IN BRIEF
The Enrollment Look Ahead feature allows administrators to count future enrollments toward current class openings within a specified number of weeks. This helps prevent accidental overbooking in both the Office Portal and the Customer Portal. You can configure the number of weeks the System considers when calculating occupancy.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • How the Look Ahead Setting Works
  • Where You Will See the Change
    • Additional Notes
  • Examples of How Occupancy Is Calculated
    • Example: Basic Use Case
    • Current Classes
    • Monthly Classes With Future Start Dates or Session-Based Classes
  • Additional System Notes
  • Other Settings Influenced by Enrollment Look Ahead
• Troubleshooting & FAQs
• Related Articles

Overview

The Enrollment Look Ahead feature is designed to include upcoming, scheduled enrollments when determining whether a class has available openings. Instead of counting only currently active enrollments, the System evaluates enrollments within a configurable number of weeks beyond the current date or class start date. This ensures that:

• The System reflects accurate occupancy counts.
• Administrators can avoid unintentionally overbooking classes.
• Online registration can be automatically restricted once the Look Ahead threshold indicates a class is effectively full.

This feature is especially useful in scenarios where families book makeups or future enrollments that would otherwise be overlooked when assessing available space.

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Accessing the Feature

1. In the Office Portal, navigate to SETTINGS>SETUP>CLASS SETTINGS.
2. Select the pencil/edit icon next to Enrollment Look Ahead Settings.
3. Enter the number of weeks the System should use when calculating future occupancy, then save the changes.

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Step-by-Step Instructions

How the Look Ahead Setting Works

After you configure the Look Ahead window:

• The System evaluates all upcoming enrollments within the defined number of weeks.
• These future enrollments are counted toward the total number of allowed enrollments in the class.
• This prevents situations where future bookings inflate class capacity beyond the allowed maximum.

Default Behavior:

• The default Look Ahead value is two weeks.
• You may need to increase this value if:
  • You allow bookings for future sessions or rolling sessions.
  • You allow customers to enroll more than two weeks in advance.

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Where You Will See the Change

The adjusted occupancy count affects the following areas:

• CLASSES Page
• New Enrollments screen
• Customer Portal

This ensures that overbooking is avoided even when future enrollments exist.

Additional Notes

• Occupancy displayed on the CALENDAR page is calculated for the specific date being viewed and does not take future-dated enrollments into account until the actual start date arrives.
• If "Force Start Date to Class Meeting Dates" is ENABLED under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION, then occupancy numbers will always reflect enrollments as of the next day the class will actually meet. (For example, if viewed on a Monday, occupancy for a Thursday class will reflect enrollments as of Thursday, taking into account any enrollments that may drop prior to that date.)

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Examples of How Occupancy Is Calculated

Example: Basic Use Case

• A class has a maximum enrollment of 7.
• Five future enrollments exist.
• Before enabling Enrollment Look Ahead: the System still reports 7 openings because the future enrollments are not counted.
• After enabling Enrollment Look Ahead: the System reports 2 openings, counting the five future enrollments.

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Current Classes

• If Look Ahead = 0: occupancy is based on the current date only.
• If Look Ahead ≥ 1: occupancy includes enrollments within the specified number of future weeks.

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Monthly Classes With Future Start Dates or Session-Based Classes

• If Look Ahead = 0: occupancy is calculated as of the class or session start date.
• If Look Ahead ≥ 1: occupancy is calculated as of the number of weeks past the start date.

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Additional Notes About Session Filters

• When selecting one or more entries from the Sessions filter, the System displays enrollments based on the selected Enrollment Date and includes any active enrollments within the Look Ahead window.
• If the selected session changes, update the Enrollment Date filter to maintain accuracy.
• When working with future sessions, ensure the Enrollment Date filter matches the session start date.

Additional System Notes

• The Look Ahead calculation applies to the current date for monthly-billing classes that do not use class dates.
• The Look Ahead calculation applies to the start date for session-based classes or those with future start dates.
• Future enrollments appear in the Class Enrollments view with blue asterisks but still count toward current openings.
• Staff can override maximum enrollment limits manually when prompted.

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Other Settings Influenced by Enrollment Look Ahead

The Look Ahead value also controls several Customer Portal enrollment date limits:

• SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION>"Allow Visitors To Choose A Start Date For Non-Session Classes (Only Affects New Enrollments)."
• SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>PUNCH PASSES>"Limit Punch Pass Enrollment Start Date to at Most X Days from Today."
• SETTINGS>MAKEUP TOKENS>CUSTOMER PORTAL SETTINGS>"Limit makeup date to at most X days from today."

These settings cannot exceed the date range allowed by the Look Ahead configuration.

• SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION>"Force Start Date to Class Meeting Dates"

If this setting is ENABLED, then occupancy numbers will always reflect enrollments as of the next day the class will actually meet. (For example, if viewed on a Monday, occupancy for a Thursday class will reflect enrollments as of Thursday, taking into account any enrollments that may drop prior to that date.)

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Troubleshooting & FAQs

• Why do I see fewer openings than expected on a class?
  • The System is counting future enrollments within the defined Look Ahead period. Review the Look Ahead setting under SETTINGS>SETUP>CLASS SETTINGS and adjust the number of weeks if needed.
• Why does online registration show no availability even though no students are currently enrolled?
  • Future enrollments may fall within the Look Ahead window, reducing the number of openings displayed to customers.
• Why do occupancy counts differ between sessions when filtering?
  • The Enrollment Date filter must match the session start date. When switching sessions, update the filter to align with the correct date range.
• Can staff still enroll a student even if the Look Ahead window shows the class as full?
  • Yes. Staff can manually override the maximum number of enrollments if they choose to proceed when the System warns about overbooking.

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Related Articles

• How Does iClassPro Determine Class Occupancy?
• What are the Class Settings Options?
• How Do I Configure Class Registration Settings? (Other Settings)

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