Making Your Parent Portal Work for You

Our Parent Portal feature is a great way to join the trend in 24/7 self-service for class-based business. From the parent portal, customers can update their information, sign up-to-date policies, view class and camp offerings, request enrollment or fully register online, make payments online, view their students’ schedules, request enrollment changes, and much more!

Customize the Parent Portal

First, you will want to customize the parent portal to the look and functionality that matches your business. The majority of the settings concerning the Parent Portal can be found under SETTINGS>PARENT PORTAL.


General Settings

The first section listed in this area will be General Settings, which will include options which control some of the most basic functions of the Parent Portal.

  • Enable Parent Portal –allows your business to turn off access to the parent portal at any time.
  • Allow Visitors to Create New Accounts Online – will enable/disable the option to create a new account (family) from the Parent Portal.
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  •  Show Camps and Allow Visitors to Register for Them – will allow the parent portal to display all camp types with an active camp associated to them which is set to show online and is within its designated registration dates.
  • Show Parties and Allow Visitors to Register for Them – if your business subscribes to the iPartyPro add-on, this setting turns on/off the option to “Book a Party” in the parent portal navigation.
  • Show Class/Camp/Party List if Not Logged In – This setting enables/disables potential customers which do not have accounts on file with your gym from seeing your class/camp/party offerings. If disabled – only customers which login can see the offerings. Note: This does not override the options above it for showing camps/parties online.
  • Show Full or Open Instead of Number of Openings – when enabled, will only display the text “Full” or “Open” next to classes. When disabled, the number of available class openings is displayed.
    • Full/Open Display
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    • Number of Openings Display
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  • Show Class/Camp Levels – controls whether the associated level is shown under the “More Details” link for the class or camp.
  • Show Class/Camp Instructors – controls whether the associated instructor(s) are shown under the “More Details” link for the class or camp.
  • Show Tuition Amounts – for classes, this will show the amount of the default tuition that is associated with the class.
  • Allow Drop Request – allows customers who are already enrolled in classes to submit a request for approval to drop their current enrollments.
  • Allow Transfer Request – allows customers who are already enrolled in classes to submit a request for approval to transfer from their current enrollment to another enrollment.Image04.png
  • Show Full Class Descriptions if Not Logged In – enables/disables the option for customers who are not signed in to view the “More Details” link on a class.Image05.png
  • Show Skill Evaluations in Parent Portal – enables/disables the navigation link to the “Evaluations” section in the Parent Portal menu after logging in, which displays skills trees and evaluations.
  • Show Student Images in Parent Portal – enables/disables the use of the student image stored on the student profile.
  • Show Only Evaluated Skills in Parent Portal – allows your business to show either all the skills or only the evaluated skills for the portions of the skill tree(s) which relate to a student’s enrollment in the Parent Portal.
  • Default Session to Show on the Class List – allows the classes section of the parent portal to be automatically filtered down to a specific session or rolling session when opened.
  • Sort Classes/Camps By – choose how to sort the classes/camps displayed in the parent portal
  • Default Location – allows accounts with multiple location subscriptions to choose which location is the default location when the parent portal is opened.

After making any changes to these settings, click “Save Settings”.

Website Integration

After completing your Parent Portal setup, this section will help you with linking your Parent Portal to your website.

Pre-Programmed Buttons
For quick linking, we offer some pre-programmed buttons that you can add to your website by copying and pasting the code in the grey box into a text area your website

Details: The code will need to be added to a text field on your website using the Source, HTML or "< >" button before pasting in the information. If this code is pasted in without clicking a button to edit the source code, it will appear on your website as text instead of creating the buttons. If you are not familiar with editing your website, send the code to your web developer.

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Using Custom Links Instead
The iClassPro Parent Portal links from your own web page using a URL or website link. You can design custom buttons to match the look and feel of your website and grab the links you need by using the Preview Parent Portal button. Once your Parent Portal launches, navigate to the page that you want to link to, then copy the web address and paste it into the area of your website that you want to use as a link (like a picture or text).

For example, you can open your Parent Portal and then click on “Classes” and copy the URL to get a link directly to the classes page. You can even filter down to a Program, click Submit and copy the URL to link customers to a list of classes in a particular program. This way, as classes are added and removed from the Parent Portal – the link on your website remains the same.

For more about creating custom links, click here…
For instructions about creating custom buttons, click here…

After making any changes to these settings, click “Save Settings”.

Marketing and Branding

This area of your Parent Portal settings focuses on your aesthetic and marketing needs. It allows you to brand your parent portal in a way that creates a seamless experience in the navigation from your website to the Parent Portal’s customer interface.
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Default Parent Portal Header Image

This image should be a minimum 920px wide (narrower images will be stretched to fit that area) and will be visible at the top of every page of the parent portal. We recommend an image between 200-300px tall for the best experience. The image can be as tall as you would like but keep in mind that the taller it is, the more customers will have to scroll to get to the content of the page.

This image will be used as the default for the whole Parent Portal unless you choose to override it under SETTINGS>LOCATIONS with a custom location graphic. Clicking on the header image in the parent portal will take the user over to your website (as it is entered under Settings>Locations).
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Avatar/Logo
The avatar/logo is a smaller image that will appear below the navigation menu in the parent portal. This is commonly used to display your business logo or an image that is strongly associated with your business. The image will be restricted to displaying at 140 px in width to line up with the navigation menu and will also be used for branding on Skills Certificates.
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Select a Color Theme
This area shows the default color selected for your parent portal. This will be used as the navigation menu color throughout the parent portal unless you choose to override a specific location’s color scheme under Settings>Locations. The text displayed over that color will be white – so medium to dark toned colors are strongly recommended for the highest contrast/clarity.

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Homepage Text
This area is a great place to add a welcome message and quick instructions for customers. Some formatting may be limited by the parent portal’s CSS coding.
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Google Analytics
A Google Analytics or Universal Analytics key from Google can be entered here to help track traffic from your website to the parent portal inside of your Google Analytics account’s reports. For more information about how this works, click here.

After making any changes to these settings, click “Save Settings”.

Class Registration

This section of settings focuses on class-specific registration settings. Changes in this area will impact all of the classes which are shown online and allow registration. Some options will not appear unless certain other options are selected, as the options are linked.

For a quick guide regarding the essential settings for Request Mode versus Auto-Approve mode, visit our article Parent Portal Registration Modes.

  • Count Class Requests Against Openings – this setting will count any requests which are submitted for Active enrollments against the number of openings in the class to preserve the “first come, first serve” method of registration. Once the requests are processed (approved or denied) from online activity, any remaining spots will open back up for new registrations/requests. If your business uses the auto-approve mode for registration, requests would commonly be from either those customers that do not meet the established class requirements or those customers that are requesting special enrollment types such as trials and makeups.
  • Allow Visitors to Choose a Start Date for Non-Session Classes – selecting this option allows customers to choose a start date for their enrollments in classes which do not have sessions or rolling sessions attached.
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  • Limit Start Date to at Most X Days from Today – in coordination with the above option being selected, this setting limits the start date to this number of days in the future from the date of registration.
  • Allow Visitors to Request a Class That is Full – this option enables the Parent Portal to accept Wait List requests. The request must be approved by a staff member through Online Activity.
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  • Allow Visitors to Request a Makeup Enrollment – this option enables the Parent Portal to accept Makeup enrollment requests in classes which have an opening available. The request must be approved by a staff member through Online Activity.
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  • Allow Visitors to Request a Trial Enrollment – this option enables the Parent Portal to accept Trial enrollment requests in classes which have an opening available. The request must be approved by a staff member through Online Activity.
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  • Allow Visitors to Request a Class for a Student that Does Not Meet Class Requirements – this will permit students which do not meet the Age, Gender or Grade requirements of a class to submit a request to enroll anyway, which must be approved through Online Activity.
  • Allow Visitors to Request a Drop Date on New Enrollments – allows students to enter a drop date for their new class enrollment (common for businesses that allow short-term enrollments in ongoing/recurring classes).
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  • Allow Visitors to Override Default Billing Schedule – enables customers to choose one out of multiple billing schedule/tuition pairs set up on a class. This setup can be used to allow customers to choose billing plans or frequencies as described in our article about the Class Billing Tab.
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  • Auto-approve Requests – enables the parent portal to automatically enroll students in a class where there are openings and the students meet the established class requirements of age, gender and/or grade (if "Grade" is chosen on the class). This must be enabled to allow the parent portal to charge for enrollments, assess anniversary fees and to collect payment.
  • Send Email Notification upon Auto-Enrollment to Email Address of Class Location – when enabled, sends an email notification to the email on file under SETTINGS>LOCATIONS when a customer completes checkout for an enrollment.
  • Auto-charge First Tuition – when this option is selected, the parent portal will create new charges for students that are automatically enrolled in a class. Additional fields related to charges and payments will appear once this option is selected. This option must be turned on to also bill for anniversary fees and to collect payment. Note: All enrollments which go through as requests will have to be billed manually by the staff member which approves the enrollment.
  • Anniversary Fee – when enabled, this option will bill an additional flat fee to customers either per student or per family if their ledger does not contain an Anniversary line item charge within the number of months specified under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES. Selecting this option will reveal three additional fields to assign the Anniversary Fee Program, Anniversary Fee Charge Category and Anniversary Fee Tax Rate which will be used to create this fee on the customer’s ledger. For more information about how this fee works, visit our Anniversary Charges article.
  • Require Payments for Enrollments – this option will enable/disable the requirement for customers to pay the balance of their cart at the time of checkout. If the customer does not successfully submit payment, they will not be enrolled. *Requires the use of a gateway to collect online payments.
  • Auto Created Charges, Set the Due Dates to X Days in the Future – this box will allow you to enter the number of days between the charge being incurred at checkout and the date that it’s due. This feature is primarily used by customers that do not require immediate payment of tuition.
  • Auto-charge Charge Category – Appears when “Auto-Charge First Tuition” is enabled. Select the charge category you would like associated with new fees incurred for class registration online. This can be regularly updated to match the billing period you are accepting registration for.
  • Auto-approve Tax Rate – Appears when “Auto-Charge First Tuition” is enabled. If your business bills taxes on top of your tuition prices entered into iClassPro, select the appropriate tax rate to be used by the parent portal here.
  • Anniversary Fee Charge Category - Appears when “Anniversary Fee” is enabled. Select a charge category to label the anniversary fee charge with.
  • Anniversary Fee Tax Rate - Appears when “Anniversary Fee” is enabled. If your business bills taxes on top of your anniversary fee price, select the appropriate tax rate to be used by the parent portal here.
  • Anniversary Fee Program - Appears when “Anniversary Fee” is enabled. Select a program to label the anniversary fee charge with.

After making any changes to these settings, click “Save Settings”.


Class Filters

The options available in this section of the parent portal settings will allow you to edit which search filters are made available for the class list under Classes in the portal.
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Select (in blue) the options that you would like customers to be able to search by:

  • Show Age Filter
  • Show Gender Filter
  • Show Program Filter
  • Show Session Filter
  • Show Day Filter
  • Show Level Filter
  • Show Instructor Filter
  • Show Openings Filter
  • Show Search Filter

After making any changes to these settings, click “Save Settings”.


Camp Registration

This section of settings focuses on camp specific registration settings. Changes in this area will impact all of the camps which are shown online and allow registration. Some more specific settings for billing and signup methods can be found by editing the camp itself.

  • Count Camp Requests Against Openings – this setting will count any requests which are submitted for Active enrollments against the number of openings in the camp to preserve the “first come, first serve” method of registration. Once the requests are processed (approved or denied) from online activity, any remaining spots will open back up for new registrations/requests. If your business uses the auto-approve mode for registration, requests would be from customers that do not meet the established camp requirements.
  • Allow Visitors to Request a Camp That is Full – this option enables the Parent Portal to accept Wait List requests. The request must be approved by a staff member through Online Activity.
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  • Allow Visitors to Request a Camp for a Student that Does Not Meet Class Requirements – this will permit students which do not meet the Age, Gender or Grade requirements of a camp to submit a request to enroll anyway, which must be approved through Online Activity.
  • Require Payment When Modifying Camp Enrollment Schedules – when enabled, this option forces customers to pay up front for added blocks/additional charges when they change their camp schedule.
  • When Charging for Modified Schedules – Used when the above option is selected. Choosing “Charge the Difference” will bill an amount based on the difference in pricing between the billable amount for the previous number of camp blocks and the current number of camp blocks the student is enrolled for (based on the pricing schedule). Choosing “Charge the Remainder Owed” will bill an amount based on the difference between the amount already billed to the customer (regardless of the number of previously enrolled blocks) and the new price for the number of blocks selected in the pricing schedule.
  • Charge Nothing if Deposit Due Only is Set on the Camp When Modifying the Schedule – this should be checked if you do not want the customer to have to pay the full camp price after initial signup when adjusting their schedule; specifically, if a deposit is all that the parent portal is set to bill for a new enrollment in that camp.
  • Anniversary Fee - when enabled, this option will bill an additional flat fee to customers either per student or per family if their ledger does not contain an Anniversary line item charge within the number of months specified under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES. This option will utilize the three additional fields of the Anniversary Fee Program, Anniversary Fee Charge Category and Anniversary Fee Tax Rate under the Class Registration portion of settings, which will be used to create this fee on the customer’s ledger. For more information about how this fee works, visit our Anniversary Charges article.
  • Allow Visitors to Modify Camp Schedule – when enabled, this option allows customers to go back into existing enrollments where they were able to choose the dates to enroll and modify those dates (as long as they have not already passed). For billing, this option uses the “Require Payment when Modifying Camp” setting and the subsequent method chosen under “When Charging for Modified Schedules” to determine what the charges should be.
  • Send Email Notification Upon Auto-enrollment to Email Address of Camp Location - when enabled, sends an email notification to the email on file under SETTINGS>LOCATIONS when a customer completes checkout for an enrollment.


After making any changes to these settings, click “Save Settings”.


Financial

This section of the Parent Portal settings focuses on the financial perspective of registration.

  • List Visa as an Accepted Credit Card – when enabled, the Visa logo will show when the customer adds payment information. (When disabled, it does not prevent the card type from being used, as this setting is determined by your payment gateway and not controlled by iClassPro.)
  • List MasterCard as an Accepted Credit Card – when enabled, the MasterCard logo will show when the customer adds payment information. (When disabled, it does not prevent the card type from being used, as this setting is determined by your payment gateway and not controlled by iClassPro.)
  • List Discover as an Accepted Credit Card – when enabled, the Discover logo will show when the customer adds payment information. (When disabled, it does not prevent the card type from being used, as this setting is determined by your payment gateway and not controlled by iClassPro.)
  • List American Express as an Accepted Credit Card – when enabled, the American Express logo will show when the customer adds payment information. (When disabled, it does not prevent the card type from being used, as this setting is determined by your payment gateway and not controlled by iClassPro.)
  • Require Saved Payment Method Authorized for Recurring Billing – enables/disables the requirement for a customer to save a card on file when the customer checks out for an enrollment through the parent portal’s shopping cart feature.
  • Require Recurring Billing for Trial Enrollments – enables/disables the requirement for customers submitting requests for trial enrollments to have to store payment information on file to do so.
  • Show Full Ledger History, Not Just the Last 30 Day History – when selected, this will allow the customer to see their full list of payments, refunds and charges on their account. When not selected, the customer will only be able to see a list of payments, refunds and charges from the last 30 days of the account.
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  • Allow Visitors to Generate a Statement – when enabled, customers can create statements at any point in time from the parent portal’s Payments section after logging in. The statements will include the business’ name and address, customer’s name and address, any outstanding charges at that point in time, their students’ schedule(s) and the last date of payment on their account.
  • Show the Account Credit in the Ledger – will show the customer whether or not they have unapplied payments or credits in the ledger on their account. Customers cannot apply this credit themselves but can reach out to the business to enrolled, billed and to use the credit. Then provide payment for any remaining balance online.
  • Allow Partial Payments – when selected, this will allow customers to pay a partial amount toward a charge with a future due date, rather than requiring the whole amount for the charge at once. NOTE: Charges which are past their due date will still not allow partial payments.
  • Minimum Partial Payment Amount – when the “Allow Partial Payments” option is enabled, the number placed in this box will determine the smallest payment amount that will be allowed to be processed toward a larger bill. Often, this amount will be $5 or $10 to help ensure that the payment amount will be for a large enough sum to justify any gateway/processing fees incurred by the business.
  • Allow Promo Codes – when enabled, this setting will present customers with the option to apply promo codes to the items in their cart. Customers must be given the available promo codes prior to checkout – as they will not be displayed. Visit our article for more information about promotion codes.
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  • Require Past Due Charges to be Paid in Full First – when a customer has several outstanding charges on their account and they go online to make a payment, enabling this setting will force the customer to pay past due charges in full, prior to letting them pay on a newer charge which has not reached its due date. NOTE: This does not restrict the customer from being able to create new enrollments and incur new charges.
  • Custom Message on Cart – this setting allows you to display a custom message in the Parent Portal Shopping Cart. This message will appear just below the Totals Bar during the checkout process.

    (This area is plain-text only and will not support HTML code. The message will be rendered in red text to differentiate it from the other text on the page.)

  • Hide Totals Bar on Shopping Cart When Every Item is $0.00 – this setting will allow you to enable or disable the Totals Bar from showing when the Shopping Cart is full of items equal to $0.00 (such as enrollment requests, makeups or trials).

    If there are any auto-approved enrollments in the cart, the Totals Bar will still show and reflect the correct amount for that enrollment. Furthermore, if discounts or promo codes are applied that result in a $0.00 charge, the Totals Bar will still show in order to reflect these discounts.

    (Please note that if the Shopping Cart contains only items totaling $0.00 and you have enabled the option to hide the Totals Bar, the Custom Message will still appear.)

After making any changes to these settings, click “Save Settings”.


Other Settings which Impact the Parent Portal

Location Details
Under SETTINGS>LOCATIONS, the details added to your location information can impact the functionality of the parent portal. The address, phone number and web address linked to your parent portal will come from the location settings. Additionally, any overrides located under the location details for the parent portal header or color scheme will impact the way the branding for the location appears in the parent portal.


Family Policies
Located under SETTINGS>FAMILY POLICIES, the family policies area allows you to enter information about your business’ expectations from customers. To relay this information, the family policies are split into three sections for “Rules, Terms and Conditions”, “Waiver”, and “Billing Authorization”. All customers (new or existing) will be prompted to agree to your established policies the first time they use the parent portal and also any time they use the parent portal after the policies are updated. For more information about these policies, visit our article on Family Policies.


Student Policies
Located under SETTINGS>STUDENT POLICIES, the student policies area allows you to create individual agreements which will need to be signed for each student within a family. Unlike Family Policies, customers have the option to not agree to a student policy for one or all students. To read more about how this works, visit our article on Student Policies.


Referral Sources
When a new customer first signs up through the Parent Portal, iClassPro will ask that customer how they heard about your business. This question is a required part of the signup process, so your business must have one or more options entered for the customer to choose from. These options can be created under SETTINGS>SETUP>FAMILY SETTINGS>REFERRAL SOURCES.

Need More Assistance?

Call us at 877-554-6776. Our business hours are Mon-Fri 9am-6pm Central Standard Time.