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What is the FAMILIES Page?

IN BRIEF
The FAMILIES page serves as the central location for managing family accounts within iClassPro. From this page, administrators can create and manage families and students, handle enrollments and bookings, view ledger activity, record attendance, manage notes, and communicate with families using multiple messaging tools.

Overview

The FAMILIES page allows administrators to perform a wide range of family- and student-related tasks from a single workspace. It is designed to streamline daily administrative workflows by providing quick access to family details, student records, enrollments, billing information, communication tools, and account history.

Common uses of the FAMILIES page include:

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Accessing the Feature

From the main navigation menu, select “FAMILIES.”

The FAMILIES page opens and displays a list of family accounts based on your current filters.

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Step-by-Step Instructions

Understanding the Information Displayed

For each family listed on the FAMILIES page, the following information is displayed:

  • Guardians
    • Names of guardians attached to the family account
  • Phone Numbers
    • Phone numbers associated with the family account
    • Phone numbers that have opted in for SMS messaging display an “SMS Message” icon
  • Emails
    • Email addresses associated with the family account
    • Email addresses that have opted out of Email Blasts display in subdued, italic text

Important Notes:

  • Columns marked with an asterisk (*) can be selected to sort the list.
  • Families are sorted alphabetically by last name.

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Filters

Filters can be applied to narrow down the list of families shown on the page.

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Family-Level Actions

To the left of each family record are Action icons that provide access to family-related tools, including:

  • Edit Family
    • Opens the Family details screen for updating family information
  • Student Info
    • Displays a list of students attached to the family account

Additional student options available from Student Info:

  • New Student Wizard
    • Launches the guided New Student Wizard
  • “New Student” screen
    • Opens the classic New Student screen for manual data entry

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Student-Level Actions

Each student listed under a family includes its own set of Action icons, allowing you to:

  • Edit Student
    • Update student details
  • Create New Class Enrollment
    • Open the New Enrollment window for classes
  • Create New Camp Enrollment
    • Open the New Enrollment window for camps
  • Create New Appointment Booking
    • Open the Create Appointment Booking window

Additional student tools include:

  • Student Attendance
    • View, edit, or record attendance
    • Manage absences, future absences, and Makeup Tokens
  • Skill Evaluations
    • View, edit, or record skill evaluations

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Enrollment Management

The Enrollments section allows you to view all enrollments for a family and perform enrollment-related tasks.

Available enrollment actions include:

  • Enrollment Wizard
    • Launches the Student Enrollment Wizard
  • New Class Enrollment
    • Creates a new class enrollment
  • New Camp Enrollment
    • Creates a new camp enrollment
  • New Appointment Booking
    • Creates a new appointment booking

Each enrollment includes Action icons that allow you to:

  • Edit enrollment
    • Update enrollment details
  • Drop enrollment / Cancel booking
    • Assign a drop date or cancel a scheduled appointment
  • Transfer enrollment
    • Move the enrollment to a different class
  • Delete enrollment
    • Permanently remove the enrollment

Important Note: Deleting an enrollment removes all associated history, including attendance and notes. Deleted enrollments cannot easily be restored and may incur a cost.

Tuition Estimates:

  • A tuition estimate appears to the right of each enrollment
  • This estimate provides a general idea of billing amounts
  • Proration is not included

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Ledger Information

The Ledger Info section provides a summarized view of the family’s financial activity and quick access to billing tools.

Available ledger options include:

  • Full Ledger
    • Opens the complete family ledger
  • New Charge
    • Launches the “New Charge” window
  • New Payment
    • Launches the “New Payment” window
  • Limited Ledger View
    • Displays recent ledger activity

Account Summary Details:

  • Last Payment – amount and date of the most recent payment
  • Total Outstanding – total unpaid balance
  • Unapplied Payments – available credits
    • If outstanding charges exist, an option is shown to open the “Apply Credit” window
  • Current Ledger Balance – balance assuming credits are applied

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Family Notes

The Family Notes section allows you to create, view, and update notes related to a family account.

  • Notes can be filtered using Show Status:
    • All – displays all notes
    • Open – displays only open notes
    • Closed – displays only closed notes

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Additional Tools

From the FAMILIES page, you can also access:

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Troubleshooting & FAQs

  • Why does a family not appear in my list?
    • Verify that your filters are not restricting the results. Clearing filters often resolves this issue.
  • Why does an email appear in italic text?
    • Italicized email addresses indicate that the contact has opted out of Email Blasts.
  • Why does a phone number show an SMS icon?
    • The SMS icon indicates that the phone number has opted in for SMS messaging.
  • Can deleted enrollments be restored?
    • Deleted enrollments cannot easily be restored and may require assistance from Support.

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Related Articles

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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).