IN BRIEF
Family, student, and transactions policies define important rules families must review and accept during enrollment and payment processes. These policies control how families interact with the Customer Portal/Mobile App and determine whether staff can complete specific tasks on behalf of students.
Overview
Policies allow businesses to present and collect acceptance for rules, waivers, billing authorization agreements, photo usage permissions, and other requirements. These agreements can apply to families or individual students and may be required or optional depending on business needs.
Policies influence both Customer Portal/Mobile App behavior and staff workflow in the Office Portal. Some policies impact specific features such as attendance, enrollment creation, and the ability to upload or display student photos.
Accessing the Feature
- From the main navigation menu, go to SETTINGS>POLICIES.
- Review family, student, and transaction policy options.
Step-by-Step Instructions
Understanding Policies
Policies allow businesses to collect signed agreements from families and students. These policies can cover:
- Rules
- Terms and Conditions
- Waivers
- Billing Authorization
- Photo permissions
- Participation requirements
- Code of conduct
- Additional business-specific documents
Key Features
Depending on the type, policies can be configured with the following characteristics:
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Internal-only or public-facing policies
- Policies can be created strictly for internal tracking.
- Policies intended for customers can be linked to online registration so families must accept or reject them.
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Family policy requirements
- Family policies must be accepted before families can perform any action in the Customer Portal/Mobile App, including:
- Creating enrollments
- Editing enrollments
- Making payments
- Family policies must be accepted before families can perform any action in the Customer Portal/Mobile App, including:
-
Student policy requirements
- Student policies can be optional or required.
- When required:
- Families must accept the policy before creating student enrollments online.
- The System will alert staff about missing required agreements during attendance or enrollment processes.
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Appointment policy visibility
- The Appointment policy displays only when:
- Active appointments with openings exist, and
-
Show Appointments and allow visitors to register for them is enabled under
SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>GENERAL SETTINGS.
- The Appointment policy displays only when:
-
Policy status controls
- Student policies can be marked inactive to temporarily remove enforcement while revising the content.
- Only active policies are enforced by the System.
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Reviewing and recording policy acceptance
- Staff can review agreement status under a family or student’s Policies tab.
- Staff with permission can mark policies as manually accepted if a written agreement is on file.
- If the policy is visible online, the Customer Portal/Mobile App will still prompt for electronic acceptance at next login.
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Monitoring rejections
- Required policies must be accepted before enrollments can be created.
- Families can legally reject policies at any time.
- Businesses should monitor Online Activity for families with active enrollments who reject policies.
- A full agreement history is available under each family or student record.
Default Family Policies
Each iClassPro account includes four example family policies:
- Appointments
- Displays only when appointment registration is active and the Customer Portal setting above is enabled.
- Billing Authorization
- Rules, Terms and Conditions
- Waiver
NOTE: The included example policies should be replaced with your own business policies and procedures after seeking any appropriate legal advice, and before asking customers to agree to those policies as a part of registration.
Special Photo Waiver Functionality
iClassPro includes a built-in student photo waiver policy. This policy:
- Controls staff ability to take, upload, or view student photos.
- Cannot be removed.
- Must be enabled by businesses that require customer consent before using student images.
When the policy is set to Active:
- All student photos are hidden by default.
- Staff cannot take new student photos or upload existing ones until the policy is accepted.
- Once the policy is accepted, photos display normally and staff may capture/upload images.
- If a customer rejects the policy:
- No photos can be taken, uploaded, or viewed for that student.
When the policy is inactive (default):
- Photo functionality is not restricted.
See What is the Photo Waiver? for full details.
Transactions Policies
Transactions policies display during payment submission in the Customer Portal/Mobile App:
-
One-Time Payment
- Displayed when a customer submits a non-recurring payment.
-
Recurring Payment Opt-In
- Displayed when a customer submits recurring payment information and
Opt-In to Recurring Billing is enabled.
- Displayed when a customer submits recurring payment information and
-
Returns, Refunds, and Cancellation Policy
- Displayed whenever payment information is submitted.
Troubleshooting & FAQs
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Why can families not enroll students online?
- One or more required family or student policies may be unsigned. Staff should review the Policies tab on the family or student record to verify acceptance.
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Why did a family’s student photo disappear?
- The Special Photo Waiver policy may be active and awaiting acceptance, or the family may have rejected the policy. Photos will remain hidden until acceptance.
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Why is the Appointment policy appearing unexpectedly?
- Confirm that appointment openings exist and verify whether Show Appointments and allow visitors to register for them is enabled under Customer Portal settings.
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How can staff record offline policy acceptance?
- Staff with the correct permissions can mark a policy as manually accepted within the Policies tab of the family or student record.