IN BRIEF
This article explains how to create and edit Family, Student, and Transactions policies in iClassPro. It also describes how these policies affect customer interactions in the Customer Portal and how families are notified of updates.
Overview
Policies define rules, agreements, and waivers that customers must accept when registering, enrolling, or submitting payments through the Customer Portal or Mobile App.
By default, iClassPro activates only the following example Family Policies:
- Appointments (only for accounts with the Appointments Feature enabled)
- Billing Authorization
- Rules, Terms and Conditions
- Waiver
Additionally, three Transactions Policies are always active to comply with card brand rules:
- One-Time Payment – displayed when customers make a non-recurring payment.
- Recurring Payment Opt In – displayed when recurring billing is enabled and selected.
- Returns, Refunds, and Cancellation Policy – displayed with any payment submission.
No Student Policies are active by default.
Family policies must be accepted before using the Customer Portal.
Transactions policies are shown and must be accepted as needed based on the payment type.
If all Student Policies are made inactive, neither staff nor customers will be required to interact with them.
Accessing the Feature
- Log in to iClassPro.
- Open the User Panel at the top right and select Settings.
- From the left-hand menu, select Policies.
Only staff with Settings access can view, edit, or create policies.
Within the Policies area, there are four tabs:
- Family – lists and allows editing of family policies.
- Student – lists and allows creation/editing of student policies.
- Transactions – lists and allows editing of transactions policies.
- Settings – controls how policies are handled in the Customer Portal.
Settings tab options include:
- Prevent rejection of required student policies on Customer Portal – removes the option to reject a required policy.
- Prevent rejection of accepted student policies on Customer Portal – removes the option to reject a policy that was already accepted.
You can also use the Search tool to locate specific policies.
Step-by-Step Instructions
Default Student Photo Waiver Policy
- Each account starts with a Student Photo Waiver Policy.
- This policy controls permission for staff to take, upload, and view student photos.
- It cannot be deleted.
- If your organization requires explicit consent for using student photos, ensure this policy remains active.
For more information, see What is the Photo Waiver?
Viewing and Restoring Deleted Policies
- To view deleted policies, select Show Deleted Items.
- To restore a deleted policy, select Restore next to its name.
- To return to active policies, select Show Active Items.
Creating a New Student Policy
- From the Student Policies tab, select Add New Student Policy.
- Enter the following:
- Name – title of the agreement.
- Content – full agreement text.
- Adjust policy settings using checkboxes:
- Active – activates the policy for staff and system use.
- Visible to Customers – displays the policy during the Customer Portal registration process.
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Acceptance Required – requires families to accept before creating enrollments.
- Also enable “Show On Web” so parents can view and accept it.
NOTE: Each student policy must be accepted or rejected per student. If a family has three students and three policies, they must respond to nine total policies. If a policy applies to all students, consider making it a Family Policy instead.
When complete, select Create to save. The policy appears in the list with indicator for Active and Required status.
An audit log entry records when new policies are created.
Editing a Family or Student Policy
- Editing a policy expires the old version and requires customers to re-accept it.
- If the policy is required, students missing acceptance will be flagged in attendance and roll sheets.
- Families will be prompted to accept or reject the new version in the Customer Portal.
- All past versions and agreement statuses are stored under each family or student record.
To edit a policy:
- Select the pencil icon next to the policy name.
- Make changes and select Save or Save & Close.
- If no changes are detected, an error will display (“Policy details have not been changed.”).
Successful edits are logged in the Audit Log.
After saving, iClassPro prompts you to notify families of the new version.
Selecting Yes opens an Email Blast window with all active families pre-selected and loads the Policy Update template. This email can be customized under: SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>iCLASSPRO>“Policy Update.”
Editing Transactions Policies
The built-in Transactions Policies meet card brand compliance requirements and cannot be deactivated. If editing them, take care not to alter mandatory language.
Required disclosure elements include:
- Description of goods or services.
- Total purchase price.
- Cancellation and refund policies (including any deadlines).
- Surcharge details, where applicable.
- Merchant contact information (address, email, phone).
- Terms related to stored credentials and future transactions, such as:
- Last four digits of the stored payment account.
- Notification method for any agreement changes.
- Transaction amount or calculation method.
- Transaction currency.
- Usage and timing of stored credentials.
- Expiration date of the agreement.
- Trial or promotional period details.
Recurring Transactions must include:
- Clear cancellation procedures (including online methods if sign-up was online).
- Notification to customers at least seven days before:
- The end of a trial or promotional period.
- Any change to amount, date, or terms.
- For European customers, additional notices apply for any unscheduled or changed transactions.
Merchants must retain this information for the agreement’s duration and provide it upon request.
For reference, see official card network rules:
Troubleshooting & FAQs
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What happens when I edit a policy that customers already accepted?
- Editing creates a new version, expires the old one, and requires customers to re-accept it.
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My families see a required policy in the Customer Portal? Why?
- Ensure “Show On Web” is enabled; required policies must be visible for acceptance.
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Can I remove the Student Photo Waiver policy?
- No. It is permanent because it controls internal photo permissions within the system.
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Why did I receive the message “Policy details have not been changed”?
- The system detected no differences between the saved and previous versions to prevent unnecessary policy updates.