How Do I Use the Events Quick Edit Tool? – iClassPro Support

IN BRIEF
The Events Quick Edit tool allows staff to update selected event details in bulk instead of editing each event individually. This tool helps administrators quickly manage event settings, dates, descriptions, instructors, Skill Trees, and Auto-Approval Prerequisites across multiple events.

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

Overview

The Events Quick Edit tool allows staff to make the same change to multiple events at one time. This can help reduce manual updates when several events need the same Program, Pricing Schedule, dates, instructors, Customer Portal/Mobile App settings, or other shared details.

Staff can use Quick Edit to update several areas of selected events, including:

Event details
Event dates and schedule type
Event descriptions
Instructors
Skill Trees
Auto-Approval Prerequisites

Because Quick Edit applies changes to all selected events, staff should carefully review the selected events and only update fields that need to change. Any field left unchanged will retain its existing value.

Accessing the Feature

From the main navigation menu, go to Events.
Use the filters and search tools on the left side of the page to locate the events that need to be updated.
Select the events to edit.
Select the Quick Edit tool at the bottom of the screen. The icon looks like a pencil with three lines next to it.

Step-by-Step Instructions

Filter the event list using any applicable filters and search tools on the left side of the page.
- This helps narrow the list to the events that need to be updated.
If needed, adjust the page view to show more results.
- Page view controls appear at the top right and bottom right of the event list.
Select each event that needs the same update.
- Quick Edit applies changes to all selected events.
Select the Quick Edit tool.
- The icon appears at the bottom of the screen and looks like a pencil with three lines next to it.
Select the appropriate tab for the details that need to be updated.
- Details
- Dates
- Description
- Instructors
- Skill Tree
- Auto-Approval
Make the appropriate changes for the selected event or events.
- Leave any menu set to -DO NOT CHANGE- when that field should keep its current value.
- Leave text fields blank when that field should keep its current value.
Select Save to update the selected events.
- The System applies the selected changes to all selected events.
Select Cancel to close the Quick Edit window without saving changes.

Details tab

The Details tab allows staff to update general event settings for all selected events.

Event Status: Sets whether the selected events are active or inactive.
- Active: Marks the selected events as active.
- Inactive: Marks the selected events as inactive.
- See How Do I Make an Event Inactive? for more information about using Quick Edit to make events inactive in bulk.
Event Program: Assigns the selected events to an available Program.
Event Pricing Schedule: Assigns the selected events to an available Pricing Schedule.
Amount Due at Signup: Defines how much payment the family must submit during signup.
- Deposit Due Only: Requires only the deposit amount at signup.
- Force Pay in Full: Requires full payment at signup.
- No Payment Required: Allows signup without requiring payment.
Tax Exempt: Controls whether the selected events are exempt from tax.
- No: The selected events are not tax exempt.
- Yes: The selected events are tax exempt.
Event Tax Rate: Assigns an available Tax Rate when Tax Exempt is set to No.
Customer Portal Options: Controls how the selected events appear and function in the Customer Portal/Mobile App.
- Show on Web: Controls whether the selected events appear online.
  - No: Hides the selected events from the Customer Portal/Mobile App.
  - Yes: Shows the selected events in the Customer Portal/Mobile App.
- Allow Web Registration: Controls whether families can register online.
  - No: Prevents online registration for the selected events.
  - Yes: Allows online registration for the selected events.
- Allow Parents to Choose Event Blocks: Controls whether families can choose available event blocks during registration.
  - No: Prevents families from selecting event blocks.
  - Yes: Allows families to select event blocks.
- Auto-Approve Requests: Controls whether eligible event requests can be automatically approved.
  - No: Prevents automatic approval.
  - Yes: Allows automatic approval when requirements are met.
- Display Schedule Alias In Place Of Schedule Details: Controls whether the schedule alias displays instead of the full schedule details.
  - No: Shows the standard schedule details.
  - Yes: Shows the schedule alias instead of the schedule details.
  - See What is the Event Alias Feature? for more information about using the Event Alias feature.
Level: Assigns an available Level to the selected events.
Zone: Assigns an available Zone to the selected events.
Event Type: Assigns an available Event Type to the selected events.
Requirements: Updates eligibility and capacity requirements for the selected events.
- Enter minimum and maximum ages. These can be defined as years, months, or days.
  - Years will reflect years in whole numbers
  - Months can be defined as "Any Months" or as a specific number of months (0-11).
  - If a specific number of months is selected, an option to define a number of Days (0-31) will also be displayed.
- The system will use these values to determine student eligibility based on the student's age on the event end date.
  - Defining a specific Year value will restrict enrollment for any students who have not yet reached that specific number of Years. For example, if 1 year is specifed, students who are less than a year old will be ineligible for the event. Students whose age is greater than or equal to 1 year will be eligible (subject to any Month/Day values that might also apply).
  - Defining a specific Month value will restrict enrollment for any students who have not yet reached that specific number of months past the defined Year value. For example, if 2 years, 6 Months is specifed, students who just turned two will be ineligible for the event. Students whose age is greater than or equal to 2 years, 6 Months will be eligible (subject to any Day value that might also apply).
  - Defining a specific Day value will restrict enrollment for any students who have not yet reached that specific number of days past the defined Year/Month values.
- Maximum Number of Students: Sets the maximum number of students allowed in the event.
- Gender Limitations: Limits registration by gender.
  - Co-Ed: Allows all students.
  - Female: Allows only female students.
  - Male: Allows only male students.
- Student Grade: Sets grade-based requirements for the selected events.

Dates tab

The Dates tab allows staff to update event dates, registration dates, priority registration dates, and schedule type for all selected events.

Dates: Controls whether the selected events keep their current dates or use newly entered dates.
- Do Not Change: Retains the current event dates.
- Use the Dates Below: Adjusts the current event dates to match the dates entered below.
Event Dates: Defines the dates during which the event is active.
- Staff can extend the event date range at any time.
- Extending the date range adds additional dates to the start or end of the event.
- Staff can shorten the event date range only when no existing enrollments fall outside the proposed date range.
- For example, if an event originally runs from March 1–6 and enrollments exist on March 6, staff cannot shorten the event dates to end on March 5.
Registration Dates: Controls the period when the event is visible for registration in the Customer Portal/Mobile App.
Priority Dates: Controls the period when the event is visible for registration in the Customer Portal/Mobile App for families or students with the Priority Event Registration Keyword assigned.

Important Note: If Use the Dates Below is selected, leaving any date field blank keeps the existing value for that field.

Schedule Type: Controls how the selected event schedule is built.
- Do Not Change: Retains the current schedule type.
- Weekly Schedule (Weekdays): Uses weekday-based scheduling.
- Daily Schedule (Specific Dates): Uses specific dates for the schedule.

Description tab

The Description tab allows staff to overwrite the existing event description for all selected events.

The new description replaces all existing descriptions on the selected events.
The description supports:
- Pictures
- Formatting
- Hyperlinks
In the Customer Portal, this content appears when users select More Details.

Instructors tab

The Instructors tab allows staff to mass update instructors assigned to the selected events.

Available instructor update options include:

Add selected staff members without removing current instructors.
Remove selected staff members without removing other instructors.
Remove all current instructors and replace them with the selected staff.

Important Notes:

The instructor list loads in batches of 100.
Staff may search for additional instructors.
Selected instructors move to the top of the list for visibility.

Skill Tree tab

The Skill Tree tab allows staff to assign a Skill Tree to all selected events.

The assigned Skill Tree overrides any Skill Tree inherited from the Program.
This allows staff to apply a specific Skill Tree directly to the selected events.

Auto-Approval tab

The Auto-Approval tab allows staff to mass update Auto-Approval Prerequisites for selected events. Auto-Approval Prerequisites help determine whether event requests can be approved automatically.

See How Do the Class/Event Auto-Approval Criteria Work? for a complete explanation of Auto-Approval behavior.

Important Notes

Quick Edit change effects

Quick Edit changes affect all selected events. Before selecting Save, confirm that:

Only the intended events are selected.
Only the intended fields have been changed.
Any field that should not change remains set to -DO NOT CHANGE-.
Any text field that should not change remains blank.

When to use the Events Quick Edit tool

The Events Quick Edit tool works best when multiple events need the same update, such as:

Making several events active or inactive
Assigning events to the same Program
Updating event requirements for multiple events (age, gender, max enrollments)
Updating registration or priority registration dates
Applying the same Pricing Schedule
Assigning the same instructor or instructors
Replacing descriptions across multiple events
Assigning the same Skill Tree
Updating Auto-Approval Prerequisites

Troubleshooting & FAQs

Why did several events change after I selected Save?
- Quick Edit applies changes to all selected events. Review the selected events before saving, and leave any fields that should not change set to -DO NOT CHANGE- or blank.
Can I shorten event dates when students already have enrollments?
- You can shorten the event date range only when no existing enrollments fall outside the proposed date range. If enrollments exist on dates that would be removed, the System will not allow the shortened date range.
What happens if I select Use the Dates Below but leave a date field blank?
- The System keeps the existing value for any blank date field.
Why do selected instructors move to the top of the instructor list?
- Selected instructors move to the top of the list so staff can more easily confirm which instructors have been selected.
Does assigning a Skill Tree in Quick Edit affect Skill Trees inherited from the Program?
- Yes. A Skill Tree assigned through the Skill Tree tab overrides any Skill Tree inherited from the Program.