply Credits for Auto-payments task .

2) Make any desired changes to the filters for whose credits will be applied (charge types, specific charge information, etc .)

Tip: Use default settings to include all families with both credits and charges in the preview.

3) Click Preview to view a list of customers with both charges and credits . Use the edit icons to view or correct ledgers . If you have made changes, click Preview again to refresh the results .

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4) Review and Uncheck any families where the credit should not be applied to outstanding charges .

5) Click Apply Credit to begin applying the credits . This will finish in your background tasks and generate a report . 6) Download the report to see what credits were successfully applied .

Audit Log

Settings > Audit Log

The Audit Log is where the actions of staff members and online activity is recorded in iClassPro . If there is ever a question about which staff member edited information, you can use the Audit Log to find out . You can search the Audit Log by staff usernames or by actions which took place . Examples of information you can search in the Action bar are things such as payments/ charges, family names, enrollments, etc .

1) Use Username Search to find all actions by a particular staff member by typing in their name or username . 2) Use Action Search for

specific actions by typing in a keywords, for example “login” or “delete enrollment”, will retrieve all audit log entries for every login or for every enrollment deleted . Try searching for family’s name to find all activity on that family . 3) Click Search .

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