Customer Portal - Other Settings

General Settings

The first section listed in this area will be General Settings, which will include options which control some of the most basic functions of the Customer Portal.

  • Enable Mobile app – allows your business to turn off access via the Mobile App at any time.
  • Allow Visitors to Create New Accounts Online – will enable/disable the option to create a new account (family) from the Customer Portal.
  •  Show Classes and Allow Visitors to Register for Them – will allow the Customer Portal to display all classes which are set to show online. The system will still only allow registration if that option is enabled on the class itself.
  • Show Camps and Allow Visitors to Register for Them – will allow the Customer Portal to display all camp types with an active camp associated to them which is set to show online and is within its designated registration dates.
  • Show Parties and Allow Visitors to Register for Them – if your business subscribes to the iPartyPro add-on, this setting turns on/off the option to “Book a Party” in the Customer Portal navigation.
  • Show Student Punch Card Passes – if your business is using the “Punch Passes” feature, enabling this option will allow parents to view data regarding their punch passes via the Customer Portal.
  • Show Class/Camp/Party List if Not Logged In – This setting enables/disables potential customers which do not have accounts on file with your gym from seeing your class/camp/party offerings. If disabled, only customers which login can see the offerings. Note: This does not override the options above it for showing camps/parties online.
  • Show FULL or OPEN Instead of Number of Openings – when enabled, the Customer Portal will only display the text “Full” or “Open” next to classes to indicate occupancy status. When disabled, the actual number of available class openings is displayed.
  • Show Class/Camp Levels – controls whether the associated level is shown under the “Details” area for the Class.
  • Show Class/Camp Instructors – controls whether the associated instructor(s) are shown under the “Details” area for the class or camp.
  • Show Tuition Amounts – for classes, this will show the amount of the default tuition that is associated with the class.
  • Allow Drop Request – allows customers who are already enrolled in classes to submit a request for approval to drop their current enrollments.
  • Allow Transfer Request – allows customers who are already enrolled in classes to submit a request for approval to transfer from their current enrollment to another enrollment.
  • Show Full Class Descriptions if Not Logged In – enables/disables the option for customers who are not signed in to view the “Details” area on a class.
  • Show Skill Evaluations in Customer Portal – enables/disables the navigation link to the “Evaluations” section in the “My Accounts” section after logging in, which displays skill trees and evaluations.
  • Show Student Images in Customer Portal – enables/disables the use of the student image stored on the student profile.
  • Show Only Evaluated Skills in Customer Portal – allows your business to show either all the skills or only the evaluated skills for the portions of the skill tree(s) which relate to a student’s enrollment in the Customer Portal.
  • Auto-Expand Family Policies in Customer Portal – enabling this option will show the full text of family policies in Customer Portal without requiring customers to expand them.
  • Auto-Expand Student Policies in Customer Portal – enabling this option will show the full text of student policies in Customer Portal without requiring customers to expand them.
  • Hide Student Medical Information - allows your business to either show or hide the Physician/Hospital/Insurance fields when creating or editing students in the Customer Portal.  The Allergies/Special Medical Concerns field is still displayed.
  • Show Attendance in Customer Portal – enables/disables the navigation link to the “Attendance” section in the “My Accounts” section after logging in, which displays current and past attendance history.
  • Allow Future Absence Requests – must be enabled for future absences to show in the Customer Portal, including the option to request a future absence via the Customer Portal. If this option is enabled, the following options will appear to configure this feature:
    • Enable Deny Option for Future Absence Requests in Online Activity Window - if left disabled, future absence requests will only show the option to "Approve" when viewing Online Activity.
    • Auto-Approve Future Absence Requests – If enabled, all future absences created through the Customer Portal will be automatically approved. Auto-approved requests will be marked Unexcused by default unless the following option is enabled.
    • Excuse Auto-Approved Future Absence Requests - If enabled, all future absences created through the Customer Portal that are automatically approved will be marked as Excused.
    • Limit Excused Absences To At Least X Days/Hours/Minutes From Today – families will only be able to submit a future absence request prior to the number of days/hours/minutes specified here. For example, if you enter “2 hours”, they will not be able to request an absence any closer than two hours prior to class time.
    • Limit Absence Start Date to At Most X Days From Today – families will only be able to submit a future absence request for the number of days specified here. For example, if you enter “14”, they will not be able to request an absence for any further than 2 weeks from the current date.
  • Default Session to Show on the Class List – allows the Classes section of the Customer Portal to be automatically filtered to display classes associated with a specific session or rolling session when opened.
  • Sort Classes/Camps – choose how to sort the classes/camps displayed in the Customer Portal
    • By Date/Time – classes/camps are listed chronologically based on the day of the week/time they occur. (The list is arranged Sunday-Saturday.)
    • Name - classes/camps are listed alphabetically based on the Class Name.
  • Default Location – allows accounts with multiple location subscriptions to choose which location will be shown automatically when the Customer Portal is opened.
  • Priority Registration – controls settings based on using family/student keywords to control class registration using either “Global Priority Registration Mode” or “Priority Registration Dates.”
    • Global Priority Registration Mode - when enabled, this option limits registration for ALL classes and/or camps to only families or students with a particular keyword assigned. When disabled, the system will only limit registration access based on specific class “Priority Registration Dates.”
      (See the "Priority Registration Mode" section of our "Customer Portal Registration Modes" article for detailed information about this option.)
    • Priority Class Registration Keyword - when enabled, this option allows only families/students with a particular keyword assigned to access online registration for classes.
    • Priority Camp Registration Keyword - when enabled, this option allows only families/students with a particular keyword assigned to access online registration for camps.

After making any changes to these settings, click “Save Settings”.

Website Integration

After completing your Customer Portal setup, use the code displayed in this section to link your Customer Portal to your website.

Note: The code will need to be added to a text field on your website using the Source, HTML or "< >" button before pasting in the information. If this code is pasted in without clicking a button to edit the source code, it will appear on your website as text instead of creating the buttons. If you are not familiar with editing your website, send the code to your web developer.

Marketing and Branding

While visual branding of your Customer Portal is done under SETTINGS>CUSTOMER PORTAL>SETTINGS, this area of your Customer Portal settings focuses more on your marketing needs.

Show Mobile App Download Links

Enables/disables links to the Customer Portal Mobile App from showing on the Customer Portal. These links will be displayed in the Menu drop-down.

Kiosk Logo
The kiosk logo is a smaller image that is currently used on the Check-In Kiosk. We recommend using a 600px by 600px image (square) for the best display (the image will automatically be resized as needed).

Google Analytics
A Google Analytics or Universal Analytics key from Google can be entered here to help track traffic from your website to the Customer Portal inside of your Google Analytics account’s reports. For more information about how this works, click here.

Google Tag Manager
A Google Tag Manager ID can be entered here if desired. Please note that if you use Google Tag Manager for services other than Google, Facebook or Hotjar, you will need to submit a support ticket to have the associated domain enabled in our database.

For more information about Google Tag Manager, visit https://support.google.com/tagmanager

After making any changes to these settings, click “Save Settings”.

Class Registration

This section of settings focuses on class-specific registration settings. Changes in this area will impact all of the classes which are shown online and allow registration. Some options will not appear unless certain other options are selected, as the options are linked.

For a quick guide regarding the essential settings for Request Mode versus Auto-Approve mode, visit our article Customer Portal Registration Modes.

  • Count Class Requests Against Openings – this setting will count any requests which are submitted for Active enrollments against the number of openings in the class to preserve the “first come, first serve” method of registration. Once the requests are processed (approved or denied) from online activity, any remaining spots will open back up for new registrations/requests. If your business uses the auto-approve mode for registration, requests would commonly be from either those customers that do not meet the established class requirements or those customers that are requesting special enrollment types such as trials and makeups.
  • Force Start Date to Next Available Class Date - Forces the enrollment start date to be the next day the class will meet.  If left disabled, the enrollment start date will be the session start date (if sessions are used and the session has not yet started), or the current date (if session has already begun or the class is a non-session class.)
  • Allow Visitors to Choose a Start Date for Non-Session Classes – selecting this option allows customers to choose a start date for their enrollments in classes which do not have sessions or rolling sessions attached.
    • Limit Start Date to at Least X Days from Today – in coordination with the above option being selected, this setting limits the start date to at least this number of days in the future from the date of registration. (For example, if set to "2", customers cannot register for a class less than two days in advance.)
    • Limit Start Date to at Most X Days from Today – in coordination with the above option being selected, this setting limits the start date to at most this number of days in the future from the date of registration. (For example, if set to "5", customers cannot register for a class more than five days in advance.)
  • Allow Visitors to Request a Class That is Full – this option enables the Customer Portal to accept Wait List requests if the class is full. The request must be approved by a staff member through Online Activity.

    If this option is disabled, students will not be able to enroll in a class that is full and will be shown an option to CONTACT US instead (similar to classes where the "Enable Web Registration" option is not enabled).
    • Allow Visitors to Request a Waitlist Enrollment (When Not Full) - this option only shows if the previous option is enabled, and determines whether or not students will be able to request a Wait List enrollment if the class still has openings. The request must be approved by a staff member through Online Activity.
  • (*) Allow Visitors to Request a Makeup Enrollment – this option enables the Customer Portal to accept Makeup enrollment requests in classes which have an opening available. The request must be approved by a staff member through Online Activity. (NOTE: This option only appears if Makeup Tokens are disabled on the account.)
  • Allow Visitors to Request a Trial Enrollment – this option enables the Customer Portal to accept Trial enrollment requests in classes which have an opening available. The request must be approved by a staff member through Online Activity.
  • Allow Visitors to Request a Class for a Student that Does Not Meet Class Requirements – this will permit students which do not meet the established class requirements of age, gender and/or grade (if "Grade" is chosen on the class) to submit a request to enroll. The request must be approved by a staff member through Online Activity.
  • Allow Visitors to Request a Drop Date on New Enrollments – allows students to enter a drop date for their new class enrollment (common for businesses that allow short-term enrollments in ongoing/recurring classes).
  • Allow Visitors to Override Default Billing Schedule – enables customers to choose one out of multiple billing schedule/tuition pairs set up on a class. This setup can be used to allow customers to choose billing plans or frequencies as described in our article about the Class Billing Tab.
  • Auto-approve Requests – enables the Customer Portal to automatically enroll students in a class where there are openings and the students meet the established class requirements of age, gender and/or grade (if "Grade" is chosen on the class). This must be enabled to allow the Customer Portal to charge for enrollments, assess anniversary fees and to collect payment.
    • Send Email Notification upon Auto-Enrollment to Email Address of Class Location – when enabled, sends an email notification to the email on file under SETTINGS>LOCATIONS when a customer completes checkout for an enrollment.
    • Auto-charge First Tuition – when this option is selected, the Customer Portal will create new charges for students that are automatically enrolled in a class. Additional fields related to charges and payments will appear once this option is selected. This option must be turned on to also bill for anniversary fees and to collect payment. Note: All enrollments which go through as requests will have to be billed manually by the staff member which approves the enrollment.
      • Anniversary Fee – when enabled, this option will bill an additional flat fee to customers either per student or per family if their ledger does not contain an Anniversary line item charge within the number of months specified under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES. Selecting this option will reveal two additional fields: the option to charge Anniversary Fees for free classes, and a field to assign the Anniversary Fee Charge Category which will be used to create this fee on the customer’s ledger. For more information about how this fee works, visit our Anniversary Charges article.
        • Charge Anniversary Fee for Free Classes - Appears when "Anniversary Fee" is enabled. When checked, this option will bill a flat fee to customers either per student or per family if their ledger does not contain an Anniversary line item charge within the number of months specified under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES, even if the class has a $0 tuition fee attached to it. This setting applies to auto-approved ACTIVE type enrollments only.
    • Require Payments for Enrollments – this option will enable/disable the requirement for customers to pay the balance of their cart at the time of checkout. If the customer does not successfully submit payment, they will not be enrolled. *Requires the use of a gateway to collect online payments.
  • Auto Created Charges, Set the Due Dates to X Days in the Future – Only appears when “Auto-Charge First Tuition” is enabled. This box will allow you to enter the number of days between the charge being incurred at checkout and the date that it’s due. This feature is primarily used by customers that do not require immediate payment of tuition.
  • Auto-charge Charge Category – Only appears when “Auto-Charge First Tuition” is enabled. Select the charge category you would like associated with new fees incurred for class registration online. This can be regularly updated to match the billing period you are accepting registration for.
  • Anniversary Fee Charge Category - Only appears when “Anniversary Fee” is enabled. Select a charge category to label the anniversary fee charge with. (NOTE: The Anniversary Fee Program will be determined by your Anniversary Charges setup under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES and the tax rate associated with that Program. Any Tax Rate associated with that Program will be used automatically.)

After making any changes to these settings, click “Save Settings”.

Class Filters

The options available in this section of the Customer Portal settings will allow you to edit which search filters are made available for the class list under Classes in the Customer Portal.

Select (in blue) the options that you would like customers to be able to search by:

  • Show Age Filter
  • Show Gender Filter
  • Show Program Filter
  • Show Session Filter
  • Show Day Filter
  • Show Level Filter
  • Show Instructor Filter
  • Show Openings Filter
  • Show Search Filter

After making any changes to these settings, click “Save Settings”.

Camp Registration

This section of settings focuses on camp specific registration settings. Changes in this area will impact all of the camps which are shown online and allow registration. Other specific settings for billing and signup methods can be found by editing the camp itself.

  • Count Camp Requests Against Openings – this setting will count any requests which are submitted for Active enrollments against the number of openings in the camp to preserve the “first come, first serve” method of registration. Once the requests are processed (approved or denied) from online activity, any remaining spots will open back up for new registrations/requests. If your business uses the auto-approve mode for registration, requests would be from customers that do not meet the established camp requirements.
  • Allow Visitors to Request a Camp That is Full – this option enables the Customer Portal to accept Wait List requests. The request must be approved by a staff member through Online Activity.
  • Allow Visitors to Request a Camp for a Student that Does Not Meet Class Requirements – this will permit students which do not meet the Age, Gender or Grade requirements of a camp to submit a request to enroll anyway, which must be approved through Online Activity.
  • Require Payment When Modifying Camp Enrollment Schedules – when enabled, this option forces customers to pay up front for added blocks/additional charges when they change their camp schedule. (This option requires that “Allow Visitors to Modify Camp Schedule” is enabled.)
    • When Charging for Modified Schedules – Used when the above option is selected. Choosing “Charge the Difference” will bill an amount based on the difference in pricing between the billable amount for the previous number of camp blocks and the current number of camp blocks the student is enrolled for (based on the pricing schedule). Choosing “Charge the Remainder Owed” will bill an amount based on the difference between the amount already billed to the customer (regardless of the number of previously enrolled blocks) and the new price for the number of blocks selected in the pricing schedule.
  • Charge Nothing if Deposit Due Only is Set on the Camp When Modifying the Schedule – this should be checked if you do not want the customer to have to pay the full camp price after initial signup when adjusting their schedule; specifically, if a deposit is all that the Customer Portal is set to bill for a new enrollment in that camp.
  • Anniversary Fee - when enabled, this option will bill an additional flat fee to customers either per student or per family if their ledger does not contain an Anniversary line item charge within the number of months specified under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES. This option will utilize the same Charge Category defined under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION along with the associated Anniversary Charges Program. For more information about how this fee works, visit our Anniversary Charges article.
  • Allow Visitors to Modify Camp Schedule – when enabled, this option allows customers to go back into existing enrollments where they were able to choose the dates to enroll and modify those dates (as long as they have not already passed). For billing, this option uses the “Require Payment when Modifying Camp” setting and the subsequent method chosen under “When Charging for Modified Schedules” to determine what the charges should be.
  • Auto-Approve Charge Category – Select the charge category you would like associated with new fees incurred for camp registration online.
  • Set Due Date For Auto-Created Charges To Start Date of Camp - when enabled, this sets the due date for all camp tuition charges created to be the start date of camp.
    • Auto-Created Charges Set the Due Date to "X" Days in the Future" - If the "Set Due Date For Auto-Created Charges To Start Date of Camp" option is left disabled, this box will allow you to enter the number of days between the charge being incurred at checkout and the date that it’s due. This feature is primarily used by customers that do not require immediate payment of tuition.
  • Send Email Notification Upon Auto-enrollment to Email Address of Camp Location - when enabled, sends an email notification to the email on file under SETTINGS>LOCATIONS when a customer completes checkout for an enrollment.

After making any changes to these settings, click “Save Settings”.

Financial

This section of the Customer Portal settings focuses on the financial perspective of registration.

  • Require Saved Payment Method Authorized for Recurring Billing – enables/disables the requirement for a customer to save a card on file when the customer checks out for an enrollment through the Customer Portal’s shopping cart feature.
    • Require Recurring Billing for Trial Enrollments – enables/disables the requirement for customers submitting requests for trial enrollments to have to store payment information on file to do so.
  • Show Full Ledger History, Not Just the Last 30 Day History – when selected, this will allow the customer to see their full list of payments, refunds and charges on their account. When not selected, the customer will only be able to see a list of payments, refunds and charges from the last 30 days of the account.
  • Allow Visitors to Generate a Statement – when enabled, customers can create statements at any point in time from the Customer Portal’s Payments section after logging in. The statements will include the business’ name and address, customer’s name and address, any outstanding charges at that point in time, their students’ schedule(s) and the last date of payment on their account.
  • Show the Account Credit in the Ledger – will show the customer whether or not they have unapplied payments or credits in the ledger on their account. When using the web-based Customer Portal, customers cannot apply this credit themselves, but can reach out to the business to be enrolled, billed and have the credit applied, after which they can provide payment for any remaining balance online.
  • Allow Visitors the Ability to Use Available Account Credits – Enabling this setting will allow parents to apply available credit from their ledgers to existing charges with outstanding balances prior to making a payment. This is available by navigating to the Account area of the mobile app and scrolling down past "Add Student".
  • Allow Partial Payments – when selected, this will allow customers to pay a partial amount toward a charge with a future due date, rather than requiring the whole amount for the charge at once. NOTE: Charges which are past their due date will still not allow partial payments.
    • Minimum Partial Payment Amount – when the “Allow Partial Payments” option is enabled, the number placed in this box will determine the smallest payment amount that will be allowed to be processed toward a larger bill. Often, this amount will be $5 or $10 to help ensure that the payment amount will be for a large enough sum to justify any gateway/processing fees incurred by the business.
  • Allow Promo Codes – when enabled, this setting will present customers with the option to apply promo codes to the items in their cart. Customers must be given the available promo codes prior to checkout – as they will not be displayed. Visit our article for more information about promotion codes.
  • Require Past Due Charges to be Paid in Full First – when a customer has several outstanding charges on their account and they go online to make a payment, enabling this setting will force the customer to pay past due charges in full, prior to letting them pay on a newer charge which has not reached its due date. NOTE: This does not restrict the customer from being able to create new enrollments and incur new charges.
  • Hide Totals Bar on Shopping Cart When Every Item is $0.00 – this setting will allow you to enable or disable the Totals Bar from showing when the Shopping Cart is full of items equal to $0.00 (such as enrollment requests, makeups or trials).

    If there are any auto-approved enrollments in the cart, the Totals Bar will still show and reflect the correct amount for that enrollment. Furthermore, if discounts or promo codes are applied that result in a $0.00 charge, the Totals Bar will still show in order to reflect these discounts.

    (Please note that if the Shopping Cart contains only items totaling $0.00 and you have enabled the option to hide the Totals Bar, the Custom Message will still appear.)
  • Custom Message on Cart – this setting allows you to display a custom message in the Customer Portal Shopping Cart. This message will appear just below the Totals Bar during the checkout process.

    (This area is plain-text only and will not support HTML code. The message will be rendered in red text to differentiate it from the other text on the page.)

After making any changes to these settings, click “Save Settings”.

Gift Certificates

For instructions on setting up and using Gift Certificates, see our Gift Certificates – Setup document.

Other Settings which Impact the Customer Portal

Location Details
Under SETTINGS>LOCATIONS, the details added to your location information can impact the functionality of the Customer Portal. The address, phone number and web address linked to your Customer Portal will come from the location settings. Additionally, any overrides located under the location details for the Customer Portal header or color scheme will impact the way the branding for the location appears in the Customer Portal.

Family Policies
Located under SETTINGS>FAMILY POLICIES, the family policies area allows you to enter information about your business’ expectations from customers. To relay this information, the family policies are split into three sections for “Rules, Terms and Conditions”, “Waiver”, and “Billing Authorization”. All customers (new or existing) will be prompted to agree to your established policies the first time they use the Customer Portal and also any time they use the Customer Portal after the policies are updated. For more information about these policies, visit our article on Family Policies.

Student Policies
Located under SETTINGS>STUDENT POLICIES, the student policies area allows you to create individual agreements which will need to be signed for each student within a family. Unlike Family Policies, customers have the option to not agree to a student policy for one or all students. To read more about how this works, visit our article on Student Policies.

Referral Sources
When a new customer first signs up through the Customer Portal, iClassPro will ask that customer how they heard about your business. This question is a required part of the signup process, so your business must have one or more options entered for the customer to choose from. These options can be created under SETTINGS>SETUP>FAMILY SETTINGS>REFERRAL SOURCES.

Tax Rate
A tax rate will be automatically selected when creating charges related to tuition or anniversary fees. There are separate options for each Location if there is more than one active Location set up on your account.  Tax rates are attached to Programs under SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS  and will be applied according to the Program attached to the class or assigned to Anniversary Charges under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES.
(NOTE: There will be an option on each class/camp to override the inherited tax rate or to make that particular class/camp tax-exempt.)

Camp Settings
Each camp you set up has settings on the "Customer Portal" tab that will determine whether or not the camp is visible on the Customer Portal, whether or not the camp allows online registration, and if camp enrollments will be auto-approved.

Likewise, the "Allowed Registration Dates" determine when the camp is actually visible on the Customer Portal.

Accepted Card Types
The settings under SETTINGS>TRANSACTIONS>CONFIGURE ACCEPTED CARD TYPES will determine which card types will be accepted and which card logos are displayed when entering payment details.

  • List Visa as an Accepted Card Brand and Display Logo – when enabled, the Visa logo will show when the customer adds payment information. NOTE: This option must be enabled to allow Visa card details to be stored and processed. The Visa card brand must also be enabled within your gateway settings; check with your processor if you receive error messages that the card is not accepted.
  • List MasterCard as an Accepted Card Brand and Display Logo – when enabled, the MasterCard logo will show when the customer adds payment information. NOTE: This option must be enabled to allow MasterCard details to be stored and processed. The MasterCard card brand must also be enabled within your gateway settings; check with your processor if you receive error messages that the card is not accepted.
  • List Discover as an Accepted Card Brand and Display Logo – when enabled, the Discover logo will show when the customer adds payment information. NOTE: This option must be enabled to allow Discover card details to be stored and processed. The Discover card brand must also be enabled within your gateway settings; check with your processor if you receive error messages that the card is not accepted.
  • List American Express as an Accepted Card Brand and Display Logo – when enabled, the American Express logo will show when the customer adds payment information. NOTE: This option must be enabled to allow American Express card details to be stored and processed. The American Express card brand must also be enabled within your gateway settings; check with your processor if you receive error messages that the card is not accepted.

Need More Assistance?

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