How Do I Create a Class Enrollment in the Customer Portal? – iClassPro Support

IN BRIEF
This article explains how customers create a new ACTIVE class enrollment through the Customer Portal. Families can enroll by using either the Find the Right Class wizard or the Booking wizard, then follow prompts to select a class, choose students, and complete checkout. System settings—such as filters, policies, financial options, and reservation timers—affect what customers see during the process.

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

Overview

Families can create new ACTIVE class enrollments directly from the Customer Portal. Depending on your Customer Portal configuration, they may be guided through a class-selection wizard or browse classes manually. Filters, student eligibility, Session/Rolling Session settings, and other Customer Portal options all influence which classes are displayed.

These instructions apply only to new ACTIVE enrollments. To request TRIAL or MAKEUP enrollments, families must follow separate workflows.

Accessing the Feature

Families can begin the enrollment process in two ways:

Using the "Booking" link

Takes the user to the Booking page, which prompts the family to select which type of Booking/Enrollment to create
Next, families are prompted to choose one or more students to enroll.
Displays a preliminary list of classes for which the student(s) qualify.

Using the "Find the Right Class" link

Launches a wizard walking families through:
- Student age
- Student gender
Displays a preliminary list of classes for which the student qualifies

After reaching the Classes screen, the enrollment process is identical regardless of the starting path.

Further filtering is allowed using available class filters configured under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS FILTERS.

Back to top

Filtering Notes

All filters are multi-select.
Customers must select Apply Filters to save selections and reload class results.
Editing existing filters shows an additional Remove Filters option.
Selecting only Male or Female limits results to gender-specific classes; selecting Co-Ed as well is required to view all available classes for eligible students.

Step-by-Step Instructions

Browse and Select a Class

On the Classes screen, choose a class that displays openings.
If a class is filtered by Session/Rolling Session, it will not appear unless at least one remaining meeting date exists within the selected Session, even if openings remain.

Class Icon Display Rules

Icons can be customized:
- Per Level: SETTINGS>SETUP>GENERAL SETTINGS>LEVELS
- Per Program: SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS>BRANDING
If a Level image exists, the System displays it; if not, it displays the Program image instead.

Select Student(s)

Choose the student(s) to enroll.
If only one student exists on the account, the student will automatically be selected.
If the student does not yet exist, families can select Add New Student.
If the customer is not logged in, they are prompted to log in.

Accept Required Policies

After logging in, customers must read and agree to any Family Policies or Student Policies configured to display on the Web.
After accepting required policies, they return automatically to the enrollment screen.

Review Class Details

The System displays the Class Details page.
Select ENROLL NOW! to begin the enrollment.
- If configured, options to request a Trial or non-token Makeup may also appear.

Enter Enrollment Details

Enter any enrollment-specific information.
Select ADD TO CART.

NOTE: Once an enrollment has been added to the Shopping Cart, it cannot be edited directly. If you need to make any changes to the enrollment setup, you will need to REMOVE the enrollment from the cart and recreate it with the correct details.

Cart Reservation Rules

Once an enrollment is added to the Cart, it is reserved according to
SETTINGS>CUSTOMER PORTAL>SETTINGS>"General" section>Cart Reservation Timeout (minutes).
- For details, see your Checkout Reservation Timer configuration.

Classes With Future Openings

If your organization enables the setting Allow Visitors To Choose A Start Date For Non-Session Classes (Only Affects New Enrollments) under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION, then:

Non-session classes that have openings within the allowed window (defined by “Limit start date to at most X days from today”) will display text showing the next available opening date.
When the class is selected, this date is also displayed on the enrollment form.
If the customer selects the next available date—or a later date—the enrollment becomes ACTIVE and the alert disappears.

Proceed to Checkout

On the Checkout page, customers can:

Select ADD MORE ENROLLMENTS to continue enrolling additional students/classes
Select PAY NOW to complete the enrollment and submit payment

Payment Options

After selecting PAY NOW, customers may see the following payment paths depending on settings:

Using Account Credits

If Allow Visitors the Ability to Use Available Account Credits is enabled under
SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>FINANCIAL, customers can apply existing account credit.

Using Payment Method on File

Customers can select Use Payment Method on File to pay with their autopay method.
Deselecting this option allows entry of a new payment method.

Updating or Saving a Payment Method

Selecting Store/Update Payment Method on File:
- Replaces the existing payment method, or
- Saves a new payment method as the default

Recurring Billing Requirements

The System auto-checks Store/Update Payment Method on File and Opt-In to Recurring Billing based on the setting: Require saved payment method for recurring billing
If this setting is enabled, customers cannot uncheck Store payment method on file?
If disabled, both options appear but are not automatically checked.

Recurring Billing Opt-In

If customers select Opt-In to Recurring Billing, the Recurring Payment Opt In policy displays and must be accepted.
After acceptance:
- A success message appears
- The family receives the “Opt-In Confirmation for Recurring Payment” email
- This template is editable under: SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>CUSTOMER PORTAL>"Opt-In Confirmation for Recurring Payment"

Submit Payment

Select PAY NOW to complete payment and finalize the enrollment.

Enrollment Order & Discounts

Whenever possible, it is recommended to add all student enrollments to the shopping cart prior to checkout. This is so the system can properly order the students and apply an eligible discounts.

When students are enrolled in the same class in two separate Customer Portal transactions:

The first student to enroll will be charged according to any existing discount criteria (e.g., additional class enrollments linked to the same discount table, additional siblings). If there are no additional discounts for which the student is eligible, they will be charged the Student 1 price as there are no additional enrollments to consider.
The second student to enroll will also be charged according to any existing discount criteria (e.g., additional class enrollments linked to the same discount table, additional siblings). This would include the first student's enrollment. Based on these criteria, the second student could also be ranked as Student 1 after the fact (e.g., they pay the highest tuition or have the most expensive class), and therefore would be charged the Student 1 price.
- This is intended behavior, as the second student's enrollment did not exist when the first student was charged.

For more information about how the system orders students for discounts, see the "Ordering Students/Enrollments" section of How Do I Set Up a Discount Schedule?

Troubleshooting & FAQs

Why do no classes appear after selecting filters?
- Filters are multi-select and require selecting Apply Filters. If filtering by Session/Rolling Session, classes will not display unless meeting dates remain in the selected session.
Why is a gender-specific class not showing?
- Selecting only "Male" or "Female" from the Gender filters will limit classes to those specifically limited to male or female students (respectively). Customers will also need to select "Co-Ed" if they wish to see all classes for which a student may be eligible.
Why can't the customer uncheck “Store payment method on file?”
- The setting Require save payment method for recurring billing forces the option to remain checked.
Why does a class show openings but still display “next opening date” text?
- The System shows future opening dates when the Customer Portal setting for visitor-selected start dates is enabled and the next allowable opening is within the defined range.