Re-opening after Extended Closure

Modified on Thu, 7 Oct, 2021 at 4:27 PM

Below are the steps to prepare for reopening after an extended closure period in SimplySwim.

1. Create a Do Not Bill Period

The Do Not Bill Period start date should be the first day of your closure and the end date the day before you reopen.

The do not bill period works in a couple of ways. It will ensure no one is invoiced during your closure period and it will control the "next lesson" date in your enrolment notification email.

For more information on Do Not Bill Periods click the following article:

DO NOT BILL PERIODS - ARTICLE

2. Ensure all Closure Credits or Make-ups have been applied.

Check the attendance records for the closure date to make sure the Process Bulk Non-Attendance has been completed to either give the clients a lesson credit or a make-up.

For more information on Bulk Non-Attendance click the following article:

PROCESS BULK NON-ATTENDANCE - ARTICLE

3. Email Communication to Clients

Send out an Email communication campaign to all clients, outlining dates, and covid plan. We also recommend using the Current Enrolments tag below, this will add in all students in the families enrolments to remind them of their class days and times.

%%CURRENTENROLMENTS%%

4. SMS Communication to Clients

Keep it short to inform them of the reopening date and to check their emails for further information.

5. Invoice for upcoming Month/Term

Do your invoicing for your upcoming billing period. This will use any credits that are applied to the account and will then show if the family is still in credit for owes for the period.

For more information on Processing Bulk Invoices click the following article:

PROCESSING BULK INVOICES - ARTICLE

6. Email statements to families.

It would be a good idea to include in the Statement Email or on a Receipt Message that the opening balance was their account balance prior to this month and that a negative amount is the amount they had in credit from lesson credits applied.

7. Direct Debits

For those using Payrix or our new Direct Debit module credit balances will be included in direct debit batch calculations. For those unsure please contact help and support if you have any questions.