HALF DAY CLOSURE CREDIT PROCESS

Project Manager: kristiana@hubbardswim.com

Overview

This process gives credit by tuition level. It does not account for multi-class discounts. HFSS credits the full tuition amount.

https://docs.google.com/document/d/1MjD-SRbQElL12d7SMCtZGKL8PzfkhGUAeRxABXGS9mA/edit?usp=sharing

7 Days Prior To Direct Debit Run (When Tuition Is Created)

Step 1

Cancel The Class BEFORE Statements

Note this process cancels the class for the day to prevent enrollment to start on this date. This is not a Blackout date where it is stated as a holiday on the app nor does iCP calculate for this canceled class.

Filter to view the day, date & time of the classes (ex Tuesday, October 31st 3:00 pm - 7:30 pm)
Select all classes
Cancel select classes
Enter start & end date for cancellation (10/31/2023)
Comment: Closed 10/31 Halloween after 2:00pm
Do NOT send a notification (email/text)
Do NOT create makeup token
Process

Step 2

Assign Keyword To Class

Activate Keyword for Classes: Setting > Setup > General > Keywords
- Search for Keyword “1/2 Day Closure” & apply to “Class”
Classes Page & Filters
- Enrollment Date: Holiday Date (10/31)
- Day of the week: Holiday Day (Tuesday)
- All Start Times: To & From (3:00 pm - 7:30 pm)
“Select All” Classes
Assign Keyword to classes
- From bottom navigation menu select the magnifying glass w/ the “W”
- Class Keyword: 1/2 Day Closure

Step 3

Tuition Override Report

Report: STU-17 Tuition Override Report
Enrollment Active From: Today
Enrollment Active To: October 31st
Tuition Override Active From: Today
Tuition Override Active To: October 31st
Enrollment Type Status: Active
Class Status: Active
Day of the Week: Tuesday (Holiday day)
Class Filter > Class Keyword > 1/2 Day Closure
Download or note the names - these enrollments will not receive credit for the closure

Step 4

Issue Mass Credit

Transactions > Credits
Name the Credit “Closed MM/DD - for”
Type of Credit: Other
Credit Date: 10/31/XX
Credit Amount: (Cost of Whatever Level)
Who Gets This Credit: 1 Per Enrollment
Appropriate Filters:
- Enrollment Filters > Add an Enrollment FIlter:
  - Any Class as of 10/31
  - Enrollment Meets on the Specified Date: Check the Box
  - Any Keyword: 1/2 Day Closure
  - Add Filter
Preview
In the “Credit Recipient Preview” screen (When running for Group Level Pricing):
- Search for Private & deselect any families
- Search for Semi & deselect any families
- Search for Clownfish & deselect any families
- Search for & deselect any families from the Tuition Override list
Process
If there was a Private class, rerun steps 1-8 using the “Private” tuition rate.
- In the “Credit Recipient Preview” screen:
- Deselect all families
- Search for “Private” and select those families individually (excluding any that may be on the Tuition Override List).
- Take note of any Private SN families vs Private families, DeSelect the SN families and just open those accounts to add manual credit adjustments.
Process.
Rerun steps 1-8 using the “Semi” tuition rate.
- In the “Credit Recipient Preview” screen:
- Deselect all families
- Search for “Semi” and select those families individually (excluding any that may be on the Tuition Override List).
- Search for “Clownfish” and select those families individually (excluding any that may be on the Tuition Override List).
Process

Step 5

UNAssign The Class Keyword

You should not need to refilter classes - the prior selections should still be valid - but if not, simply filter by “All Keywords” > ”1/2 Day Closure”. Select the magnifying glass > Keyword “1/2 Day Closure” > Unassign.

Step 6

Proceed With Tuition Process

No further special action will need to be taken prior to the October DD. Any online enrollments or move bookings that happen throughout the month will receive credits 6 days prior to Halloween.

Step 7

Edit Tuition Email

Add to the tuition notice email:

“If your child swims on Tuesdays after 2pm Hubbard will be closed the evening of October 31st for Halloween. You will not be charged for this closure; credit in the full tuition amount has been issued to your account which is reflected in the statement attached and in your portal. No makeup token has been issued as financial credit has been applied.”

6 Days Prior To Half Day

Confirm Credit For Transfers

This step is to confirm transfers or new enrollments made after the mass credit have been issued a credit for the closure.

Pull list 1-6 days prior to 1/2 day closure
Report: CLA-9 New Enrollment List
Start & End Date (Start date is the date of the original credit. End date is today)
By Enrollment Date
Enrollment Type: Active
Created by: CP User & Staff
Display Option: Distinguish between CP enrollments, show emails, show class schedule, cvs download
Sort for Tuesday after 2:00 classes
Confirm a credit has been added to these families now enrolled on the 1/2 Day.

Email communication to staff

Subject: October Statements & Thursday PM Halloween Closure

Hello friends!

October statements will be sent on Tuesday, September 24th. Closing for Halloween makes things tricky this month and requires extra attention. Please read through the details, and if you have any questions, please see your Site or GM.

ALL LOCATIONS

Kristiana (KDLC) is running tuition fancy this month to accommodate the Halloween PM shift closure. KDLC will create a flat credit on accounts that swim on Thursdays after 3:00 pm in October and will NOT consider the multi-enrollment discount. For two group swimmers, you will see two other credits for $26 each for Halloween.

Thursday, October 31st, lessons at 3:00 pm and later are canceled in iCP. Long story very short, this is NOT the same as a Blackout that you would see for a full-day holiday closure. This cancellation means families enrolling on Thursdays cannot start or book a makeup for 10/31. However, families enrolling on Thursday afternoons in October will be a bit of a mess because iCP does NOT consider this single shift cancellation when calculating tuition for the month.

NEW ENROLLMENT OR TRANSFERS

When enrolling or transferring to a Thursday we will make this tuition adjustment on the Charge Line at the time of enrollment (ex: 3 Thursdays closed 10/31 pm Halloween).

If the family has paid for this closure, simply apologize. Let them know this is a one-off that only happens with Halloween, and we appreciate it being brought to our attention to fix. Adjust their charge line to create a credit. Tell them the one class will be a credit for next month (November). Of course, if they insist on a refund for the one class, please do so.

As for the reverse, if families move away from Thursday, we must void the (other) credit we have provided. Please be aware that Front Desk staff members do not have permission to void payments/credits. This means the Front Desk must ask their Site for help with this action.

At the end of October, we will pull a report for enrollments made online for October and adjust ledgers that may have been missed to reflect Halloween. (Remember, iCP will still charge for the entire month in-person and online.)

BUSINESS AS USUAL

EXTEND A TUITION DUE DATE has only three steps—please make sure we complete all three to ensure we are correctly holding classes for those we have made arrangements with.

Remember to ADJUST CHARGE LINES & ADD LEDGER NOTES for families that have requested to drop their class or are moving classes after the statement has been created. We should be editing charge lines for these actions every time.

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