What are Keywords? – iClassPro Support

IN BRIEF
Keywords in iClassPro are customizable labels that can be created and assigned to families, students, staff, classes, camps, programs, or appointments. They are used to organize, filter, and report on specific groups for operational and marketing purposes.

Overview
Accessing the Feature
Creating & Customizing Keywords
Individually assigning Keywords
Mass Assigning/Unassigning & Using Keywords
- Expected behavior when mass assigning keywords
Troubleshooting & FAQs
Related Articles

Overview

Keywords allow users to tag specific records (families, students, staff, classes, etc.) to group them for easier filtering and reporting.

Keywords can be created for families, students, classes, staff, programs, camps, or appointments, and can be customized to match the organization’s structure or marketing needs.

Accessing the Feature

From the main navigation menu, go to SETTINGS>SETUP>GENERAL SETTINGS>KEYWORDS.
Select Add New Keyword to create one or select an existing keyword to edit.

Creating & Customizing Keywords

Click Add New Keyword.
Enter the Keyword Name.
Check the boxes for the keyword types you would like to create. This should be any items on the list the keyword will be directly associated with.
Click Create.

Keywords are handled differently in the system based on which keyword type is chosen. For example:

Family, Student and Staff keywords are permanently assigned to families, students or staff accounts and do not change based on enrollment status. To remove one of these keywords you will need to go into the family, student or staff member's profile and manually uncheck the association on the "Keywords" tab.
Class, Camp, Program, and Appointment keywords are permanently assigned to classes, camps, programs or appointments, but the association of that keyword with family, student or staff member only occurs while a student has an active enrollment in the class, camp, program, or appointment, or while a staff member is assigned as an instructor to a class, camp, program, or appointment with that keyword assigned.

For example, a student will be associated with a class keyword of "Team" while they are actively enrolled in a class with that keyword assigned. Once their enrollment drops, they will no longer be associated with it.

Likewise, a staff member will be associated with a class keyword of "Team" while they are assigned as an instructor to a class with that keyword assigned. if they are removed as an instructor on that class, they will no longer be associated with it.

Individually assigning Keywords

Keywords can be assigned individually by editing a Class, Appointment, Camp, Student, Family, or Staff Member, then clicking on the Keywords tab. From here, enable the relevant keyword(s) in the list shown, and click SAVE.

To use Keywords with a Program, edit your Program by going to SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS.

To remove a keyword individually, follow the same instructions above, but uncheck the assigned keyword and then click SAVE to update.

Mass Assigning/Unassigning & Using Keywords

To assign keywords to Families, Students, Classes, Appointments, Camps, or Staff, go to the corresponding page.

Use the search filters to find the people, classes, or camps to be associated with the keyword.
If necessary, adjust the Page View at the top right to include all results in the same window.
Check the boxes for the items in the list you would like to assign the keyword to.
At the bottom of the page, click the Keywords icon.
In the window, choose the keyword to associate with the selected items. (Be sure to select the keyword from the appropriate section.)
Click Assign to begin assigning the keyword.
The keyword will be assigned in your background tasks. Wait for the task to complete before trying to search or report using the keyword.

To mass remove keywords, follow steps 1-5 above. but click Unassign on step 6.

Expected behavior when mass assigning keywords

In all cases, the "Enrollment Date" refers to the date specified in association with the Enrollment Type filter. This can be labeled any combination of "Active, Trial, Makeup, Wait, Single Day, Inactive On Date" depending on which Enrollment Type(s) are enabled.

Mass assigning keywords from the FAMILIES Page

Family keyword - will assign the keyword to all selected families. (Changing the Enrollment date does not affect this functionality.)
Student keyword - will assign the keyword to all students in the family. (Changing the Enrollment date does not affect this functionality.)
Class keyword - will assign the keyword to classes in which students in the family have a current active enrollment. (Other than filtering the list of students, changing the Enrollment date filter does not affect this functionality.)
Staff keyword - Will assign the keyword to the instructor associated with classes in which students in the family have a current active enrollment. (NOTE: the keyword will not be assigned to appointment or camp instructors.)
Appointment keyword - will assign the keyword to the all Appointments in which students in the family have a current active booking.

Mass assigning keywords from the STUDENTS Page

Family keyword - will assign the keyword to the families associated with all selected students. (Changing the Active date does not affect this functionality.)
Student keyword - will assign the keyword to all selected students. (Changing the Active date does not affect this functionality.)
Class keyword - will assign the keyword to classes in which selected students have a current active enrollment. (Other than filtering the list of students, changing the Enrollment date filter does not affect this functionality.)
Staff keyword - will assign the keyword to the instructor associated with classes in which selected students have a current active enrollment. (NOTE: the keyword will not be assigned to appointment or camp instructors.)
Appointment keyword - will assign the keyword to the all Appointments in which selected students have a current active booking.

Mass assigning keywords from the CLASSES Page

Family keyword - will assign the keyword to the family of all students with an enrollment of any type on the specified Enrollment date for selected classes.
Student keyword - will assign the keyword to all students with an enrollment of any type on the specified Enrollment date for selected classes.
Class keyword - will assign the keyword to all selected classes, active and inactive, irrespective of enrollments.
Staff keyword - will assign the keyword to all instructors attached to the selected classes, active and inactive, irrespective of enrollments.

Mass assigning keywords from the APPOINTMENTS Page

Family keyword - will assign the keyword to the families of all students with a booking in the selected appointment timeslot(s).
Student keyword - will assign the keyword to all students with a booking in the selected appointment timeslot(s).
Staff keyword - will assign the keyword to the instructors associated with the selected appointment timeslot(s).
Appointment keyword - will assign the keyword to all selected appointments.

Mass assigning keywords from the ENROLLMENTS Page

Family keyword - will assign the keyword to the family of all students associated with the selected enrollment(s).
Student keyword - will assign the keyword to all students associated with the selected enrollment(s).

Mass assigning keywords from the STAFF Page

Family keyword - will assign the keyword to the families of all students with class enrollments with the selected staff member(s) assigned as instructor. (Does not consider camp or appointment bookings.)
Student keywords - will assign the keyword to all students with class enrollments with the selected staff member(s) assigned as instructor. (Does not consider camp or appointment bookings.)
Class keyword - will assign the keyword to all classes with the selected staff member(s) assigned as instructor.
Staff keyword - will assign the keyword to the selected staff member(s).
Appointment keyword - will assign the keyword to all appointments with the selected staff member(s) assigned as instructor.

NOTE: there is currently not a way to mass assign keywords to Camps or Programs.

Troubleshooting & FAQs

Why does a keyword not appear when filtering or running reports?
- Wait for the Background Task to complete before attempting to filter or report. The system will not show updated results until processing finishes.
Why is a family/student/staff member no longer associated with a Class, Appointment, Camp, or Program keyword?
- Enrollment-related keyword associations are dynamic. If a student’s enrollment or a staff member’s assignment ends, they automatically lose association with the related class, camp, or appointment keyword.
Can I assign keywords to Camps or Programs in bulk?
- No. Keywords for Camps or Programs must be assigned individually from their respective settings.