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)
    - TEMPORARY ENROLLMENTS (at the time the occupancy count is viewed)
  • 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)

Important Notes

  • 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 there is no Session selected, Standard Session classes with only future sessions attached (based on the specified "As Of Date") will display occupancy as of the start date of the nearest session (rather than the "As Of Date"),
    • If multiple Sessions are selected, the numbers reflected will be those for the current Session only. Expanding the enrollments view will show all enrollments connected with all selected Sessions.
    • If a single Session is selected, the numbers and enrollments shown will only reflect enrollments connected with that Session.
    • If the “Enrollment Date” filter is set to a past date, the Look Ahead setting will be ignored.
  • 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.
  • 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."
  • (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.
    • EXCEPTION: Wait type enrollments will not be counted against openings when redeeming a Makeup Token. 

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.

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?

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