Envibe: How to process bulk credits in Courses

Envibe: How to process bulk credits in Courses

Question

How do we process bulk credits for class cancellations whereby students have paid in advance for their class.


Answer

Based on what is configured in your sites policy, bulk crediting options are available for Ad hoc Class Cancellations. These include Debit Credits (for Continuous Ongoing & Fixed Term Debits), Refunds (For Fixed Term Upfront) Pass Credits and Replacement Sessions.

Fundamentally, enrolees pay in advance for their classes (that aren’t already cancelled due to Shutdowns or Public Holidays)

  1. Upfront payees pay for the term upfront
  2. Direct Debit payees pay for their debit cycle in advance (time based debiting)

Therefore, when an ad hoc cancellation takes place, the affected students may be entitled to a credit, refund, pass or replacement session as they have technically paid for a class that they are no longer attending.

It is important to note, that it is best practice within Envibe to only assign credits day after the class cancellation. This protects the business from the possibility of being out of pocket due to an undeserved credit. This could occur if a class is cancelled and a student receives their credit/refund/pass or replacement session immediately (not recommended), but then the customer moves class to a different day of the week or progresses to a different level. Therefore, the student has an undeserved credit. This causes an administration burden reversing the crediting workflows and may result in lost revenue.

Dynamic lists of those students awaiting credits are available in the FUNCTIONS menu within Courses under the following headings:


1. Bulk Credit Debit Plans (Direct Debit Only)

Based on what is configured in your sites policy, Envibe users can opt to issue a credit onto a debit plan for a cancelled session.

This can be done using the Bulk Credit tool within the dynamic list Uncredited Cancelled Session.

To bulk credit students affected by a class cancellation:

1.      Launch COURSES.

2.      Click FUNCTIONS.

3.      Click UNCREDITED CANCELLED SESSIONS.

   Note: The student affected by the class cancellation will fall onto this list the day AFTER the cancelled session.

 4.      Select BULK CREDIT


5.      Select Credit Type – Credit Debit Plan.

6.      Select the applicable Site.

7.      Select Date – this should match the cancellation date e.g. 28/7/2020.

          Note –once an applicable date is selected all affected enrolments will be pre-populate the list


8.      Select all applicable students to credit and then click BULK CREDIT.

   Note: The credit amount will match the student’s per session amount. The ability to override the credit price is available should you need to create a bespoke price.

9.      Review the contact’s Debit Tile to view the credit.



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