IN THIS ARTICLE:
Learn about the different options for handling online enrollments via the Customer Portal how they control who is allowed to register, and what happens when you choose to automatically approve enrollment requests.

• What are the Customer Portal Registration Modes?
• Request Mode
  • Class Request Mode
  • Camp Request Mode
• Auto-Approve Mode
  • Class Auto-Approve Mode
  • Camp Auto-Approve Mode
• Priority Registration Mode

What are the Customer Portal Registration Modes?

iClassPro has two basic online registration settings (Request Mode and Auto-Approve Mode) and a special option to allow Priority Registration. 

The mode you choose will depend largely on the amount of control you want to place on your staff members. Request Mode will give staff members complete control over registration, charges, and payments through Online Activity and the family ledger. Auto-Approve Mode allows for the highest level of automation for the online registration process. For more information and instructions, continue reading.

Request Mode

The Customer Portal can be set up in request mode or auto-approve mode. In general, the Request Mode allows your staff to have final approval on all enrollments. This requires enrollments to be approved before a staff member can charge and collect payment for the enrollment. Saved autopay information can be required for the family to submit the request, but no payment will be taken automatically.

Class Request Mode

You can configure Class Request mode options under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION.

1. Choose circled options based on the needs of your business. For a more in-depth review of these settings, click here.
2. Leave Auto-Approve Requests unchecked for request mode.
3. Remember to Save these changes at the bottom of the Customer Portal settings page.

Camp Request Mode

You can configure Camp Request mode options under CAMPS>Edit Camp.

Camp Registration, charge, and payment options are located on individual camps.

1. In the Details tab, under Payment Settings for the Amount Due at Sign-Up, choose No Payment
   Required.
2. In the Customer Portal Tab, leave Auto-Approve Requests unchecked for request mode.

Auto-Approve Mode

In Auto-Approve mode, the Customer Portal automatically approves enrollments for customers who meet the age, grade and gender requirements when an opening is available. If approved, a charge and an immediate payment can be required to complete enrollment.

NOTE: If a student has a custom gender assigned, they will ONLY be auto-approved for Co-Ed classes. Enrollments for classes denoted as solely for Male or Female students will be submitted as a request.

Review the request mode instructions (above), then follow these additional steps:

Class Auto-Approve Mode

You can configure Class Auto-Approve mode options SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION.

1. Check Auto-Approve Requests to approve the class enrollments for eligible students.
2. Check this box if you wish to receive an Email Notification.
3. Choose whether or not to Auto-Charge Tuition and Anniversary Fee charges.
   • If you enable these options, you will need to set a value for Auto-created charges set the due date to X days in the future.
4. Check the box to require an immediate Payment for the class tuition charges.
   • If charging tuition, be sure you have configured your Auto Charge Scheduler (under SETTINGS>SETUP>CLASS SETTINGS>"Auto Charge Scheduler").
   • If charging anniversary fees, select an Anniversary Fee Charge Category.
5. Save the changes.

Camp Auto-Approve Mode

You can configure Camp Auto-Approve mode options under CAMPS>Edit Camp.

Camp Registration, charge, and payment options are located on individual camps.

NOTE: If a student has a custom gender assigned, they will ONLY be auto-approved for Co-Ed camps. Enrollments for camps denoted as solely for Male or Female students will be submitted as a request.

1. In the Details tab, under Payment Settings for the Amount Due at Sign-Up, choose Deposit or Pay in Full. Select a Camp Tax Rate (if one applies) or enable the Tax Exempt option if no sales tax will be collected.
   
2. In the Customer Portal Tab, check Auto-Approve Requests.
3. Under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION, Review the general options, then choose an Auto-Approve Charge Category.
4. Save the changes.

Priority Registration Mode

If "Show Class/Camp/Party List if Not Logged In" is enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>GENERAL SETTINGS, that setting will override Priority Registration settings, and all classes/camps will be shown online until the visitor logs in. Once logged in, any Priority Registration settings will be enforced.

Allow customers to “jump to the front of the line” by enabling Global Priority Registration for your classes! By enabling Global Priority Registration Mode and associating a particular keyword, online registration can be limited to just specific families. By using a student keyword, you can limit registration to particular students, even if there are multiple students in the family! (To allow everyone to register, simply disable Global Priority Registration Mode, which will then only limit Priority Registration to specific classes -- see https://support.iclasspro.com/hc/en-us/articles/218569718-Creating-a-New-Class for more details.)

While Global Priority Registration Mode only allows certain families to access online registration while it is enabled, it still honors the Auto-Approve or Request settings you have configured.  Therefore any enrollments from those families will either be Auto-Approved or submitted as a request (based on your settings).

Setting up Global Priority Registration is easy! These settings are located under SETTINGS> CUSTOMER PORTAL > OTHER SETTINGS > GENERAL SETTINGS.

NOTE: If "Global Priority Registration Mode" is enabled, these settings will override any priority registration dates set on the individual classes and any selected keywords apply to all classes/camps. If the setting is disabled, then the selected keyword only applies to that classes that have Priority Registration Dates defined. All other classes will still show on the Customer Portal and accept enrollments as usual.

• Set Up and Assign Your Priority Registration Keyword
  Under SETTINGS>SETUP>GENERAL SETTINGS>KEYWORDS, create the Keyword you want to use to allow families/students access to Priority Registration (alternatively, you can use any existing keyword as long as it is the correct type). Then, use the “Assign Keyword” tool on the FAMILIES or STUDENTS page to assign the chosen keyword to those particular families/students.
  
  NOTE: If you use the "Priority Registration Dates" feature for Classes that bill monthly, a priority registration keyword must be set, even if “Global Priority Registration Mode” is disabled. Any classes that have Priority Registration Dates defined will use that setting to determine which families/students are eligible for early registration.
  
  For detailed information on creating/assigning keywords, check out our “How to Use Keywords”
  
  
• Configure and Enable Global Priority Registration Mode
  Under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>GENERAL SETTINGS, enable "Global Priority Registration Mode.” Here you will be given an option to choose the Family, Student or Family/Student Keyword you assigned to those who should have priority registration. There are separate keyword settings to allow/deny registration to classes and camps.
  
  How it works
  
  
  • Family keyword only. A Family keyword can only be assigned to families. If a family does not have the designated keyword assigned, access to registration is denied. If enabled, all students in the family can register.
  • Student keyword only. A Student keyword can only be assigned to students. If a student does not have the designated keyword assigned, access to registration is denied. If enabled, the student can register. (If no students in the family have the designated keyword assigned, access to registration is denied to the family as a whole.)
  • Family/student keyword. A family/student keyword is one that can be assigned to either Families OR Students. If a family has the designated keyword assigned, all students in the family can register.  If family does not have keyword assigned, only the student(s) with that keyword can register. (Family keyword assignment will always overrule student keyword settings in this case.)
    
    The “Priority Mode Message” will be displayed if any user lacks the appropriate keyword designation while Global Priority Registration Mode is enabled.
• Save Your Settings
  Be sure to click the “Save Settings” button at the bottom of the SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>GENERAL SETTINGS area to activate Global Priority Registration Mode.

That’s it!  To disable Global Priority Registration Mode, just go back to SETTINGS >CUSTOMER PORTAL>OTHER SETTINGS>GENERAL SETTINGS, uncheck the "Global Priority Registration Mode” option and save your settings.

NOTE: If you wish to mass remove the Priority Registration Keyword from Families/Students, see the “Assigning/Unassigning & Using Keywords” section of our “How to Use Keywords” article.