How Does iClassPro Determine Class Occupancy? – iClassPro Support

IN BRIEF
Class Occupancy reflects how many openings are available in a class based on enrollment limits, enrollment types, and timing-related settings. The System evaluates multiple enrollment categories and settings—such as Look Ahead windows and temporary enrollments—to determine real-time availability across different views.

Overview
Accessing the Feature
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

Class Occupancy represents the number of available spots for registration in a class. This calculation considers:

Maximum allowed enrollments for the class
The "Active On Date"
Enrollment types

With the exception of WAIT enrollments, all enrollment types count toward occupancy to maintain proper student-to-instructor ratios.

Occupancy values are dynamic and can vary depending on where they are viewed (e.g., CLASSES page, CALENDAR, Customer Portal/Mobile App) and which filters or settings are applied.

Accessing the Feature

From the main navigation menu, go to Classes.
View occupancy values directly within class listings, enrollment workflows, or the CALENDAR.

Step-by-Step Instructions

Understanding How Occupancy Is Calculated

The System uses the following definitions when calculating occupancy:

ACTIVE
- Active enrollments on the "Active On Date"
OPEN
- Calculated as:
  - Maximum class occupancy
  - Minus ACTIVE
  - Minus TRIALS
  - Minus MAKEUPS
  - Minus SINGLE-DAY
  - Minus FUTURE (within Look Ahead window)
  - Minus PENDING
PENDING
- Temporary enrollments held in the Customer Portal or Enrollment Wizard shopping cart
- Displayed during enrollment workflows and on the CLASSES page
TRIALS
- Trial enrollments on the "Active On Date"
MAKEUPS
- Makeup enrollments on the "Active On Date"
SINGLE-DAY
- Single-day enrollments on the "Active On Date"
FUTURE
- Future enrollments based on:
  - "Active On Date"
  - SETTINGS > SETUP > CLASS SETTINGS > Enrollment Look Ahead Settings
- Does not include WAIT enrollments with a future start date

How Occupancy Behaves Across Different Areas

Office Portal Views

CLASSES Page
- Applies when:
  - “All Sessions” filter is blank
  - Set to “Non-Session”
  - Multiple Sessions selected
- If a class only has future sessions:
  - Occupancy is based on the first session start date
- For non-session classes:
  - Uses Enrollment Date + Look Ahead window
  - If a future start date exists in "Bill Dates", occupancy reflects that date
  - If viewing a past Enrollment Date, Look Ahead is ignored
ENROLLMENTS Page
- WAITLIST enrollments use:
  - Current date + Look Ahead window
CALENDAR Page
- Occupancy reflects the selected calendar date
- Look Ahead always uses the current date

Customer Portal/Mobile App Behavior

WAIT enrollments:
- Count against occupancy to prioritize waitlisted students
- For session-based classes:
  - Apply only to that session
- For non-session or rolling session classes:
  - Count continuously
Exception:
- WAIT enrollments are not counted when redeeming a Makeup Token if:
  - "Apply Expected Absences to Makeup Class Availability" is enabled
If filtering by Session/Rolling Session:
- Classes without remaining meeting dates will not display

General System Notes

Enrollments being created are not included in occupancy until finalized
OPEN should not be negative unless intentionally overbooked
SINGLE-DAY naming follows the label defined in:
- SETTINGS > SETUP > CLASS SETTINGS > GENERAL CLASS SETTINGS
Enrollment indicator colors consider future start dates when determining availability

Additional Settings That Affect Occupancy

Enrollment Look Ahead

Defines how far into the future enrollments count against openings
Configured in:
- SETTINGS > SETUP > CLASS SETTINGS

Checkout Reservation Timers

Temporarily reserve spots when added to a cart
Applies to:
- Customer Portal
- Enrollment Wizard
Prevents overbooking during high-demand registration periods

Count Requests Against Openings

Located in:
- SETTINGS > CUSTOMER PORTAL > OTHER SETTINGS > CLASS REGISTRATION
If enabled:
- Pending requests reduce available openings
If disabled:
- Requests do not affect availability

Force Start Date to Class Meeting Dates

Customer Portal setting:
- Uses next available class date + Look Ahead
Enrollment Wizard setting:
- Same behavior applied
With Rolling Sessions:
- Enabled:
  - Uses first class meeting date
- Disabled:
  - Uses session start date

Makeup Token Settings

Setting:
- "Apply Expected Absences to Makeup Class Availability"
Determines whether expected absences affect displayed availability when booking makeups

Troubleshooting & FAQs

Why does occupancy look different between the CLASSES page and CALENDAR?
- The CLASSES page may use Enrollment Date and Look Ahead settings, while the CALENDAR reflects the specific date being viewed.
Why are there no openings even though the class is not full?
- Pending enrollments, future enrollments, or Look Ahead settings may be reducing available openings.
Do WAIT enrollments always count against occupancy?
- Yes, except when redeeming a Makeup Token and the appropriate setting is enabled.
Why is OPEN showing as zero or negative?
- This can occur if the class has been intentionally overbooked or if multiple enrollment types are being counted simultaneously.
Why are enrollments not visible even though occupancy shows they exist?
- Enrollment visibility depends on the selected “Enrollment Date.” Future enrollments may not display unless the correct date is selected.