Admin Level - Superuser or Lesson Admin - Full Access

Prorating allows an Account who signs up late to pay the class fee for only the remaining classes.

  • You may factor in no-class days if desired.
  • It ONLY affects the Class Fee, not registration fees.
  • Multi-student discounts, multi-class discounts, and coupons are applied to the prorated fee.
It calculates the prorated fee as follows.

One-time fee classes

Price per class = class fee divided by total number of classes, including any no-class days (even if you prorate on them).
Prorated fee = price per class multiplied by number of remaining classes (can include no-class days).

Ongoing monthly fee classes

Price per class = monthly class fee divided by total number of classes in a month, including any no-class days (even if you prorate on them).
Prorated fee = price per class multiplied by number of remaining classes in current month (can include no-class days).

Suppose we have a two month class that meets Thursdays with a Class Fee of $200.00.

The Class setup looks like this:

In the above example there are nine total classes. So $200/9 = $22.22 per class (we are rounding off, but SwimOffice includes fractions of a cent in its calculations).

If a person registers on Nov. 12, there would be seven classes left. $22.22 * 7 = $155.54 prorated class fee.

Note we set Nov. 23 as a No Class Day. If we set Prorate on "No Class Days" to Yes, then the initial class fee will be $200/9 * 8 classes = $177.78. If again a person signs up on Nov. 12, there would be six classes left. $200/9 * 6 = $133.33 prorated class fee.

When Charge Class Fee Monthly is set to Yes, it will charge $200 each month on the 1st. So in November it's $200/5 = $40 per class, whereas in December it's $200/4 = $50/class.

If we prorate on no-class days, in Nov. it will normally charge $200/5 * 4 = $160. If a person signs up on Nov. 12, there would be two classes left, so they would get charged $40 * 2 = $80, but in Dec. they would get charged the full $200.00. If they leave a class in the middle of the month and want a partial refund, you will need to manually refund that portion if you choose.

One important note is that our prorating is generally designed for those who sign up late. If a monthly class ends in the middle of the month and you don’t want to charge the entire month, do the following.
  1. Set the Class End date to the last day of the month, NOT the last class date.
  2. Set Prorate Class Fee to Yes.
  3. Set Prorate on "No Class Days" to Yes.
  4. Add No Class Days for the dates you will not meet the rest of the month.

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See Also
Refund check or credit card
Setting up a class for recurring billing