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Which Filters Are Available for the CALENDAR Page?

IN BRIEF
The CALENDAR page includes several filters that help staff narrow the events displayed on the Calendar grid. These filters can limit results by event type, date, day of the week, start time, program, level, instructor, openings, enrollment details, and other class, camp, appointment, or party settings. Use these filters when staff need to find specific events, review availability, confirm enrollment details, or adjust the Calendar view for scheduling and planning.

Overview

The CALENDAR page in iClassPro displays scheduled classes, camps, appointments, parties, and available party timeslots. Staff can use filters to narrow the Calendar results and focus on specific event types, schedules, instructors, enrollment availability, or displayed details.

Filters on the CALENDAR page are grouped into two main areas:

  • Page Filters: Located in the left-hand column of the Calendar page. These filters limit which events appear on the Calendar grid.
  • Calendar Filters: Located at the top of the Calendar display. These filters adjust the Calendar layout, date range, view style, openings, and displayed event details.

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How filter combinations affect Calendar results

Using multiple filters narrows the Calendar results based on all selected criteria. If the Calendar does not show the expected events, review each selected filter to confirm that the event meets all active requirements.

Common filter combinations include:

  • Event type plus instructor
  • Event type plus start time
  • Day of the week plus Calendar range
  • Session plus Enrollment Date
  • Minimum Vacancy plus Openings Filters
  • Stacked view plus selected Details Filter options

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When to reset filters

Reset filters after reviewing a specific group of results so future Calendar searches do not remain limited by previous selections.

To clear filters:

  • Select RESET FILTERS.
  • Press ESC on your keyboard.

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Using Smart Filters

Commonly used page filter settings can be saved as Smart Filters. Smart filters are created on a per-user basis, so each staff member can have their own set of commonly used filters.

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Accessing the Feature

  1. From the main navigation menu, go to Classes.
  2. Select CALENDAR.
  3. Use the filters in the left-hand column and at the top of the Calendar display to adjust the events shown on the Calendar grid.

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Page Filters

Page Filters refers to the filters in the left-hand column of the Calendar page. These filters limit the results displayed on the Calendar grid based on event type, day of the week or date, start times, and specific class, camp, appointment, or party details.

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Show Calendar Events

Use Show Calendar Events to choose which event types appear on the Calendar grid.

  • Classes: Shows classes on the Calendar grid.
    • Note: If this option is selected, staff members will only appear in the Staff Calendar view if they are assigned as an instructor to one or more classes.
  • Camps: Shows camps on the Calendar grid.
    • Note: If this option is selected, staff members will only appear in the Staff Calendar view if they are assigned as an instructor to one or more camps.
  • Appointments: Shows appointments on the Calendar grid.
    • Note: If this option is selected, staff members will only appear in the Staff Calendar view if they are assigned as an instructor to one or more appointments.
  • Parties: Shows booked parties on the Calendar grid.
  • Available Party Timeslots: Shows only available party timeslots on the Calendar grid.

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General page filters

  • Current Date: Defines the current date for the Calendar view.
  • Day Of The Week: Shows only classes, camps, or parties that meet on the selected day or days of the week.
    • If no specific day of the week is selected, classes for all days appear.
    • If the Weekly view is selected, choosing one or more specific days of the week restructures the Calendar to show only classes, camps, or parties for the next seven meeting periods.
      • Choosing only Monday shows details for the next seven Mondays.
      • Choosing Monday and Wednesday shows details for the next four Mondays and next three Wednesdays.
  • All Keywords: Limits results to only classes, camps, or appointments with the selected keyword or keywords attached.
  • All Programs: Limits results to only classes, camps, or appointments with the selected program or programs attached.
  • All Levels: Limits results to only classes or camps with the selected level or levels attached.
  • All Genders: Limits results to only classes, camps, or appointments that allow students of the selected gender or genders.
    • Note: Selecting only Male or Female limits events to those specifically limited to male or female students, respectively. Staff must also select Co-Ed to see all events for which a student may be eligible.
  • All Ages: Limits results to only classes, camps, or appointments that allow students of the selected age or ages.
  • All Zones: Limits results to only classes, camps, or appointments with the selected zone or zones attached.

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Class Filters

Use Class Filters to limit class results shown on the Calendar grid.

  • Class Status: Limits results based on whether classes are active or inactive.
    • All: Shows all classes, regardless of Active or Inactive status.
    • Active: Shows only classes marked as Active.
    • Inactive: Shows only classes marked as Inactive.
  • All Start Times: Limits results to only classes that start within a specific half-hour time frame.
    • Times only appear if a class meets the criteria.
    • Example: If classes do not start until 4:00 PM, start time options before 4:00 PM - 4:29 PM will not appear.
  • All Sessions: Limits results to only classes with the selected session or rolling session attached.
    • If selecting one or more entries from the Sessions filter, the System displays results based on the specified Enrollment Date.
    • The System also considers any active enrollments within the Look Ahead window.
    • If the selected session changes, update the Enrollment Date filter to ensure the best accuracy.
    • Example: If reviewing enrollments in a future session, update the Enrollment Date filter to match the session start date.
  • Past Sessions/Rolling Sessions: Hidden by default.
    • Use Show Past Sessions or Show Past Rolling Sessions to display past sessions or rolling sessions when needed.
  • Sessions/Rolling Sessions: Sorted by Start Date.
    • Current and future sessions or rolling sessions are sorted in ascending order by start date, from earliest to latest. Future sessions or rolling sessions are listed last.
    • Past sessions or rolling sessions are sorted in descending order by start date, with the most recent start date first. The oldest sessions or rolling sessions are listed last.
    • Note: If the start date is the same, sessions or rolling sessions are sorted by name.
  • Show All Enrollments: Appears when multiple sessions are selected.
    • If enabled, all enrollments display when viewing class enrollments.
    • If disabled, only current enrollments and enrollments within the Look Ahead window display when viewing class enrollments.
  • All Instructors: Limits results to only classes with the selected instructor or instructors attached.
    • Note: When using this filter, substitute instructors are only included if they are scheduled to replace a permanent instructor within the defined date range.

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Camp Filters

Use Camp Filters to limit camp results shown on the Calendar grid.

  • Camp Status: Limits results based on whether camps are active or inactive.
    • All: Shows all camps, regardless of Active or Inactive status.
    • Active: Shows only camps marked as Active.
    • Inactive: Shows only camps marked as Inactive.
  • All Start Times: Limits results to only camps that start within a specific half-hour time frame.
    • Times only appear if a camp meets the criteria.
    • Example: If camps do not start until 4:00 PM, start time options before 4:00 PM - 4:29 PM will not appear.
  • All Registration Periods: Limits results to specific camps based on the Allowed Registration Dates in Camp Details.
    • Future Registrations: Shows only camps where the Allowed Registration Dates range is in the future, based on the current date.
    • Current Registrations: Shows only camps where the Allowed Registration Dates range is ongoing, based on the current date.
  • All Instructors: Limits results to only camps attached to the selected instructor or instructors.
  • All Camp Types: Limits results to only camps assigned to the selected camp type or camp types.

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Appointment Filters

Use Appointment Filters to limit appointment results shown on the Calendar grid.

  • All Start Times: Limits results to only appointment timeslots that start within a specific half-hour time frame.
    • Times only appear if an appointment timeslot meets the criteria.
    • Example: If appointments do not start until 10:00 AM, start time options before 10:00 AM - 10:29 AM will not appear.
  • All Instructors: Limits results to only appointments with the selected instructor or instructors attached.
  • All Services: Limits results to only appointments assigned to the selected service or services.

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Party Filters

Use Party Filters to limit party results shown on the Calendar grid.

  • All Start Times: Limits results to only party timeslots that start within a specific half-hour time frame.
    • Times only appear if a party timeslot meets the criteria.
    • Example: If parties do not start until 10:00 AM, start time options before 10:00 AM - 10:29 AM will not appear.
  • All Stations: Shows only party timeslots attached to the selected party station or stations.
  • All Instructors: Limits results to only parties where the selected instructor or instructors have been assigned as party host.

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Calendar Filters

Calendar Filters refers to the filters at the top of the Calendar display. These filters adjust the results displayed, show additional details, or further limit results by enrollment details, such as the number or type of openings.

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Date and range filters

  • Calendar Date/Date Range: Defines the current week or day based on the defined Current Date.
    • Use the navigation buttons to the left of the Calendar Date/Date Range to move forward or backward.
  • Calendar Range: Defaults to Weekly and controls the Calendar layout.
    • Weekly: Displays a grid with seven columns, with each column representing a day of the week.
      • Note: This view may change slightly if a specific Day Of The Week has been selected.
    • Daily: Displays a single column listing classes, camps, or parties occurring on the defined Current Date.
    • Staff: Displays a grid for the defined Current Date listing each instructor, with their events for the day listed beneath in the order they occur.
    • Zone: Displays a grid for the defined Current Date listing each zone, with the events assigned to that zone for the day listed beneath in the order they occur.

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Create and booking options

  • Create Class: Launches the "New Class" window.
    • After saving the class, the System opens the Calendar entry for the new class.
    • The entry defaults to the next available class date based on the class schedule, sessions, start dates, and any blackout dates that may affect the ability to create an enrollment.
  • Create Camp: Launches the "New Camp" window.
    • After saving the camp, the System opens the Calendar entry for the new camp.
    • The entry defaults to the first available camp date based on the camp schedule.
  • Create Appointment: Launches the "New Appointment" window.
  • Book Party: Launches the "New Party Booking" window.
    • The booking defaults to the next party date.
    • After saving the new booking, the System returns the user to the main CALENDAR page and launches the "Send Booking Confirmation Email" prompt.

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Calendar View

Use Calendar View to control how events display on the Calendar.

  • Stacked: Available only from the weekly layout.
    • Instead of using the traditional time layout view, which can cause overlapping classes, camps, or parties and limit the visible information, Stacked view stacks events based on their start time.
    • This allows iClassPro to display more details and allows staff to complete more tasks directly from the Calendar page.
  • Staggered: Available from the daily, weekly, or staff layout.
    • Shows class, camp, and party events as they are scheduled during the selected time frame.
    • The details available from this view are not as robust as those from Stacked view.

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Openings and vacancy filters

  • Minimum Vacancy: Defines the minimum number of openings that must be available for a class or camp to appear in the Calendar results.
  • Openings Filters: Defines the specific type of openings that must be available for a class or camp to appear in the Calendar results.
    • All Openings: Displays any class or camp meeting the Minimum Vacancy, regardless of which type of opening is available.
    • Regular Openings: Displays only classes or camps meeting the Minimum Vacancy with a perpetual opening for a new ongoing enrollment using the ACTIVE enrollment type.
    • Temporary Openings: Displays only classes or camps meeting the Minimum Vacancy with a temporary opening for a new one-day enrollment using the MAKEUP, TRIAL, or SINGLE DAY enrollment type.

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Details Filter

Use Details Filter to choose which details appear in the Calendar view. This filter applies only to Stacked view.

  • Level: Displays the class level.
  • Area: Displays the zone or area assigned to the class or camp.
  • Instructors: Displays the names of the instructor or instructors assigned to the class, camp, or party.
    • Note: Substitute instructors only display if they are assigned as a substitute within the specified date range, and only for the date or dates for which they are assigned.
  • Students: Displays the names of students who will be enrolled in the class or camp on the specified date, with visual indicators that show whether they are expected to be present or absent.
  • Waitlisted Students: Displays the names of students who have a WAIT type enrollment for the class or camp.

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Hide if Attendance Taken

Use Hide if Attendance Taken to hide Calendar entries for classes or camps where attendance has already been recorded. When enabled, the Calendar also hides classes or camps with no enrollments on the date being displayed.

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Troubleshooting & FAQs

  • Why are some staff members not showing in the Staff Calendar view?
    • Staff members only appear in the Staff Calendar view when they are assigned as an instructor to the selected event type. For example, if Classes is selected, the staff member must be assigned as an instructor to one or more classes.
  • Why are some start time options missing from the filters?
    • Start time options only appear when an event meets the criteria for that time frame. For example, if no classes start before 4:00 PM, start time options before 4:00 PM - 4:29 PM will not appear.
  • Why are future session enrollments not showing as expected?
    • If you select one or more entries from the Sessions filter, update the Enrollment Date filter to match the session you are reviewing. This helps the System return results based on the correct enrollment date and Look Ahead window.
  • Why are substitute instructors not showing on the Calendar?
    • Substitute instructors only display when they are assigned as a substitute within the specified date range. They only appear for the date or dates when the substitution applies.
  • How can staff quickly clear the Calendar filters?
    • Select RESET FILTERS or press ESC on your keyboard to clear the active filters.

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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).