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How Does iClassPro Determine Class Occupancy?

IN THIS ARTICLE:
Learn about how iClassPro calculates Class Occupancy, including system settings that may affect how it is displayed.

What is Class Occupancy?

Simply put, Class Occupancy reflects the number of openings available for registration in a given class based on factors such as the maximum number of allowed enrollments, the “Active On Date”, and the enrollment type. With the exception of WAIT type enrollments, all enrollment types take up a spot in the class, so they are all counted against Occupancy to retain your student-to-instructor ratio.

How is Class Occupancy calculated?

iClassPro has established the following definitions of Occupancy terms (considering all aspects of absences, temporary enrollments, sessions and non session classes):

  • ACTIVE = Active type enrollments on the "Active On" Date.
  • OPEN = the sum of the following (where "-" indicates subtraction; see notes below):
      [Max occupancy for class]
    - ACTIVE
    - TRIALS
    - MAKEUPS
    - SINGLE-DAY
    - FUTURE     (within the Look Ahead window)
    - PENDING (at the time the occupancy count is viewed)
  • PENDING = Temporary enrollments that are being held in the Customer Portal or Enrollment Wizard shopping cart (at the time the occupancy count is viewed)
    • The number of pending enrollments will be displayed in the Office Portal on the CLASSES page and during the Enrollment Wizard process.
  • TRIALS = Trial type enrollments on the "Active On" Date.
  • MAKEUPS = Makeup type enrollments on the "Active On" Date.
  • SINGLE-DAY = Single-day type enrollments on the "Active On" Date. (see notes below)
  • FUTURE = Any future enrollment within or outside of the Look Ahead window, based on "Active On" date + SETTINGS>SETUP>CLASS SETTINGS>Enrollment Look Ahead Settings.
    • NOTE: this total does not include WAIT enrollments with a future start date.

Important Notes

OFFICE PORTAL

  • CLASSES Page - When viewing Occupancy from the CLASSES page (or class lists displayed in enrollment views), these definitions apply whenever the "All Sessions" filter is blank, set to "Non-Session", or if more than one Session is selected.
    • If no Session is selected, any classes that only have future sessions attached (based on the specified "Enrollment Date") will display occupancy based on the start date of the first session attached (rather than the "Enrollment Date"),
    • If multiple Sessions are selected, the numbers reflected will be those for the current Session only.  The Occupancy Table will display the name of the Session being used to calculate occupancy numbers.
      • If multiple Sessions are selected, an option to "Show All Enrollments" will be displayed.
        • If ENABLED, all enrollments connected with the selected sessions will be displayed on the Class Enrollments view. (Enrollments in future Sessions should be listed under "Future Enrollments" based on the specified "Enrollment Date.".)
          • Enrollments will be separated by Session, with the Session used for calculating occupancy listed first. Other Sessions will be listed in chronological order based on the Session start date.
        • If DISABLED, occupancy counts and the enrollments listed will ONLY reflect those for the current Session attached to the class.
    • If a single Session is selected, the numbers and enrollments shown will only reflect enrollments connected with that Session.
    • Non-session classes will always calculate occupancy based on the "Enrollment Date" + Enrollment Look Ahead window unless the class has a future start date assigned on the "Bill Dates" tab..
      • Non-session classes that have a future start date assigned on the "Bill Dates" tab will reflect occupancy as of the class start date (rather than the "Enrollment Date").
      • If the “Enrollment Date” filter is set to the CURRENT or a FUTURE date, occupancy is based on the specified "Enrollment Date" + the Enrollment Look Ahead window.
      • If the “Enrollment Date” filter is set to a PAST date, the Look Ahead setting will be ignored and occupancy is shown as of the specified "Enrollment Date."
        • This means that for non-session classes, if the specified "Enrollment Date" is prior to the current date, enrollments that were not yet active as of that date (i.e. what would be considered "future enrollments" on that date) will not be displayed.
  • ENROLLMENTS Page - When viewing a WAITLIST enrollment from the ENROLLMENTS page, occupancy is based on the current date + Enrollment Look Ahead window.
  • CALENDAR Page - When viewing Occupancy from the CALENDAR page, Occupancy shown will be reflected as of the date being viewed; however, the Look Ahead setting is always based on the current date.

CUSTOMER PORTAL/MOBILE APP (ONLY)

  • Wait type enrollments will be counted against class occupancy to ensure that students on the Wait list will be given precedence for any open spots above enrollments submitted via the Customer Portal/Mobile App.
    • WAIT enrollments in Session-based classes will only affect that specific Session.
      • For non-session/Rolling Session-based classes, WAIT enrollments will count against occupancy (as enrollments are ongoing).
    • EXCEPTION: Wait-type enrollments will not be counted against openings when redeeming a Makeup Token (if "Apply Expected Absences to Makeup Class Availability" is enabled under SETTINGS>MAKEUP TOKENS>CUSTOMER PORTAL SETTINGS).
  • If classes are filtered by Session/Rolling Session, no classes will be displayed if there are no remaining meeting dates within the selected Session/Rolling Session, regardless of whether an opening actually exists in the class.

GENERAL NOTES

  • From any view where you're creating an enrollment, the enrollment you are adding is not included in the Occupancy count since that enrollment has not yet been created or approved. (For example, if you are approving an enrollment request in Online Activity, the Occupancy shown will not include the enrollment you are approving/denying.)
  • The OPEN number should never be a negative amount (below zero) unless the class has been purposefully overbooked based on ACTIVE enrollments within the Look Ahead window.
  • Single-Day enrollments will be referred to by whichever name is selected under SETTINGS>SETUP>CLASS SETTINGS>GENERAL CLASS SETTINGS>"Single Day Enrollment Label."
  • When determining the color of the enrollments icon, the system will consider any "future" start dates from a defined Class Start Date or Session/Rolling Session Start Date to calculate whether enrollments will exist (when compared to the defined ""Enrollment Date").
    • For example, if the "Enrollment Date" is set to 8/1/2023 and the class has a Start Date of 10/1/2023, the system would consider any enrollments as of 10/1/2023. If enrollments will exist on that date, the system would display a green enrollment indicator.  However, the enrollments themselves would not be displayed in the enrollments view unless the "Enrollment Date" was actually set to 10/1/2023.

What other settings affect Class Occupancy?

  • Enrollment Look Ahead - The Enrollment Look Ahead feature allows you to count future enrollments against current class openings. By entering a customized period of weeks for iClassPro to use, the system will consider any enrollments within that time frame when counting the number of available openings for classes.
  • Checkout Reservation Timers - The Checkout Reservation Timer helps to alleviate issues where several customers are vying for a limited number of openings in a class at the same time.  By immediately creating a “temporary” enrollment in a class when a family or Staff member adds an enrollment to their Shopping Cart during the enrollment process, this enrollment is then taken into consideration when other families look at class availability.
  • Count Class/Camp Requests Against Openings - The Customer Portal has separate settings for Classes and Camps that allow you to determine whether pending enrollment requests will be counted against occupancy counts.  These settings are located under:
    • SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION>”Count Class Requests Against Openings”
      • If this setting is enabled, requests count against the number of "Open" slots in both the Customer Portal and the Office Portal to preserve the “first come, first serve” method of registration. Once the requests are processed (approved or denied) from Online Activity, any remaining spots will open back up for new registrations/requests.
      • If the setting is disabled, requests do not count against the number of openings in either the Customer Portal or the Office Portal.
        • SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION>”Count Camp Requests Against Openings”
          • If enabled, this setting will count any requests which are submitted for Active enrollments against the number of openings in the camp to preserve the “first come, first serve” method of registration. Once the requests are processed (approved or denied) from Online Activity, any remaining spots will open back up for new registrations/requests.
            • If your business uses the auto-approve mode for registration, requests would be from customers that do not meet the established camp requirements.
          • If the setting is disabled, requests do not count against the number of openings in either the Customer Portal or the Office Portal.
  • Force Start Date to Class Meeting Dates
    • If SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION>"Force Start Date to Class Meeting Dates" is enabled, occupancy counts on the Customer Portal/Mobile App will always calculate occupancy based on the "Next Available Class Date" + Enrollment Look ahead window.
    • If SETTINGS>SETUP>CLASS SETTINGS>ENROLLMENT WIZARD SETINGS>"Force Start Date to Class Meeting Dates" is enabled, occupancy counts shown in the Enrollment Wizard will always calculate occupancy based on the "Next Available Class Date" + Enrollment Look ahead window.
    • "FORCE START DATE" AND ROLLING SESSIONS
      • If Rolling Sessions are used and "Force Start Date to Class Meeting Dates" is ENABLED under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION, the system will always use the first class meeting date when determining occupancy.
      • If Rolling Sessions are used and "Force Start Date to Class Meeting Dates" is DISABLED under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION, the system will always use the start date of the rolling session when determining occupancy.
  • Show Future Openings
    • SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION>"Allow Visitors To Choose A Start Date For Non-Session Classes (Only Affects New Enrollments)">"Show Future Openings" - if enabled, the system will only display the class if an opening will be available within the Look Ahead window (as defined under SETTINGS>SETUP>CLASS SETTINGS>ENROLLMENT LOOK AHEAD SETTINGS). 
      • The date picker for the enrollment start date will also be automatically restricted to allow only start dates within the Look Ahead window.
        • If multiple openings will occur within the "Limit Start Date" window, the first available date will be selected.

Class Occupancy and Makeup Tokens

The “Apply Expected Absences to Makeup Class Availability” setting under SETTINGS>MAKEUP TOKENS>CUSTOMER PORTAL SETTINGS allows you to specify whether or not the system should take expected makeup enrollments into consideration when displaying available classes when a parent is creating a Makeup enrollment through the Customer Portal. (If this setting is disabled, only perpetual openings will be considered.)

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).