IN BRIEF
This article explains how to create, modify, and manage camp enrollments in the Office Portal. It also covers how enrollment changes affect billing and introduces the Group Enroll feature for enrolling multiple students at once. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Create a New Camp Enrollment
  • Using the Camp Enrollment Wizard
  • Group Enroll (Multiple Students)
    • Important Notes
  • Modifying an existing Camp Enrollment
    • Charging for modified enrollments
• Troubleshooting & FAQs
• Related Articles

Overview

Camp enrollments allow staff to register students for specific camp blocks within a scheduled camp. Enrollments can be created from multiple areas in the Office Portal and modified as needed if a student adds or changes selected camp blocks.

When modifying an existing enrollment, canceled camp dates will not be available for selection.

The system also supports flexible workflows, including:

• Creating enrollments from family or student records
• Modifying existing enrollments instead of creating duplicates
• Automatically recalculating charges when changes occur
• Enrolling multiple students at once using Group Enroll

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Accessing the Feature

Camp enrollments can be created or modified from multiple areas within iClassPro:

• FAMILIES page
• STUDENTS page
• CAMPS page (for modifying enrollments)

To begin creating a new enrollment:

1. Navigate to either the FAMILIES or STUDENTS page.
2. Select the Enrollments icon.
3. Select New Camp Enrollment.

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Step-by-Step Instructions

Create a New Camp Enrollment

1. From the FAMILIES or STUDENTS page, select the Enrollments icon.
2. Select New Camp Enrollment.
3. Enter or select a camp:
   • Start entering a camp name
   • Or use the dropdown menu to select a camp
4. Select an enrollment type:
   • Active
   • Wait list
5. Select camp blocks for the enrollment:
   • Use day-of-week checkboxes (e.g., Mon, Tues) to select all matching days
   • Use All to select all available blocks
   • Select individual blocks as needed
   • Review available openings to avoid overbooking
6. (Optional) Override tuition:
   • Select Override Tuition
   • Enter a custom price for the entire enrollment
7. Choose whether to send a confirmation email:
   • Sent to the primary family email address
8. If applicable, complete required questions:
   • Select the Questions tab
   • Enter responses for any User Defined Questions
9. Save the enrollment using one of the following options:
   • Save - Saves and returns to the previous page
   • Save & Add Another - Saves and opens a new enrollment window for the same student
   • Save & Charge - Saves and opens the NEW CHARGE window

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Using the Camp Enrollment Wizard

For instructions on creating a new camp enrollment using the Camp Enrollment Wizard, see How Do I Use the Camp Enrollment Wizard?

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Group Enroll (Multiple Students)

The Group Enroll option on the CAMPS page allows staff to enroll multiple students into a camp in one workflow.

This process:

• Mirrors the Group Enroll experience used for classes
• Allows searching for and selecting multiple students
• Applies enrollment settings to all selected students
• Creates multiple enrollments simultaneously

Important Notes

• Staff must have the “Enrollments” permission to access the Group Enroll option.
• The Group Enroll option will not appear for camps that contain User Defined Questions that require Yes/No or typed responses, because those questions require individual answers from each student.

For full instructions, refer to How Do I Group Enroll Students in Camps? 

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Modifying an existing Camp Enrollment

If a student has an existing camp enrollment and wishes to enroll for additional camp blocks, you will need to modify the existing enrollment instead of creating a new one.

To modify an existing camp enrollment:

1. From the FAMILIES, STUDENTS, or CAMP page, expand the Enrollments view.
2. Click on the pencil/edit icon next to the camp enrollment you wish to modify.
3. Under the "Camp Blocks" drop-down menu, select the option to "Show All Blocks":
   
4. Select any additional camp blocks for which the student should be enrolled.
5. SAVE the enrollment using one of the following options:
   • Click Save to simply save the enrollment changes and keep the edit window open.
   • Click Save & Close save the enrollment and return to the FAMILIES, STUDENTS, or CAMPS page.
   • Click Save & Charge to save the enrollment and open the NEW CHARGE window to charge the family for the additional camp blocks.
   • Click Close to close the edit window without making any changes.
   • Click Delete to completely delete the camp enrollment.

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Charging for modified enrollments

If a camp enrollment is modified, the system will calculate the TOTAL AMOUNT the family should be charged for all enrollment blocks in the camp, subtract the total amount the family has already been charged, then charge the difference. For example, a camp uses the following pricing schedule:

• Students A & B register for a camp for one block each. Student A is considered Student 1 and is charged $100. Student B is considered Student 2 and is charged $10.
  • This is a total of $110 charged.
• Later, Student B modifies their enrollment to add an extra block, making 2 total. As they are the only student modifying their enrollment, they are now considered Student 1.
  • The total amount Student B should be charged for two blocks is $500.
• At this point, the system will calculate the TOTAL AMOUNT the family should be charged for all blocks in which students have been enrolled.
  • Student 1 should be charged a total of $500.
  • Student 2 should be charged a total of $10.
  • This is a total of $510.
• As the family has already been charged $110 for the camp, the system will apply this toward the total amount due, leaving a balance of $400 ($510-$110 = $400).

NOTE: When creating a camp tuition charge on the family ledger, the system should display a “Cost Adjustment Discount” message if the new charge is reduced because the family has an existing overpayment from a previously modified enrollment or from a change in student discount ordering.

This message alerts the staff member that earlier charges already exceed the correct total. The system is intentionally lowering the new charge to ensure accurate billing—without requiring the staff member to manually review the ledger.

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Troubleshooting & FAQs

• Why can I not select certain camp dates when modifying an enrollment?
  • Canceled camp dates are not available for selection when modifying an existing enrollment.
• Why should I modify an enrollment instead of creating a new one?
  • Modifying ensures all camp blocks remain tied to a single enrollment, which allows the System to correctly calculate pricing and avoid duplicate records.
• Why are some camp blocks unavailable during enrollment?
  • Availability may be limited by:
    • Block capacity (openings)
    • The setting "Restrict enrollment start date based on camp start time"
• How does the System determine what to charge after changes?
  • The System recalculates the full cost of all enrolled blocks, subtracts previous charges, and applies only the remaining balance.
• When should I use Group Enroll?
  • Use Group Enroll when enrolling multiple students into the same camp to save time and maintain consistency.

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Related Articles

• How Do I Use the Camp Enrollment Wizard? 
• How Do I Group Enroll Students in Camps? 
• How Do I Manually Create Camp Tuition Charges?
• How Do I Manually Create a New Charge on the Family Ledger?

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