When posting tuition fees for classes with the Billing Method - By Class Fee, a discount can be automatically calculated and applied to tuition fees based on the number of classes taken.
Multi-class discounts can be calculated either by student or by family:
|Count classes by student||Jackrabbit counts each student's classes separately and calculates the discounts.|
|Count classes by family||Jackrabbit adds the tuition for the classes taken by all students in the family and calculates the discount.|
Define and Add Discount Rules
The first step in applying multi-class discounts is to define them using Tuition Discount Rules. The Discount Rules are then added to each Class record, on the Summary tab.
Define your discounts by adding Tuition Discount Rules
Assign Tuition Discount Rules to Classes
When calculating Multi-Class discounts during tuition billing for classes with the Billing Method By Class Fee, you have the option of using student level discounting or family level discounting.
- At the student level, Jackrabbit counts each student's classes separately and applies the discounts.
- At the family level, Jackrabbit adds all the class tuition, for all students, and applies the discount to the total.
This setting to change between student and family counting is located on the Discount Rules for Classes Billed by Tuition Fee page accessed from Manage Your Discount Rules in Tools > Edit Settings > Tuition Settings.
- Family with 2 students
- Each student is taking 2 classes (all with a tuition fee of $70)
- The classes have the Tuition Discount Rule "Recreational" which applies discounts as follows:
The total classes for the family is 4, the 1st class is not discounted, the 2nd class is discounted 5%, the 3rd class is discounted 5%, and the 4th class is discounted 7%. Total tuition posted $268.10
The total classes for each student is 2, the 1st class for each student is not discounted, and their 2nd class is discounted 5%. Total tuition posted is $273.00.
Watch a (2:41) video tutorial on how to Set Up Discount Rules for Classes Billed By Class Fee
Do you want to offer a discount incentive to students who take more than one class, or a discount to families with more than one student enrolled at the same time? Jackrabbit makes it simple to accommodate these scenarios.
Tuition Discount Rules define multi-class and multi-student discounts (or a combination of both!) for classes that are billed By Class Fee. These rules are assigned to classes on the Summary tab of the Class record. Once a rule is assigned to a class, the class will use that rule's discounts when posting your tuition fees, based on your Tuition Fee Settings.
All classes are automatically assigned a Discount Rule of No Discounts on the Summary tab of the Class record. Once you have created your Tuition Discount Rules in your Tuition Settings (Tools menu > Edit Settings) they are assigned to each class that you bill By Class Fee, in the Class record on the Summary tab.
Add a Discount Rule
Assign Discount Rule to Classes
Each class can only have one Tuition Discount Rule, however, you can assign different rules to different sets of classes. For example, you may offer recreation classes that are eligible for discounting (using a Tuition Discount Rule that you create) at the same time as having competitive Team classes that do not count towards discounting (using the No Discounts rule).
To assign rules to many classes at once, use the Edit All Classes tool from the Classes menu.
Family Discount Rules
There may be times when you don't want the Discount Rules for a class to be applied to a specific family. Perhaps you have some families who are Team or Competition and their student's classes are discounted at a different rate than the rules assigned to their classes are defined as.
When you find that the assigned class Discount Rules aren't applicable to a particular family, create a Family Discount Rule and save it to the family's Billing Info tab. The Family Discount Rule will over-ride all class assigned rules for this family. Learn more about Family Discount Rules.
Discount Rules are created in Jackrabbit to assign three types of tuition discounts that are available:
- Multi-Class Discounts - Tuition discounts are given depending on the number of classes students in a family are taking.
- Multi-Student Discounts - Tuition discounts are given depending on the number of students enrolled in classes from the same family.
- Combination of Multi-Class and Multi-Student Discounts - Combo discounts are a combination of Multi-Class and Multi-Family.
Note: A class can only accept one rule at a time, so if you wish to apply both Multi-Class AND Multi-Student discounts you have to select the combination discount rule.
Create Discount Rules
Discount Rules are created in Tuition Settings from the Tools menu > Edit Settings.
- Click Manage Rules button to open the rule builder.
- Click the Add New Rule button to start building a Discount Rule.
- Enter a Tuition Discount Rule Name.
- Select the type of discount rule and how the discount should be applied:
- Use the discount rate listed for each class if you'd like Jackrabbit to use the discount listed for each class.
- Add up classes and use the discount rate listed for the total # of classes if you'd like Jackrabbit to add up the classes and use the discount associated with the total.
- Select Use the discount rate listed for each student if you'd like Jackrabbit to apply the discount listed for each student.
- Select Add up the students in the family and use the discount rate listed for the total if you'd like Jackrabbit to add up the students and use the discount associated with the total.
A combination of both
- Select Give both discounts (multi-class and multi-student) when applicable if you'd like Jackrabbit to give both discounts whenever applicable.
- Select Give only multi-class discounts; only give multi-student discounts when multi-class doesn't apply if you'd like Jackrabbit to first check for multi-class and apply if applicable. If no multi-class are applicable, Jackrabbit will apply multi-student if applicable.
- Follow the next steps to complete your selections. Discount Rule Examples for each discount rule are shown below.
- Click Preview Rule to see the discount you are building in action! Enter a Tuition Fee to see an illustration based on the rule's discounts and the fee you have created.
Note: Because the same fee amount is used for each class tuition, the highest/lowest settings are not reflected in the tuition fees discounting example.
- Click Save Changes when you are happy with the results of the rule you created, and you will be returned to the main page of the Discount Rule builder.
Now that you have created your Discount Rules you will need to assign them to your classes. See Assign Tuition Discount Rules to Classes.
Dave and Dani are in the same family and are Dave is enrolled in more than one class:
- Dave is in 3 classes and each class is $100/mo.
- Dani is in 1 class at $100/mo.
- Multi-class discounts are counted By Student (see Count Classes by Student or Family for the Multi-Class Discount )
- The classes have the Tuition Discount Rule "Recreational" which applies discounts as follows:
Use the discount rate listed for each class
- The 1st class for each student is not discounted, the 2nd class for Dave is discounted 5%, and the 3rd class for Dave is discounted 10% (Dave's classes are listed from bottom to top in the table shown).
- Total tuition posted is $385.
Add up classes and use the discount rate listed for the total # of classes
- Dani has only one class so she receives no discount, Dave is in a total of 3 classes and each of those classes is discounted 10%.
- Total tuition posted is $370.
Specify a unit for this discount - The discount can be a dollar amount or a percentage to be applied to the tuition fee(s).
Tuition Fee Discount Method - Define what discounts will be applied to classes one through six. The 7th class and beyond will use the discount defined for Class 6.
In what order would you like to apply the discount?
- Highest tuition gets lowest discount (most common) - Jackrabbit will order the classes with the highest priced class considered as Class 1. The lowest discount is applied to highest priced class.
- Lowest tuition gets lowest discount - Jackrabbit will order the classes with the lowest priced class considered as Class 1. The lowest discount is applied to the lowest priced class.
This family has 4 students enrolled in classes and the classes have the Tuition Discount Rule "Recreational" which applies discounts as follows:
Use the discount rate listed for each student
- Student 1 uses the discount listed in Student 1 (0%) and their classes are not discounted.
- Student 2's classes use the discount listed in Student 2 (5%).
- Student 3's classes use the discount listed in Student 3 (10%).
- Student 4's classes use the discount listed in Student 4 (15%).
Add up the students in the family and use the discount rate listed for the total. The 4 students in the family are added up and the discount rate for Student 4 (15%) is applied to all students' classes.
Specify a unit for this discount - The discount can be a dollar amount or a percentage to be applied to the tuition fee(s).
Tuition Fee Discount Method - Define what discounts will be applied to students one through six. The 7th student and beyond will use the discount defined for Student 6. You may opt to give the discount listed for Student 1 to families with only 1 student.
In what order would you like to apply the discount?
- Highest tuition gets lowest discount (most common) - Jackrabbit will order the students with the student having the highest priced tuition considered as Student 1. The lowest discount is applied to the student with the highest tuition.
- Lowest tuition gets lowest discount - Jackrabbit will order the students with the student having the lowest priced tuition considered as Student 1. The lowest discount is applied to the student with the highest tuition.
Only one discount rule can be added to any class. If you offer both a Multi-Class and a Multi-Student discount for a particular class, you will create a Combo Discount Rule. This discount rule is a combination of both Multi-Class and Multi-Student discounts described above. Jackrabbit will apply both discounts whenever applicable.
You can manage your Tuition Discount Rules from the Tools menu > Edit Settings > Tuition Settings. Click the Manage Rules button to open the Discount Rules for Classes Billed by Tuition Fee window.
From this screen you are able to preview, edit, copy, or delete your current rules.
Click the Eye icon to see an example of how your tuition fee will be discounted according to the rule. The Enter a Tuition Fee field defaults to $100 but you can change that amount to the actual amount of your class tuition for the illustration.
You can look at the effect on your tuition fee when both types of discounts (Multi-Class & Multi-Student) are given in a Combo type discount rule or you can look at each discount type separately using the Both, Multi-Class, and Multi-Student tabs.
Use the Pencil icon to edit a current rule. On the Edit Discount Rule page you can rename the rule and/or change components of the Multi-Class or Multi-Student discounts.
You have the option to preview the rule before saving your edits.
Quickly create a new Discount Rule by copying the settings from a current Discount Rule with the Copy (pages) icon. Give the new rule a name, make any necessary changes to the discount settings, and Save Changes.
Click the Trash Can icon to delete a Discount Rule. You cannot delete a Discount Rule that has been assigned to classes in your database. Before you can delete a rule with the status of Assigned you will need to edit the classes that have that Discount Rule assigned and change them to a different rule. The quickest way to do this is using Edit All Classes from the Classes menu. Use the search criteria to bring up only classes with the Tuition Discount Rule you want to delete. In the report results you can use the Global Change area (highlighted yellow) to change the Discount Rule for all of the classes at once.
Assign a Rule to an Individual Class
The Tuition Discount Rule can be assigned to an individual class on the Summary tab of the Class record.
Assign a Rule to Multiple Classes
Use Edit Multiple Classes, from the Classes menu, to assign Tuition Discount Rules to multiple classes. Search for specific classes using search criteria and then assign the rule to those classes from one screen.
When using the By Class Fee Billing Method, the Family Discount Rule allows flexibility.
- Override the class discounts for families with special arrangements.
- Post to a specific group of families based on their assigned Family Discount Rule when using Transactions > Post Tuition Fees.
- Apply discount for Parent Portal enrollments when a family is assigned a Family Discount Rule.
Your classes have enrollments for both recreational families and competitive families. Recreational families receive discounts based on the discount rule assigned to the class, but competitive families get a different set of multi-class and multi-student discounts. Assign the competitive families a Family Discount Rule, telling Jackrabbit to ignore the rules assigned to the class and use the Family Discount Rule instead.
When should you use a Family Discount Rule?
There may be times when a family should receive a different discount from the discount rules assigned to their classes. When the class Tuition Discount Rules aren't applicable, use the Family Discount Rule to override all of the assigned class rules.
To add this discount rule to a family, the rule must first be created. Family Discount Rules are created the same way as class Tuition Discount Rules. See Add a New Discount Rule for step-by-step instructions.
Assigning the Family Discount Rule
The Family Discount Rule is assigned to a family on their Billing Info tab. Use the drop-down list to select the appropriate discount rule and Save Changes.
Post Tuition Fees to Families with Discount Rules
When you are ready to Post Tuition Fees to an individual family or a specific group of families with a Family Discount Rule, select the Family Discount Rule in the Family Criteria section (Transactions > Post Tuition Fees).
Report on Families with a Family Discount Rule
Use All Families filters to find families that have a Family Discount Rule assigned. Select Yes for Has Family Discount and choose any other search criteria needed. Submit for the results.
Jackrabbit gives you the option to Post Tuition Fees billed by Class Fee to multiple families at one time, this is referred to as a batch or batch billing.
Go to Transactions (menu) > Post Tuition Fees and select the criteria for the classes you would like to post tuition for. After criteria selection is complete, click the Preview Tuition Fees button. This will generate a Preview Tuition Fees list.
What's my next step? After you select your settings and criteria to generate a Preview Tuition Fees list, as described in this article, go to Preview and Post Tuition Fees by Class Fee to post the tuition fees.
Billing Settings By Class Fee
|Make selections in this section for Billing Method, Billing Cycle, and choose a date to post the tuition.|
|Post to classes with this Billing Method||Select By Class Fee to post tuition for classes with the Billing Method of By Class Fee.|
|Post tuition to classes with this Billing Cycle||Select your Tuition Billing Cycle if you use more than one Billing Cycle. You can only post tuition for one Billing Cycle at a time. If you use more than one Billing Cycle for your By Class Fee classes, you will run Post Tuition Fees separately for each Billing Cycle.|
|Billing Cycle start date||You must have a Billing Cycle start date. If you select By Session Dates as the Billing Cycle, the Billing Cycle start date will pre-populate with the start date of the session selected. These dates are determined in Tools > Edit Settings > Drop-down Lists > Session.|
When you use Weekly, Monthly, or Custom Billing Cycles, you must choose a billing cycle start date.
|Tuition post date|
The tuition post date will default to the first day of the Billing Cycle selected, but can be edited and does not have any impact on your Billing Cycle start date. This is simply the date that you would like 'stamped' on the tuition fee transaction.
For example, you may post tuition fees on the 15th of each month for the upcoming month. It's March and you are posting tuition for April - you would select the Billing Cycle start date 4/1/2020 and you would change the Tuition post date to 4/1/2020.
Note: Use the CTRL (Command on Mac) key to select multiple Sessions or Categories.
|Select the sessions, classes and discount rules in this section.|
|Post to classes with this session||Select one or more sessions for the Post Tuition Fee batch.|
|Post to classes with this Category 1, 2, 3||Select one or more Category 1, Cat 2, Cat 3 to narrow down the classes.|
|Use these Tuition Discount Rules||Select the applicable Tuition Discount Rules.|
|To post tuition fees to all families in the classes you have selected, leave these fields blank.|
|Family Search||Select a specific family to post tuition fees to by searching their last name.|
|Family Location||Select families from a specific Location to include in the batch.|
|Membership Type||Filter families with the Membership Type you select. The Membership Type is located on the Billing Info tab of the Family record. You can only select one Membership Type per batch.|
|ePayment Schedule||Filter families with the ePayment Schedule you select. The ePayment Schedule is located on the Billing Info tab of the Family record. You can only select one ePayment Schedule per batch.|
|Family Discount Rules||Filter families with a Family Discount Rule assigned on the Billing Info tab of the Family record. See our Help article Family Discount Rule for more details.|
There are a number of Additional Settings that can be selected when posting tuition fees.
|Post tuition to active classes only||When selected, Jackrabbit will pull only classes with a Status = Active into the tuition batch.|
|Post tuition to students with Enroll Type=Trial||When selected, students who have an Enroll Type of Trial will be included in this tuition billing.|
|Post tuition to students with Enroll Type=Waitlist||When selected, students who have an Enroll Type of Waitlist will be included in this tuition billing.|
|Include all classes with calculating multi-class discounts|
When Jackrabbit counts classes for multi-class discounts, it counts only the classes that matched the criteria you selected. If you want Jackrabbit to include all classes the student is enrolled in, select this check box. Even though classes may not have the assigned Tuition Billing Cycle and or Tuition Discount Rule, they will still be included for the discount calculation. The classes are only used for the purposes of the discount calculation; tuition fees for those classes will not post because they did not match your selected criteria.
Also, if this check box is selected, Jackrabbit will look at the sum of these class tuition fees to determine the highest / lowest for both multi-class and multi-student discounting.
|Apply tax to tuition||If you have Tools > Edit Settings > Organization Defaults > Tax Settings > Tax Tuition Fees = Yes, you'll have the option to apply tax to the batch or not.|
|If you Prorate Tuition Fees, you'll see two additional options.|
|Prorate tuition for future enrollments during Billing Cycle||When selected, Jackrabbit will prorate tuition for any student that has a future enrollment during the Billing Cycle. If you do not allow future enrollments (Tools > Edit Settings > Organization Defaults > Class Settings) this option will not display. Note: Future enroll dates are inclusive, i.e. the student is considered in class on that date.|
|Prorate tuition for drops during the Billing Cycle||When selected, Jackrabbit will prorate tuition for any student that drops during the Billing Cycle. Note: The drop date is exclusive, i.e. the student is not considered in class on that date.|
|Transaction Type defaults to Tuition Fee.|
|Transaction Type||The Transaction Type of Tuition Fee can not be changed.|
|Transaction Subtype||Optionally, add a Transaction Subtype to the tuition fee posting. Transaction Subtypes can be created/edited from to Tools > Edit Settings > Drop-down Lists > Transaction Sub Types.|
|Note||Adding a customized note is optional. If a note is entered, it displays after the Jackrabbit transaction note. The notes column is limited to 200 characters.|
Define an Additional Discount to be applied to the tuition fees as well as your other discounting and/or prorating.
|See our Help article Post Tuition Fees - Additional Discount for more detail on these settings.|
See our Help article Duplicate Detection in Post Tuition Fees for more details on how this feature works.
|Select the Detect duplicate tuition fees check box and enter a date range that you would like to check for any possible duplicate fees. Select the Detect dropped student fees checkbox to detect for duplicate fees.|
Click Preview Tuition Fees to preview the tuition fee list. Duplicate fees are shown at the top of the list in yellow, they can be deleted so the family is not double charged.
Reduce billing errors! Advanced Detection in Post Tuition Fees is a tool designed to identify tuition fees that may duplicate fees you've already posted to a family, and fees set to post for a student who was enrolled and dropped during the Billing Cycle because of an administrative error, as an example.
These fees are highlighted on the Preview Tuition Fees page, allowing you to decide whether the tuition fee is included in the batch.
In Post Tuition Fees (Transactions menu), the Advanced Detection section offers several options.
|Detect duplicate tuition fees||Select the Detect check box to enable duplicate fee detection. Jackrabbit will search for fees with the Transaction Type = Tuition Fee that have already been posted to a family's account for the same student during the chosen time frame.|
|Match on Student plus||Optionally have Jackrabbit also include the Class and/or Category 1 in the criteria for a duplicate fee. The tuition fee for a student must have the same Class/Category 1 to be considered a duplicate.|
Note: If you select a Transaction Subtype in the Transaction Details section, the Transaction Subtype will display as a check box below Category 1.
|Detect dropped student fees||Select the Detect check box to have Jackrabbit identify fees set to post to a student who was enrolled and dropped in a non prorated class during the Billing Cycle.|
Dropped student fees are not detected for prorated classes because Jackrabbit already considers the student enroll and drop dates when prorating the fee according to your Tuition Settings (Prorating Options).
|Check dates from||Enter the Check dates from and through to define the time frame to be searched. The system checks for tuition fees posted for the time frame you select.|
The Preview Tuition Fees page, generated when the Preview Tuition Fees button is selected, highlights the fees detected as being duplicates or dropped students. The reason for being detected as a duplicate or drop is included in the preview results.
The Legend shows the highlighting for three different scenarios.
|Duplicate Tuition Fee|
|A tuition fee for this student has already been posted to the Family account during the time frame defined for detection.|
ExampleBarbie was enrolled into Ballet L1 - Mon 5pm and her July tuition fee was posted at that time. Subsequently, another staff person ran Post Tuition Fees for July, and Barbie was included in the batch causing a duplicate transaction.
Clear the check box in the Post column to omit the fee from the batch. Optionally, use the buttons under the Legend to check or un-check all duplicates.
|Dropped Student Fee|
|This student was enrolled and dropped/transferred from a non prorated class during the Billing Cycle.|
ExampleSantos was enrolled in Ballet L1 - Mon 5pm on July 1 and on July 2nd he asked to be transferred to the Tuesday Ballet class. As part of the transfer process, Santos is dropped from the Monday class and enrolled in the Tuesday class. Because the classes are not prorated, the full month's tuition fees for both classes are included in the batch. The fee for the Monday class Santos transferred from is highlighted as a Dropped Student Fee. The fee for the Tuesday class is not highlighted.
Clear the check box in the Post column to omit the fee for the Monday class from the batch. Optionally, use the buttons under the Legend to check or un-check all drops.
|Dropped & Duplicate|
|This student was enrolled and dropped from a non prorated class during the Billing Cycle and a tuition fee has already been posted to the Family account during the time frame defined for detection.|
ExampleOn July 1 Barbie was enrolled in Ballet L1 - Mon 5pm and the tuition fee was posted at that time. This administrative error was discovered on July 2nd and Barbie was dropped from the class and the fee was deleted. Subsequently, another staff person ran Post Tuition Fees for July, and Barbie was included in the batch causing a duplicate transaction.
Clear the check box in the Post column to omit the fee from the batch. Optionally, use the buttons under the Legend to check or un-check all drop and duplicates.
Fixed Fees will always be displayed as possible duplicates. Be sure to check a fixed fee was not previously posted to a family account before you post the tuition fees.
Once you have selected the criteria and settings that will pull in the families you want to bill, it is time to Preview Tuition Fees. Learn more about the criteria and settings for Post Tuition Fees - By Class Fee or Post Tuition Fees - By Total Hours.
The Post Tuition Fees feature includes a robust preview capability to give you peace of mind; edit or make any necessary changes before you push that Post Fees button!
The Preview Tuition Fees page shows the details for how discounts and/or prorating was calculated if applicable. Links are provided to the Family record, the Student record, and the Class record.
When you have reviewed the tuition fees in the preview and are happy that everything is as it should be, click the Post Fees button to post the transactions to the family accounts.
Select the icon in the Details column to open the fee details.
|Using the Tuition Fee from the Class record (Summary tab), the price of the class is $80.||Using the Tuition Fee from the Fee Schedule, the base price for a one hour class is $50 and the price for 2 hours of classes is $90.|
*Because the 1st class is the same duration as the 2nd class, the hours discount of $10 is divided equally between the two classes (Base Tuition Fee per class is $50 x 2 = $100. Fee for two hours per fee schedule is $90. $100 - $90 = $10. $10 ÷ 2 classes = $5 discount per class.
Posted Fees Confirmation
Once fees are posted to the accounts, you will see a green confirmation box. Use the quick link to view all the tuition fees that were completed and posted in the batch.
If you post a tuition batch in error, use Delete Tuition Fees, from the Transactions menu, to delete them.
When you have worked through all of the articles outlined in the lesson plan, select the Take the Quiz button to be taken to the Lesson #9.1 Quiz where you can test your understanding of the concepts in this lesson. You will be asked to enter an email address for quiz results to be sent. The quiz includes Review questions.
Quiz #9.1 - Post Tuition Fees (By Class Fee Billing Method)
|Number of Questions||Total Possible Points||Points Needed for an "A"||Points Needed for a "B"||Points Needed|
for a "C"