Where Do I Configure Party Booking Management Settings? – iClassPro Support

IN BRIEF
Party Booking Management settings define how parties are offered, scheduled, priced, and displayed throughout the System. These settings must be configured before customers can book parties and before staff can manage them. All Party Booking Management options are located under SETTINGS>PARTIES, including time slots, stations, packages, add-ons, financial settings, and general preferences.

Overview
Accessing the Feature
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

Party Booking Management settings determine how your business offers structured party experiences. These settings allow administrators to:

Define available time slots for party scheduling.
Create stations (physical or virtual party spaces) that customers select during booking.
Build packages and optional add-ons to customize party offerings.
Configure financial settings for tracking party sales and related accessories.
Establish general behaviors such as booking lead times, waivers, and confirmation email content.
Control staff access and determine whether parties are displayed in the Customer Portal.

Completing these configurations ensures that your business is ready to publish party offerings and accept party reservations online or in-house.

Accessing the Feature

Party Settings Collapsed.png

From the main navigation menu, go to Settings.
Select Parties to access the Party Booking Management configuration panels.
Each configuration category (such as Time Slots, Stations, Packages, Add-ons, Financial, and Other) is presented in an expandable section.

Step-by-Step Instructions

Below are the primary configuration areas administrators work through when setting up Party Booking Management.

Time Slots

Time slots define when parties can be scheduled. Each time slot can be assigned to one or multiple weekdays to support flexible scheduling.

Time Slot Details

Time slots determine the available booking periods for each station.
You may configure multiple time slots for different days or recurring availability patterns.
Assigning time slots to specific stations allows full control over scheduling capacity.
For more information, refer to the article: How Do I Create Party Time Slots?

Stations

Stations represent the physical spaces (or resource locations) where parties occur. A station must exist before time slots can be assigned to it.

Station Details

Create as many stations as your business requires.
If your business only has one party space, create a single generic station.
Give stations names that customers will understand because these names display on the Customer Portal.
Upload an image to represent the party space.
Set a capacity limit for each station.
Provide both a short description (for quick reference) and a long description (for detailed information).
For more guidance, refer to How Do I Create Party Stations?

Packages

Packages define the specific party experiences your business offers, each with a base price and descriptive information.

Package Details

Packages help communicate what is included in each party option.
Attach one or multiple packages to each station.
Create unique packages for different themes, durations, or age groups.
Assign fees that represent the base cost of each package.
Add descriptive details to help customers understand what each package includes.
For more information, see How Do I Create Party Packages?

Add-ons

Add-ons allow customers to enhance or customize their party by purchasing supplemental items.

Add-on Details

Add-ons are optional items with a price per quantity.
Attach add-ons to applicable packages so customers can select them during checkout.
Use add-ons for items such as additional guests, decorations, party favors, food options, or equipment.
For setup instructions, refer to How Do I Create Party Add-ons?

Financial Settings

Party bookings are not enrollments, so financial tracking for parties is handled separately.

Financial Setting Details

All parties and party accessories use the same Program and Charge Category to streamline reporting.
These settings ensure consistent categorization of party revenue across the System.
Accurate configuration is essential for evaluating party-related income, especially during year-end financial review.
For guidance, refer to How Do I Configure Financial Settings for Parties?

Other Settings

The Other settings panel contains general rules and communication tools for managing party bookings.

Other Party Settings

Create a generic party waiver that customers must agree to before booking.
Customize the party confirmation email template sent after a successful booking.
Set the required lead time for online party bookings to prevent last-minute scheduling.
For further details, refer to How Do I Configure the "Other" Party Settings?

Staff Permissions

Staff access must be granted explicitly before they can manage or book parties internally.

Staff Permission Details

Staff must be assigned specific permissions to use Party Booking Management.
Once granted, staff can manage party bookings, view schedules, and assist customers as needed.
For access configuration steps, refer to How Do I Activate the Party Booking Management System and Give Staff Members Access?

Enabling Parties in the Customer Portal

After internal setup is complete, you will need to enable the setting to allow parties to be displayed in the Customer Portal.

Customer Portal Activation Details

Go to SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS.
Expand the General Settings area.
Enable “Show Parties and Allow Parents to Register for Them.” This setting unlocks online visibility and registration for customers.
Save your changes.

Troubleshooting & FAQs

I configured time slots, but no parties appear online. Why?
- Confirm that stations, packages, and financial settings are fully configured. Then verify that Show Parties and Allow Parents to Register for Them is enabled under Customer Portal settings.
Do stations need images?
- Images are optional but recommended. Customers respond more positively when they can see the available party space.
Why are parties grouped under a single Program and Charge Category?
- This grouping ensures consistent tracking of party revenue across all party bookings and accessories.