Embedded Files
Location Process
Location Process
Overview
Overview
Each locations' database is independent from one another. This means when a family wants to transfer HFSS locations the family will need to to set up a new account at the desired location accepting policies, enrolling into their new class and completing payment/add card on file.
Remember: Very few Team Members have access to all iCP locations to create an account for the parent.Request Drop Via Portal
Request Drop Via Portal
The family will need to submit a drop at their current location through their Portal. Reason is Transfering HFSS location. Then adding in the comments the location they are moving to and the desired end date.
Why? We need a comment so we know to waive their notice to drop.Submit Form
Submit Form
Complete the above request to transfer form. This then will allow us to transfer MUT, financial credit, skills, etc. This transfer of items will be completed within the next 7 days.
Support Team Process
Support Team Process
Overview
Overview
TIP! Use incognito window to open both locations for easy transfer.
While we do prefer an account to already be created there will be times that you need to create a new account.
Complete enrollment at the new location and drop at the other location. They will need to log in to the new account to accept policies & complete payment within 24 hours.
Complete the above request to transfer form. This them will allow us to transfer MUT, financial credit, skills, etc. This transfer of items will be completed within the next 7 days.
Correcting Ledger With Credit
Correcting Ledger With Credit
If needed, correct the drop location ledger based on the drop date. This will create a credit on this account to transfer to the new location.
Add in the Charge Title Transferring Funds to <location>.
This credit will be removed when the project manager receives your transfer form.
Moving Credit To New Location
Moving Credit To New Location
Important Steps! This is how the Accounting Team will know to adjust funds behind the scenes with the bank.
Add a new payment:
Payment Type: Other
Amount: Must match credit left at their drop location
Reference/Check #: TRANSFER FROM <location>
Process Payment
Online Activity Request Process
Online Activity Request Process
Overview
Overview
TIP! Use incognito window to open both locations for easy transfer.
When we receive a comment on a drop indicating they are transferring HFSS locations you will complete the above request to transfer form.
Correcting Ledger With Credit
Correcting Ledger With Credit
If needed, correct the drop location ledger based on the drop date. This will create a credit on this account to transfer to the new location.
Add in the Charge Title Transferring Funds to <location>.
This credit will be removed when the project manager receives your transfer form.
Moving Credit To New Location
Moving Credit To New Location
Important Steps! This is how the Accounting Team will know to adjust funds behind the scenes with the bank.
Add a new payment:
Payment Type: Other
Amount: Must match credit left at their drop location
Reference/Check #: TRANSFER FROM <location>
Process Payment
Project Manager Process
Project Manager Process
Project Manager: GabrielleP@hubbardswim.com
Submitted forms will go directly to project manager to process within 7 days of receiving.
Remove Credit From Dropped Location
Create Charge
Line Item Type: Other
Program: Teacher & Me
Charge Category: Transferring Funds
Line Item Title: Transferring to <location>
Amount: Must match credit
Apply credit to the create charge line
Information To Transfer
Family Keywords
Family Notes
Student Keywords
Student Notes - Add new note Subject Transfer from <location>. Comment: Skills transferred.
Makeup Tokens
Skills & Ribbons
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