IN BRIEF
The Customer Portal registration mode determines how families submit enrollments online and how those enrollments are processed. iClassPro offers two primary modes—Request Mode and Auto-Approve Mode—as well as an optional Priority Registration Mode for limiting access to specific families or students.

• Overview
• Request Mode
  • Class Request Mode
  • Camp Request Mode
• Auto-Approve Mode
  • Class Auto-Approve Mode
  • Camp Auto-Approve Mode
• Priority Registration Mode
  • Creating and Assigning Priority Registration Keywords
  • Configuring and enabling Global Priority Registration Mode
• Troubleshooting & FAQs
• Related Articles

Overview

The registration mode you select controls how online enrollments are handled through the Customer Portal.

• Request Mode gives staff full control by requiring manual approval of all enrollments before payment is taken.
• Auto-Approve Mode allows the System to automatically approve and charge eligible enrollments.
• Priority Registration Mode limits online registration to selected families or students based on assigned keywords.

The mode chosen depends on how much automation you want vs. manual oversight.

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Request Mode

In Request Mode, staff must manually approve each enrollment request before charges and payments are processed. While families can save autopay information, no payment is taken automatically.

Class Request Mode

To configure Class Request Mode for all class enrollments submitted via the Customer Portal:

1. Navigate to SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION.
2. Under Registration Options, review and select options that best fit your business needs.
   • For a more in-depth review of these settings, review our "How Do I Configure Class Registration Settings? (Other Settings)" document.
3. Leave Auto-Approve Requests unchecked.
4. Select Save at the bottom of the page.

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Camp Request Mode

Unlike classes, Request mode for camps can be enabled/disabled on a camp-by-camp basis. To configure Camp Request Mode:

1. Navigate to the CAMPS Page.
2. Click the pencil/edit icon next to the camp you wish to edit.
3. Under the Details tab, set Amount Due at Sign-Up to "No Payment Required" in the Payment Settings area.
4. In the Customer Portal tab, disable the Auto-Approve Requests option.
5. Select Save to apply changes.

This ensures that families can request camp enrollments, but staff must approve them before any payment is taken.

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Auto-Approve Mode

In Auto-Approve Mode, the Customer Portal automatically approves enrollments for students who meet age, grade, and gender requirements when a class or camp has openings. Charges and payments can be automatically processed during registration.

NOTE: If a custom gender option is enabled, students assigned to this gender can only be auto-approved for Co-Ed classes or camps. Enrollments for gender-specific offerings will be submitted as requests.

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Class Auto-Approve Mode

To configure Class Auto-Approve Mode for all class enrollments submitted via the Customer Portal:

1. Navigate to SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION.
2. Under Registration Options, review and select options that best fit your business needs.
   • For a more in-depth review of these settings, review our "How Do I Configure Class Registration Settings? (Other Settings)" document.
3. Check Auto-Approve Requests to automatically approve eligible enrollments.
4. Optionally check Send Email Notification Upon Auto-Enrollment Or Request Enrollments To Email Address Of Class Location to notify the class location when an enrollment is approved.
5. Choose whether to:
   • Auto-Charge Tuition
   • Auto-Charge Anniversary Fee
6. If auto-charging is enabled:
   • Set due dates for auto-created charges (e.g., “X days in the future”).
   • Require Immediate Payment for tuition, if desired.
   • Verify your Auto Charge Scheduler is properly configured under SETTINGS>SETUP>CLASS SETTINGS>AUTO CHARGE SCHEDULER.
7. Select an Anniversary Fee Charge Category, if applicable.
8. Select Save to apply changes.

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Camp Auto-Approve Mode

Unlike classes, Request mode for camps can be enabled/disabled on a camp-by-camp basis. To configure Camp Request Mode:

1. Navigate to the CAMPS Page.
2. Click the pencil/edit icon next to the camp you wish to edit.
3. Under the Details tab, set Amount Due at Sign-Up to "Deposit Due Only" or "Force Pay In Full" in the Payment Settings area.
4. Optionally select a Camp Tax Rate or enable Tax Exempt if applicable.
5. In the Customer Portal tab, enable the Auto-Approve Requests option.
6. Select Save to apply changes.

NOTE: If online registration is allowed for camps, staff need to ensure that an Auto-Approve Charge Category has been selected under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION.

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Priority Registration Mode

Priority Registration Mode allows certain families or students to register before others by using assigned keywords.

When enabled, Global Priority Registration Mode limits registration access to those with the designated keyword(s) assigned. The System still respects your Auto-Approve or Request settings for those families.

NOTE: If Show Class/Camp/Party List if Not Logged In is enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>GENERAL SETTINGS, this will override Priority Registration settings and display all offerings to visitors until they log in.

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Creating and Assigning Priority Registration Keywords

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.

• For information about creating and assigning keywords, review our "What are Keywords?" document.

NOTE: If you use the "Priority Registration Dates" feature for Classes that bill monthly and/or Camps, a priority registration keyword must be set, even if “Global Priority Registration Mode” is disabled. Any classes and/or camps that have Priority Registration Dates defined will use that setting to determine which families/students are eligible for early registration.

• See the next section for information about assigning the Priority Registration Keyword.

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Configuring and enabling Global Priority Registration Mode

1. Navigate to SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>GENERAL SETTINGS.
2. Enable Global Priority Registration Mode.
3. Choose whether to apply a Family Keyword, Student Keyword, or Family/Student Keyword:
   • Family Keyword Only: All students in the family can register if the family has the keyword.
   • Student Keyword Only: Only the individual student(s) with the keyword can register.
   • Family/Student Keyword: Family assignment overrides student-level keywords.
4. Define the Priority Mode Message to display for users who are not eligible.
5. Select Save to apply changes.

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.

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Troubleshooting & FAQs

• Why are all classes visible even when Priority Registration Mode is enabled?
  • Verify that “Show Class/Camp/Party List if Not Logged In” is disabled. This setting overrides Priority Registration until users log in.
• Can a student with a custom gender be auto-approved for gender-specific classes?
  • No. Custom-gender students can only be auto-approved for Co-Ed classes or camps.
• How can I verify which families or students have the Priority Registration keyword?
  • Use the Keyword filters on the Families or Students page to view who has each keyword assigned.

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Related Articles

• How Do I Configure Class Registration Settings? (Other Settings)
• How Do I Create or Edit a Class? (Bill Dates)
• What are Keywords?

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