A Program helps you organize students by classroom, schedule, and enrollment details. You can also connect a Tuition Plan to automate invoice generation.

This guide will show you how to:

Create a Program
Set up a Tuition Plan
Add charges and discounts
Assign students
Set enrollment dates and schedules
Review and create the Program

Before You Begin

Make sure you have already created:

Charges
Discounts, if applicable
Taxes, if applicable
Financial Aid, if applicable

Step 1: Create a Program

Go to Program → Program.
Click Add Program.
Enter the Program Name.
Select the Classroom(s).
Add an Age Group, if needed.
Select the program schedule:
- Morning
- Afternoon
- Full Day
- Custom
Select the Duration:
- Lifetime – No start or end date.
- Custom – Set specific start and end dates.

Advanced Settings

You can also set:

Enrollment Days – Select the days the program runs.
Maximum Enrollment Days – Set how many days per week a student can attend.
Capacity – Set the program capacity for reference.

NOTE: The capacity entered here does not determine the actual number of students you can enroll. Actual capacity depends on the assigned classroom capacity.

Step 2: Create a Tuition Plan

If you want the program to generate invoices automatically, click Create Tuition Plan.

If you only need the program for enrollment or capacity management, you can skip the tuition plan and continue.

Enter Tuition Plan Details

Enter a Tuition Plan Name.
Select the Billing Cycle.
Set the Invoice Generation Date.
Choose the period the invoice will cover.
Set the Invoice Due Date.

The system will show the upcoming invoice generation date, due date, and billing period based on your settings.

Step 3: Add Charges

Add the fees you want to include in the Tuition Plan.

For each charge, select:

Charge – Choose the fee you want to add.
Amount – Enter the charge amount.
Category – Select Recurring, Refundable, or One-Time.
If the charge hasn’t been created yet, you can create a new charge from this section.

Optional Settings

You can also:

Apply Discounts
Set up Rate Cards
Add Conditions
Add Invoice Notes
Save the plan as a Template

Step 4: Set Additional Billing Options

You can enable options such as:

Auto-settle invoices using available credit
Automatically email invoices to parents
Prorate the first invoice
Prorate the last invoice
Generate the first invoice based on the student's joining date

You can also create multiple tuition plans within the same program.

For example, one plan can be monthly, while another can be weekly.

Step 5: Assign Students

After setting up the tuition plan, you can assign students to the program.

For each student, you can set:

Start Date
End Date, if applicable
Days of Attendance
Tuition Plan

You can assign different tuition plans to different students within the same program.

Optional: Add Discounts or Subsidies

You can also apply a discount to an individual student.

If needed, you can add a subsidy and set its:

Amount
Start Date
End Date

You can add multiple subsidy entries when needed.

Step 6: Review and Create

Before creating the program:

Review the Tuition Plans.
Check the Assigned Students.
Review the Invoice Generation Dates.
Click Continue.
Review the program details.
Click Create Program.

Your program is now created. You can view the students, assigned tuition plans, enrollment dates, classrooms, and upcoming invoice dates.

💡 Tip

Before creating the program, review the student assignments and billing settings carefully. This helps ensure that the correct tuition plan and invoice schedule are applied to each student.

Program-Based Billing Setup Guide