IN BRIEF
This article explains how families can create new enrollments for camps or events through the Customer Portal, complete the checkout process, and modify existing enrollments when enabled. It also outlines how pricing is calculated when changes are made to an existing enrollment. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Creating an Enrollment
    • Viewing Camp Occupancy
  • Checking Out
  • Modifying an Existing Enrollment
    • Charging for modified enrollments
• Troubleshooting & FAQs
• Related Articles

Overview

Camps and events can be booked directly from the Customer Portal. When a family initiates a camp/event enrollment, the System guides them through selecting the camp, choosing students, answering User Defined Questions (if applicable), and completing payment.

If the camp and portal settings allow modifications, families can also update an existing enrollment to add additional camp blocks. Pricing adjustments for modifications follow the camp’s pricing schedule and calculate the difference owed.

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Accessing the Feature

Families begin the enrollment process from the main Customer Portal dashboard.

• Select Booking to view available camp/event options.
• If a family is not logged in, the System prompts for login.
• After login, families must agree to any required Family Policies or Student Policies configured to show online.
• Once policies are accepted, families return to the enrollment screen.

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Step-by-Step Instructions

Creating an Enrollment

1. Select Booking from the Customer Portal dashboard.
2. Choose the type of booking or enrollment to create.
   • Each camp type displays a separate icon.
   • Camp type images are managed under SETTINGS>SETUP>CAMP SETTINGS>CAMP TYPES.
3. Log in if prompted.
4. Agree to any required Family or Student policies.
5. Select a camp from the available list.
   • When using filters:
     • Select Apply Filters to save selections.
     • Select Remove Filters to clear all previously chosen filters.
6. Select the students to enroll.
   • An Add New Student option is available if needed.
7. Select Continue.
8. Review the Camp Details page.
9. Select Enroll Now!
10. Answer any User Defined Questions.
11. If the camp allows parents to choose individual days or blocks, select the desired blocks.
    • Block availability may be affected by the Restrict enrollment start date based on camp start time setting under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION.
12. Select Add to Cart.
13. On the Checkout screen:
    • Select Add More Enrollments to add additional items, or
    • Select Pay Now to complete the enrollment and payment.

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.

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Viewing Camp Occupancy

If "Allow Parents to Choose Camp Blocks" is enabled for the camp

The full camp results screen will only reflect “FULL/OPEN” for each camp, since the occupancy could differ for each individual camp block. When the parent proceeds to the block-selection step, then the system will display the actual occupancy count for each individual block.

If "Allow Parents to Choose Camp Blocks" is NOT enabled for the camp

The full camp results screen will display the actual occupancy count for each individual block, since the occupancy should be the same for each camp block.

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Checking Out

After selecting Pay Now, the payment screen displays one or more available payment methods:

• Families can apply existing account credit when Allow Visitors the Ability to Use Available Account Credits is enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>FINANCIAL.
• Families may choose Use Payment Method on File to use their existing autopay method.
• Unchecking Use Payment Method on File allows entry of a new payment method.
  • Selecting Store/Update Payment Method on File replaces or adds the family’s stored payment method.
• The options Store payment method on file? and Opt-In to Recurring Billing are auto-checked based on the Require save payment method for recurring billing setting.
  • If the setting is enabled, families cannot uncheck Store payment method on file?, though Opt-In to Recurring Billing may be disabled.
  • If Opt-In to Recurring Billing is selected, the Recurring Payment Opt-In policy is displayed and must be accepted.
    • Acceptance triggers a success message and sends the Opt-In Confirmation for Recurring Payment email.
    • This template is located under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>CUSTOMER PORTAL.
• Select Pay Now to complete checkout.

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Modifying an Existing Enrollment

Customers will be able to modify existing camp enrollments to select additional camp blocks if the following criteria are true:

• The option to Allow Parents to Choose Blocks is enabled on the camp's Customer Portal tab.
• The option to Allow Visitors to Modify Camp Schedule is enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION.
• The Allowed Registration Dates of the camp have not yet expired.

NOTE: If a visitor attempts to book a camp for a student who already has an enrollment, an error message will be displayed, asking if they would like to modify the enrollment instead.

• Clicking "Yes, please!" will launch the “Modify Enrollment” screen for that student's camp enrollment.
• Clicking "No, thanks" will return the user to the camp list so they can select a different camp or choose to enroll a different student.

To directly modify an existing camp enrollment:

1. After logging into the Customer Portal, navigate to the MY ACCOUNT area.
2. Click the Enrollments icon on the student for whom you wish to modify a camp enrollment.
   
3. Click the Modify Schedule link next to the camp enrollment you wish to modify.
   
4. Make any adjustments to the existing camp enrollment.  Blocks that have already been selected for the enrollment will be checked and highlighted in blue. Check the box next to any blocks you wish to add.
   
   • NOTE: the blocks available to be selected may be affected by the setting to "Restrict enrollment start date based on camp start time" under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION.
5. After selecting any additional blocks, click ADD TO CART.
6. The customer will be taken to the Shopping Cart.  Depending on the camp pricing schedule and how you have configured your Customer Portal to handle modified enrollments, the customer may or may not be required to make a payment for the additional blocks. 
   • See the "Amount Due at Signup" section of our "How Do I Create/Edit a Camp" document for more information.
7. Regardless of the total amount due, the customer will need to click COMPLETE TRANSACTION button to submit the enrollment modifications and/or make a payment.
   
8. If the transaction is successful, the customer will see a confirmation message.
9. From this screen, they can either PRINT A RECEIPT, or click VIEW MY ACCOUNT at the bottom of the screen to return to the MY ACCOUNT screen.

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Charging for modified enrollments

If a camp enrollment is modified, the system will calculate the TOTAL AMOUNT the family should be charged for all enrollment blocks in the camp, subtract the total amount the family has already been charged, then charge the difference.  For example, a camp uses the following pricing schedule:

• Students A & B register for a camp for one block each. Student A is considered Student 1 and is charged $100. Student B is considered Student 2 and is charged $10.
  • This is a total of $110 charged.
• Later, Student B modifies their enrollment to add an extra block, making 2 total. As they are the only student modifying their enrollment, they are now considered Student 1.
  • The total amount Student B should be charged for two blocks is $500.
• At this point, the system will calculate the TOTAL AMOUNT the family should be charged for all blocks in which students have been enrolled.
  • Student 1 should be charged a total of $500.
  • Student 2 should be charged a total of $10.
  • This is a total of $510.
• As the family has already been charged $110 for the camp, the system will apply this toward the total amount due, leaving a balance of $400 ($510-$110 = $400).

NOTE: If a family modifies a camp enrollment to remove camp blocks for which they were already charged, iClassPro does not automatically adjust the original charge to issue credit or a refund.  For any camp enrollment modifications that would result in a negative charge, the system will instead create a $0.00 charge for the modification, and a staff member will need to either modify the original charge or issue a refund to the family.

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Troubleshooting & FAQs

• Why can families not modify a camp enrollment?
  • Confirm that the camp's Allow Parents to Choose Blocks and Customer Portal setting to Allow Visitors to Modify Camp Schedule are enabled, and that registration dates are still valid.
• Why are some blocks unavailable when modifying an enrollment?
  • Availability may be influenced by Restrict enrollment start date based on camp start time under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION.
• Why is a family charged more or less than expected when modifying an enrollment?
  • The System recalculates charges based on total enrolled blocks and applies the difference after subtracting previously paid amounts.
• Why does removing blocks not issue a refund automatically?
  • The System never automatically reduces or refunds original camp charges. Staff must process adjustments manually.

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Related Articles

• How Do I Create/Edit a Camp?
• How Do I Configure Camp Registration Settings? (Other Settings)
• How Do I Create/Edit a Camp Pricing Schedule?
• How Do I Create a New Camp? (Camp Setup)

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