IN BRIEF
Once Programs, Charge Categories, Pricing Schedules, and Event Types are set up, you can create a new event in iClassPro. Events can include specific age or gender requirements, registration windows, user-defined questions, and other advanced options that help manage enrollments through the Customer Portal.
- Overview
- Accessing the Feature
- Step-by-Step Instructions
- Other Customer Portal Options
- Restrictions on Editing Event Details
- Troubleshooting & FAQs
- Related Articles
Overview
Creating an event involves defining its schedule, pricing, and registration options. Events can be configured for a single day or multiple blocks, and can include age, gender, and skill level requirements, zone and level assignments, and custom questions for families during registration.
If you intend to group multiple event blocks together using iClassPro's Event Alias functionality, review our "What is the Event Alias Feature?" document before beginning.
NOTE: Customers with a direct link to an event will still to be able to enroll online if “Show on Web” is NOT enabled, but “Allow Registration” IS enabled. This means the event will not be displayed in the main Event listings and will only be accessible by families with a direct link.
Accessing the Feature
- In the Office Portal, navigate to the EVENTS page.
- Select +New Event to open the event setup dialog.
Step-by-Step Instructions
Add Event Details
All fields are required unless marked otherwise.
- Event Name – enter the event title as it should appear in both the Office Portal and Customer Portal.
- Event Program – select the Program created in your general settings.
- (optional) Event Level – associate a skill or progression level.
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(optional) Event Zone – assign the event to a facility Zone.
- NOTE: If assigning a Zone would overbook it, the System will display a warning.
- Event Type – select from your existing Event Types.
- Age & Gender Requirements – define eligibility for registration.
- (optional) Grade – set minimum or maximum grade levels.
- Maximum Number of Entries – set total capacity for the event.
Age Calculation Notes
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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.
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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.
Payment Settings
- Event Pricing Schedule – choose the appropriate schedule to determine tuition.
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Amount Due at Signup – select one of the following options:
- Deposit Due Only – creates a charge for the full tuition amount but only requires payment of the deposit.
- Force Pay in Full – requires full payment at the time of enrollment.
- No Payment Required – creates a tuition charge but does not require immediate payment.
- (optional) Tax Rate – override the default tax rate inherited from the Program.
Important Note
If you allow customers to modify an existing event enrollment:
- When Force Pay in Full is enabled, the System charges for auto-approved enrollment modifications.
- When Force Pay in Full is disabled, the System does not charge for these modifications.
Define Event and Registration Dates
- Event Dates – specify the start and end dates of the event.
- Allowed Registration Dates – define the date range during which the event appears in the Customer Portal for new enrollments or modifications.
- Priority Dates - controls the period during which the event is visible for registration in the Customer Portal/Mobile App for families/students that have the Priority Event Registration Keyword assigned.
Add Customer Portal Settings
These settings determine how your event is displayed and managed in the Customer Portal.
- Show On Web – makes the event visible within its registration dates.
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Allow Web Registration – allows customers to create enrollments online.
- If disabled, families will be unable to register for the event online and will be prompted to contact your office to register.
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Allow Parents to Choose Event Blocks – allows parents to enroll their student only for the selected event blocks.
- Disable this option if students must register for the entire event.
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Auto Approve Requests – automatically approves enrollments when requirements are met and space is available. This option must be enabled for the system process charges and collect payment.
- NOTE: Students with a custom gender assigned will only be auto-approved for Co-Ed events.
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Display Schedule Alias in Place of Schedule Details – if using Event Aliases, shows the alias name instead of timeslot details.
- For more information about how Event Aliases work, see our "What is the Event Alias Feature?" document.
- Event Picture (optional) – upload a 400px x 200px image.
- Description – include additional details about the event for families.
Add User-Defined Questions (Optional)
User-defined questions appear during registration and can collect additional information or add optional charges.
For each question, you can define:
- Question – what the family sees during registration.
- Description – additional clarification or next steps.
- Answer/Additional Info Default Text – pre-filled text shown in the answer box.
- Price – fee amount added if the family answers “Yes” (when enabled).
- Use Price (Will Auto Create a Charge) – must be selected to create an automatic fee; this also enables “Require a Yes or No Response.”
- Add Tax – if applicable, enables tax on the additional charge.
- Require a Yes or No Response – requires an answer before submission.
- Require a Typed Response – requires text input instead of Yes/No.
Select Add Question to save each entry.
Use the pencil/edit icon to make changes and select Save Question to update.
Important Note
- Avoid deleting questions for active events with existing bookings.
- If questions must be deleted or edited, run the Camper Information Report (CAM-7) before removing or replacing a question to preserve the history of the responses.
Add an Event Schedule
Each time and date added is treated as a block in the Pricing Schedule.
- Select a day, time, and duration, then choose Add.
- If the duration is under 60 minutes, enter “0” in the hour field.
- Choose a schedule type:
- Weekly Schedule – repeats on selected weekdays.
- Specific Dates – choose individual dates.
NOTE: changing the schedule type will remove all current event blocks from the schedule.
Block Capacity Options
If Allow Parents to Choose Days is enabled, a Max Students option will appear for each block. This allows custom capacity settings per block.
NOTE: This option is not available if Allow Parents to Choose Days is disabled or if Event Aliases are used.
Additional Tabs and Features
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Instructors Tab – assign instructors to the event.
- NOTE: The System displays 100 instructors at a time with search capability.
- Keywords Tab (optional) – add custom keywords for filtering and reporting.
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Promo Codes Tab (optional) – specify which promotion codes apply to this event (after the initial save).
- NOTE: The event will automatically be associated with any Promo Codes inherited from the Program.
- Skill Tree Tab (optional) – override the default Skill Tree inherited from the Program.
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Auto-Approval Tab (optional) – define age or skill criteria for automatic approval on a per-event basis.
- See How Do the Class/Event "Auto-Approval" Criteria Work? for additional details.
- Select Save to create the event.
Upon saving:
- The System checks for instructor scheduling conflicts.
- If conflicts are found, a Staff Schedule Conflicts window appears, allowing you to either Override or Cancel and make changes.
Other Customer Portal Options
Additional event-related settings are located under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>EVENT REGISTRATION.
- For details, see "How Do I Configure Event Registration Settings? (Other Settings)."
Restrictions on Editing Event Details
Some details can be changed after enrollments begin, but others are restricted to protect data integrity.
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Editable with Caution
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Event Start/End Dates - Staff can modify Event Dates with the following warnings:
Extending the event date range is always allowed (i.e., adding additional dates to the start/end of the event).
However, shortening the duration of the event is permitted only when there are no dates with existing enrollments outside of the proposed date range (e.g., if the event originally runs from March 1-6, and I have enrollments on March 6, I cannot shorten the event dates to end on March 5).
- Age/Gender Requirements – changes will not remove current enrollments that no longer meet criteria.
- Maximum Occupancy – lowering capacity does not unenroll existing students; it only prevents new ones.
- Amount Due at Signup – updates apply only to new enrollments; existing ones follow their original setting.
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Event Start/End Dates - Staff can modify Event Dates with the following warnings:
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Program Changes
- Changing the Program attached to the event updates all current and future enrollments.
- However, it does not retroactively change the Program assigned to any existing tuition charges that were already linked to the original Program.
- Changing the Program attached to the event updates all current and future enrollments.
NOTE: changing the Program may also affect applicable Promo Codes and/or the Skill Tree associated with the event.
Troubleshooting & FAQs
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Why does my event not appear in the Customer Portal?
- Verify that both “Show On Web” and “Allow Web Registration” are enabled, and that the current date falls within the “Allowed Registration Dates.”
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Can I reopen registration for a past event?
- Yes, although this is generally not recommended.
- If the event has not yet occurred (and ONLY the "Allowed Registration Dates" have passed), you can extend the “Allowed Registration Dates” range to make it visible again in the Customer Portal.
- If the event has already ended, you should either create a new event or duplicate the old one and change the event dates.
- Yes, although this is generally not recommended.
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Why can’t I change certain event dates or details?
- Some fields (like existing block dates or pricing) are locked once enrollments exist to prevent data loss.
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Can I limit Customer Portal access to an event to specific families?
- Yes. You can control access to register for an event in one of the following ways:
- Use Priority Registration dates and keywords
- Customers with a direct link to an event will still to be able to enroll online if “Show on Web” is NOT enabled, but “Allow Registration” IS enabled. This means the event will not be displayed in the main Event listings and will only be accessible by families with a direct link.
- Yes. You can control access to register for an event in one of the following ways: