Creating Alternate or Temporary Classes

If you are wanting to create alternate or temporary classes here are some guidelines you need to follow.

Create a New Fee Calculation Template 

The Fee Calculation template tells SimplySwim what to invoice for. You will need a new one for creating classes you wish to bill separately to your normal schedule. IMPORTANT: DO NOT BILL YOUR REGULAR FEE CALCULATION TEMPLATES

Create New Price Level or Levels 

Due to students currently having an active enrolment in their regular class you will not be able to use the previous price level due to the Price Matrix set-up. The new price level will not be able to have a Price Matrix associated with it or every student will be charged the 2nd or 3rd lesson price due to their regular enrolments.

The price level should be set up with the default class amount and the "Exclude this Price Level from Enrolment/Student Pricing Calculations" ticked.

Add Additional Lanes/Areas to the class schedule

To keep the temporary classes seperate we advise creating additional areas for the classes. To do this go to Configuration --> System Set-up --> Scheduling, then edit the Total Number of Laces/Areas.

Create New Classes 

Using the New Fee Calculation Template, Price Level and Areas/Lanes.

Enrol the Students

You enrol the students into the temporary classes. For any sibling or 2nd lesson discounts, these would need to be added in on enrolment as a Special Price.

Do a Billing Run

Do a billing run for the new Fee Calculation Template only. DO NOT BILL your regular templates.

Other things to Consider:

Customer Portal: You may wish to turn off the ability for booking make-ups in the customer portal temporarily. To do this go to Configuration --> System Set-up --> Customer Portal then tick "Disable Make-up Class Bookings" the reason for this is you do not want people to be able to book into those classes themselves. If they want to book a make-up it can still be done through SimplySwim by contacting the centre.

Global Family Discounts: You may want to remove these temporarily. If doing special price sibling discounts or not discounting at all Global Family Discounts will still get applied. To Disable go to  Configuration --> System Set-up --> Price Matrix and untick "Enable Global Discounts"

Direct Debit: Direct Debit could be hard to manage during this period due to account balances, set-amounts etc. It may be wise to not direct debit at this stage. For those swim schools wishing to, please contact support for individual guidance based on your situation.

Last updated 4 May 2021