IN BRIEF:
The "Other" Party Settings allow administrators to configure global options that affect all party bookings in iClassPro. These settings include a waiver acknowledgment message displayed during online booking, lead time restrictions for Customer Portal bookings, and customization options for the party booking confirmation email sent to families.
Interactive Demos for configuring and using the Party Booking Management System can be found in the Education Corner, accessible from the Office Portal's "Welcome" screen. Full details for configuring "Other" party settings are included in Chapter 7 of the "Party Booking Management: Setup and Configuration" demo.
Overview
The Other section within Party Settings is used to configure shared options that apply globally to all party bookings. These settings help ensure families acknowledge required waivers, prevent last-minute online bookings that staff may not be able to support, and provide clear, consistent confirmation emails after a party booking is completed.
All settings in this section apply across your entire party booking configuration unless otherwise noted.
Accessing the Feature
- Navigate to SETTINGS > PARTIES from the Office Portal.
- Expand the Other section.
All settings in this section will apply globally to your party booking configuration unless otherwise specified.
Step-by-Step Instructions
Waiver Acknowledgment Text
This section allows you to enter a brief statement that attendees must agree to when booking a party.
- This is not intended to be the full waiver or policy; it serves as a brief notice or acknowledgment only.
- Rich text formatting, including line breaks and HTML, is not supported.
- This text appears during the online party booking process in the Customer Portal, and customers must agree to the waiver text before they can complete their booking.
Consider using language that clearly states a waiver is required and must be signed before participation. For example:
“I understand that EACH guest must have a waiver signed and turned in before they can participate. In the case of minors, a parent or guardian must complete and sign the waiver.”
Lead Time for Online Bookings
The Lead Time setting determines how many days in advance a party must be booked when using the Customer Portal (based on the current date at the time the booking is created).
- Enter the number of days to enforce a booking buffer.
- For example, entering "2" would prevent users from scheduling parties within the next 48 hours.
This setting helps prevent last-minute bookings that staff may not have time to accommodate.
Booking Confirmation Email
These options allow you to customize the email sent to the party contact after a booking is completed.
Configuration Options
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BCC - Enter one or more email addresses to receive a blind copy of the confirmation email.
- NOTE: Separate multiple addresses with a semicolon (;)
- Email Subject - Enter the subject line that will appear in the recipient's inbox.
- Email Body - Enter the content of the confirmation email. This area supports system variables that will be replaced with booking-specific data.
Email Variables
Select the question mark (?) icon next to the Email Body field to view a full list of supported variables. Common examples include:
- [[family_first]] [[family_last]]
- [[party_date]] or [[party_time]]
- [[location_name]], [[location_phone]], and other address-related information
After making any changes, be sure to Save them using the button at the bottom of the page.
Troubleshooting & FAQs
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Why cannot customers complete a party booking online?
- Customers must agree to the Waiver Acknowledgment Text during the booking process. If they do not accept it, the booking cannot be completed.
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Can I include my full waiver or policies in the Waiver Acknowledgment Text?
- No. This field is intended for a brief acknowledgment only. Full waivers or policies should be provided separately.
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Why are last-minute parties unavailable in the Customer Portal?
- The Lead Time for Online Bookings setting prevents parties from being booked within the configured number of days.
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Why is my confirmation email missing party details?
- Ensure the correct email variables are included in the Email Body and that the changes have been saved.