Automatic renewals for monthly/hourly or lecture fee courses

Automatic renewal by the system can be used in case of packages of lessons/hours or in the case of courses with a monthly fee renewable (click here to read the article on course fee types).
If enabled, simply the system when the monthly or when you run out of your package of classes/hours, instead of carrying the credit to negative, it will automatically create a renewal order with status to be paid off (viewable from Financial Management → Order Management), equal to the enrollment status, thus bringing the student's credit (remaining tokens) back to positive, for all those who have automatic renewal enabled.

PLEASE NOTE: In making the automatic renewal, the system will create an order of the same amount as the previous one, both in the case of enrollment order and renewal order (so if you had made a 2-month enrollment, the system would automatically renew the 2-month package). So in case, for example, you want to switch from a single month to a 2-month package or vice versa, you will need to do the manual renewal before the system will issue the automatic one, choosing the desired renewal formula. Once you have done the manual renewal and then returned the credit to 0, the system will not do the automatic renewal.

To enable automatic renewal so that it is enabled by default for all new subscriptions, navigate to Configuration → Settings → Order-related settings → "Automatic Renewals*":

At this point it will be possible to value the following options:

• Enable automatic renewal on new orders: By entering this flag, all upcoming enrollments, for group or individual courses with a monthly fee or a package of hours/lessons will be automatically enabled for automatic renewal
• Insend an email to the secretariat for each renewal: by entering this flag, the system will automatically send an email to the secretariat, for each renewal occurred
• Send an email to the student/guardian for each renewal: by entering this flag, the system will automatically send a notification email to the student and/or guardian upon renewal
• Due date of renewal orders: the payment due date of the renewal order, which will be generated by the system automatically with status To be paid. It is possible to choose between:
  • Expiration on the same day as issuance: If you choose this option, the expiration date of the enrollment renewal (i.e., renewal of the month or tuition package) coincides with the date of automatic issuance of the renewal order by the system
  • Expiration after one month after issuance: The expiration date of enrollment renewal (i.e., renewal of the month or package of classes) is one month after the date of automatic issuance of the renewal order by the system
  • Expiration at the theoretical end of the package: By choosing this option, the expiration date of the membership renewal (thus renewal of the month or package of classes) is the theoretical end of the package, according to the class schedule of the course, based on the length of classes and weekly frequency (e.g., a 4-hour package for a course with twice-weekly attendance and 30-minute classes, the package will have a theoretical duration of 4 weeks)

N.B. the system automatically generates the order of renewal of course enrollment, only after the attendance of the first lesson of the new month (in case of monthly renewable fee) or the first lesson of the new package (in case of cost per lesson or hour course) is entered

IMPORTANT: In cases where enrollments in monthly fee or renewable package courses have already been entered, you will need to enable automatic renewal manually, on individual enrollments. Enabling auto-renewal from the course settings, in fact, will not have retroactive effect on existing enrollments, but only on new enrollments.

Manual enablement of automatic renewal for a Student

To manually enable automatic renewal of an enrollment, disable it, or simply check whether or not it is active for a student, navigate to Financial Management → Renewals Management and click the button in the upper right-hand corner "Automatic Renewals":

From this screen it will be possible to get an overview of all students enrolled in courses with a monthly fee or renewable package, for each of which is shown:

• Enrolled: the name of the student enrolled
• Course: the name of the course in which the student is enrolled
• Remaining tokens: the student's remaining credit. In the case of monthly tokens, if the credit is 0, it means that the enrollment has been renewed for the current month; however, if it is 1, for example, it means that the enrollment has also been renewed for the following month. In case of enrollment by package of hours or lessons, the system will instead show how many lessons or how many hours of lessons are left.
  It will not be possible to manually activate automatic renewal for a student who has negative remaining credit, it will necessarily have to be greater equal to 0. In case a student has negative credit (e.g. -1) it will first be necessary to manually renew the enrollment to bring the credit back to 0, and then it will be possible to enable automatic renewal.
• Automatic Renewals: Flagging the following checkbox will enable or disable automatic renewal for the individual membership

N.B . A student's remaining credit or remaining tokens, comes from the renewal order of the monthly or tuition package and NOT from the actual payment for that renewal. Therefore, a student's virtual credit related to their course will update as a result of their renewal order, regardless of whether that renewal is paid or yet to be paid.

From both Order Management and Renewal Management, you will be able to tell at a glance which students are enabled for automatic renewal, as they will be marked by the lightning bolt symbol.

With automatic renewal, negative student credit will no longer exist because, following the entry of the attendance of the first class of the new month, the system will automatically generate the renewal order and bring the student's credit back from -1 to 0.

It is not currently possible to use automatic renewal for Dynamic Monthly Packages, which will therefore have to be renewed either manually or using the bulk renewal option.

Click here for guidance on mass renewal of monthly/lesson or hourly packages.