How Do the Class/Camp “Auto-Approval” Criteria Work? – iClassPro Support

IN BRIEF
The “Auto-Approval” tab in Classes and Camps allows administrators to define specific age- and/or Skill Level–based prerequisites that determine when enrollment requests are automatically approved. These criteria can supplement or override the existing global “Auto-Approve Requests” settings in the Customer Portal. The feature provides greater control over when enrollments move directly to ACTIVE status without manual review.

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

Overview

The “Auto-Approval” tab on a class/camp allows staff members to create specific prerequisites that determine whether a student’s enrollment request is automatically approved. These prerequisites can include:

No additional criteria (always auto-approve)
Age criteria
Skill Level criteria
A combination of age and Skill Level criteria

These settings enable auto-approval on a per-class or per-camp basis, regardless of whether the global Customer Portal “Auto-Approve Requests” setting is enabled.

Accessing the Feature

Click the pencil/edit icon next to the class or camp you wish to edit.
Select the Auto-Approval tab.
Enable Use Auto-Approve Prerequisites to configure criteria.

Step-by-Step Instructions

Understanding How Local Criteria Interact With System Auto-Approval Settings

For Class and Camp Enrollments

The Customer Portal setting Auto-Approve Requests (located under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS SETTINGS) determines whether enrollment requests are auto-approved globally.
For camps, this setting is located on each camp's Customer Portal tab.

The “Auto-Approval” tab works alongside that setting:

If Auto-Approve Requests is ENABLED:
- The age and/or Skill Level criteria defined on the “Auto-Approval” tab act as additional approval requirements.
- Students must meet the global min/max age and gender rules and the Auto-Approval criteria for the enrollment to be auto-approved.
If Auto-Approve Requests is DISABLED:
- The age, Skill Level, or combined criteria defined on the “Auto-Approval” tab work as an override, allowing auto-approval even though global auto-approval is turned off—if the defined criteria are met.

For Punch Pass and Makeup Token Redemption

When a family/student attempts to redeem a Punch Pass or Makeup Token via the Check-In Kiosk:

The System checks any Auto-Approve Prerequisites defined on the class.
If the student does not meet the criteria, redemption is not allowed for that class.

Defining Auto-Approval Criteria

You can configure one of four options:

NONE (Always Auto-Approve)

No additional prerequisites are applied.
All enrollments that meet age/gender requirements and have an available opening are auto-approved.
Age and Skill Level fields cannot be defined if this option is selected.

AGE Criteria

Students meeting the defined age range are auto-approved; others are submitted as requests.

Min age
- Must be within the min/max age defined on the Class Details tab.
Max age
- Must be within the same min/max range.
Either field may be left empty to allow open-ended ranges, such as:
- Max age = 5 and Min age empty → student age must be ≤ 5
- Min age = 5 and Max age empty → student age must be ≥ 5

Important notes about age values:

A whole-number Max age value (e.g., 5 or 5.0) includes all students from 5.0 to 5.9999 years.
To restrict Max age more precisely, enter a decimal value of 5.0001 or higher.

SKILL LEVEL Criteria

Students meeting the defined Skill Level requirement are auto-approved; others are submitted as requests.

Selecting this option displays the skill tree.
Staff choose a Skill Level the student must have passed.
If Skill Level criteria are enabled:
- A field labeled Skill Level Passed within the Previous "X" Months appears.
  - If enabled, the student must have passed the Skill Level within the defined number of months.
  - If disabled, the Skill Level may have been passed at any time.

Important note:

The Skill Level must be explicitly marked as Passed.
Even if individual skills/events under the Skill Level are passed, the System requires the Skill Level’s Passed indicator to be toggled on for auto-approval.

BOTH Criteria (Age and Skill Level)

The student must meet both the age criteria and the Skill Level requirement for auto-approval.

Updating Auto-Approval Criteria

Administrators can modify criteria using any of the following methods:

Individually
- Edit the Auto-Approval tab within each class or camp.
Quick Edit
- Use the Classes Quick Edit tool to update the Auto-Approval tab for multiple classes at once.
Mass Copy
- When duplicating multiple classes, the Mass Copy tool includes an option to apply updated Auto-Approval settings during the duplication process.

Troubleshooting & FAQs

What happens if a student meets some, but not all, criteria?
- If the defined Auto-Approval criteria are not fully met, the enrollment is submitted as a request, regardless of the global Auto-Approve Requests setting.
Can Auto-Approval criteria allow auto-approval even when global auto-approval is turned off?
- Yes. The per-class/camp Auto-Approval settings can override the global setting and allow auto-approval if all defined criteria are met.
Why is my Max age range capturing students older than expected?
- Whole-number Max age values automatically include up to 0.9999 years beyond the number. Entering a decimal value (e.g., 5.0001) restricts the upper boundary more accurately.
Why is a student not auto-approved even though all individual skills are passed?
- The Skill Level itself must be marked as Passed. Passing all skills/events does not automatically pass the Level.
Are Auto-Approval criteria enforced for Makeup enrollments that are auto-approved?
- They can be. There is a setting to “Enforce Auto-Approve prerequisites for makeup requests” when customers are redeeming makeup tokens.