IN BRIEF
Zones define specific locations within your facility where classes and camps take place. Creating and assigning Zones helps prevent overbooking, improves internal scheduling visibility, and allows families and staff to clearly see where an event is held. Zones can also be displayed on reports and across multiple portals, depending on your System settings. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • How do I create a Zone?
  • How do I assign a Zone to a class?
  • How do I mass assign Zones to Classes?
  • How do I assign a Zone to a camp?
  • How do I assign a Zone to an appointment?
• Troubleshooting & FAQs
• Related Articles

Overview

Zones are used to represent physical or logical areas within your facility, such as rooms, floors, rotations, or swim lanes. When multiple classes or camps run at the same time, Zones help identify where each event is held and help the System prevent scheduling conflicts. 

Zones:

• Display on the CLASSES, APPOINTMENTS, CAMPS, and ENROLLMENTS pages by default.
• Can be shown on certain reports and in the Staff Portal, Customer Portal, and Check-In Kiosk, depending on your settings.
• Use a maximum simultaneous use value to prevent overbooking.

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Accessing the Feature

1. From the main navigation menu, go to SETTINGS.
2. Select SETUP.
3. Expand the GENERAL SETTINGS area.
4. Select Zones.

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Step-by-Step Instructions

How do I create a Zone?

To start, navigate to Settings > Setup > General Settings > Zones.

1. Click "Add New Zone." This will open a new window.
2. Name the Zone. Zone labels can be a room number, floor rotation number, swim lanes, etc., and will display on some reports and the Classes page.
3. Set the Max # of Simultaneous Uses. This will be used by the system to prevent overbooking of a particular Zone at any given time.
4. (Optional) Enter a Zone Description. This is only visible to your Staff.
5. Click "Create" to create and save the Zone.

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How do I assign a Zone to a class?

To assign a Zone, navigate to the Classes Page. Then click on the pencil icon next to the class and in the details, select a Zone from the drop down.

After choosing the Zone where the class meets, save your changes.

If assigning the Class to the specified Zone would result in overbooking the Zone, the system will display a warning.

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How do I mass assign Zones to Classes?

1. To assign a Zone en masse, go to the Classes Page.
2. Filter the class list using any applicable filters and search tools on the left side of the page to find classes.
3. If necessary, adjust your page view to include more results (top & bottom right of list).
4. Select any classes you would like to change to the new Zone.
5. Click the Quick Edit tool (the icon that looks like a pencil with three lines next to it).
   
6. Select the Zone you wish to assign to the selected classes.
   
   PRO TIP! If you would like to make additional changes to these classes at the same time, you may. If you are not changing any information other than the Zone, leave the other items blank or set to the default "-DO NOT CHANGE-" option. 
7. Click Save to make the desired changes.

If assigning the Class to the specified Zone would result in overbooking the Zone, the system will display a warning.

If there was no warning (or if you choose to override it), a background task will start to update the classes you have selected. When that task completes, all classes should reflect the new Zone. (In some circumstances, you may need to refresh the classes page to see the updates.)

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How do I assign a Zone to a camp?

To assign a Zone, navigate to the Camps Page. Then click on the pencil icon next to the camp and in the details, select a Zone from the drop-down.

After choosing the Zone where the camp meets, save your changes.

If assigning the Camp to the specified Zone would result in overbooking the Zone, the system will display a warning.

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How do I assign a Zone to an appointment?

To assign a Zone, navigate to the Appointments Page. Then click on the pencil icon next to the appointment and in the details, select a Zone from the drop-down.

After choosing the Zone where the appointment meets, save your changes.

If assigning the Appointment to the specified Zone would result in overbooking the Zone, the system will display a warning.

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Troubleshooting & FAQs

• Why am I seeing a warning when assigning a Zone?
  • The warning appears when assigning the class or camp would exceed the Zone’s maximum number of simultaneous uses. You can review the schedule or override the warning if appropriate.
• Who can see Zone descriptions?
  • Zone descriptions are only visible to staff under SETTINGS>SETUP>GENERAL SETTINGS>ZONES. The description is intended to describe the zone when setting it up, and does not appear in the Staff Portal or Customer Portal/Mobile App.
• Where do Zones appear in the System?
  • Zone names display on the CLASSES and CAMPS pages by default and may also appear on reports or in the Staff Portal, Customer Portal, and Check-In Kiosk, depending on your settings.
• Can I rename "Zone" to something else?
  • Not in the Customer Portal or Staff Portal. However, you can change the label your customers will see in the Customer Portal/Mobile App under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>GENERAL SETTINGS>Show Zone in Customer Portal>Zone Label.
    • For full instructions, see https://support.iclasspro.com/hc/en-us/articles/360052566534-How-Do-I-Configure-General-Settings-Other-Settings.

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Related Articles

• How Do I Create or Edit a Class?
• How Do I Create a New Camp? (Camp Setup)
• How Do I Create/Edit Appointments and Appointment Timeslots?
• What is the Staff Portal Mobile Interface?
• How Do I Configure General Settings? (Other Settings)
• How Do I Configure the Check-In Kiosk?

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