Parent Portal Registration Modes

iClassPro has two basic online registration settings (Request Mode and Auto-Approve Mode) and a special option to allow Priority Registration. 

The mode you choose will depend largely on the amount of control you want to place on your staff members. Request Mode will give staff members complete control over registration, charges, and payments through Online Activity and the family ledger. Auto-Approve Mode allows for the highest level of automation for the online registration process. For more information and instructions, continue reading.

Request Mode

The parent portal can be set up in request mode or auto-approve mode. In general, the Request Mode allows your staff to have final approval on all enrollments. This requires enrollments to be approved through online activity before a staff member can charge and collect payment for the enrollment. Saved autopay information can be required for the family to submit the request, but no payment will be taken automatically.

Classes

Settings > Parent Portal > Class Registration

  1. Choose circled options based on the needs of your business. For a more in-depth review of these settings, click here.
  2. Leave Auto-Approve Requests unchecked for request mode.
  3. Remember to Save these changes at the bottom of the parent portal settings page.

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Camps

Camps Page > Edit Camp

Camp Registration, charge, and payment options are located on individual camps.

  1. In the Details tab, under Payment Settings for the Amount Due at Sign-Up, choose No Payment
    Required.
  2. In the Parent Portal Tab, leave Auto-Approve Requests unchecked for request mode.

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Auto-Approve Mode

In Auto-Approve mode, the parent portal automatically approves enrollments for customers who meet the age, grade and gender requirements when an opening is available. If approved, a charge and an immediate payment can be required to complete enrollment. Review the request mode instructions (above), then follow these additional steps:

Classes

Settings > Parent Portal > Class Registration

  1. Check Auto-Approve Requests to approve the class enrollments for eligible students.
  2. Check this box if you wish to receive an Email Notification.
  3. Choose whether or not to Auto-Charge Tuition and Anniversary Fee charges.
  4. Check this box to require an immediate Payment for the class tuition charges.
  5. If charging tuition, select an Auto-Charge Charge Category .
  6. If charging anniversary fees, select an Anniversary Fee Charge Category.
  7. Save the changes.

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Camps

Camps Page > Edit Camp

Camp Registration, charge, and payment options are located on individual camps.

  1. In the Details tab, under Payment Settings for the Amount Due at Sign-Up, choose Deposit or Pay in Full. Select a Camp Tax Rate (if one applies) or enable the Tax Exempt option if no sales tax will be collected.
  2. In the Parent Portal Tab, check Auto-Approve Requests.
  3. Under SETTINGS>PARENT PORTAL>CAMP REGISTRATION, Review the general options, then choose an Auto-Approve Charge Category.
  4. Save the changes.

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Priority Registration Mode

Allow customers to “jump to the front of the line” by enabling Priority Registration for your classes! By enabling Priority Registration Mode and associating a particular keyword, online registration can be limited to just specific families. By using a student keyword, you can limit registration to particular students, even if there are multiple students in the family! (To allow everyone to register, simply disable Priority Registration Mode.)

While Priority Registration Mode only allows certain families to access online registration while it is enabled, it still honors the Auto-Approve or Request settings you have configured.  Therefore any enrollments from those families will either be Auto-Approved or submitted as a request (based on your settings).

Setting up Priority Registration is easy!

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  • Set Up and Assign Your Priority Registration Keyword
    Under SETTINGS>SETUP>GENERAL SETTINGS>KEYWORDS, create the Keyword you want to use to allow families/students access to Priority Registration (alternatively, you can use any existing keyword as long as it is the correct type). Then, use the “Assign Keyword” tool on the FAMILIES or STUDENTS page to assign the chosen keyword to those particular families/students.

    For detailed information on creating/assigning keywords, check out our “How to Use Keywords”

  • Configure and Enable Priority Registration Mode
    Under SETTINGS>PARENT PORTAL>GENERAL SETTINGS, click “Enable Priority Registration.” Here you will be given an option to choose the Family, Student or Family/Student Keyword you assigned to those who should have priority registration. There are separate keyword settings to allow/deny registration to classes and camps.

    How it works

    • Family keyword only.A Family keyword can only be assigned to families. If a family does not have the designated keyword assigned, access to registration is denied. If enabled, all students in the family can register.
    • Student keyword only. A Student keyword can only be assigned to students. If a student does not have the designated keyword assigned, access to registration is denied. If enabled, the student can register. (If no students in the family have the designated keyword assigned, access to registration is denied to the family as a whole.)
    • Family/student keyword.A family/student keyword is one that can be assigned to either Families OR Students. If a family has the designated keyword assigned, all students in the family can register.  If family does not have keyword assigned, only the student(s) with that keyword can register. (Family keyword assignment will always overrule student keyword settings in this case.)

      The “Priority Mode Message” will be displayed if any user lacks the appropriate keyword designation while Priority Registration Mode is enabled.

  • Save Your Settings
    Be sure to click the “Save Settings” button at the bottom of the PARENT PORTAL>GENERAL SETTINGS area to activate Priority Registration Mode.

That’s it!  To disable Priority Registration Mode and allow everyone to register for Classes/Camps, just go back to SETTINGS>PARENT PORTAL>GENERAL SETTINGS, uncheck the option to “Enable Priority Registration” and save your settings.

NOTE: If you wish to mass remove the Priority Registration Keyword from Families/Students, see the “Assigning/Unassigning & Using Keywords” section of our “How to Use Keywords” article.

Need More Assistance?

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