IN BRIEF
The Class Enrollment Wizard guides staff members through creating new or future class enrollments, generating charges, and collecting payment in a single, guided workflow. It can be launched from multiple areas of the Office Portal and helps ensure enrollment details, billing options, and payments are handled consistently. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Using the Wizard from the FAMILIES or STUDENTS Page
    • Who Will Be Enrolling?
    • Find Classes to Enroll [Student First Name] In
    • Enrollment Details for [Full Student Name]
  • Using the Wizard from the CLASSES Page or CALENDAR>Class View
    • Who Will Be Enrolling?
  • Makeup Enrollment Notes
• Checkout
  • Payment Methods
• Working with Deleted Discount Schedules
• Staff Permission Requirements
  • Page Permissions
  • Task Permissions
• Troubleshooting & FAQs
• Related Articles

Overview

The Class Enrollment Wizard walks staff through creating a new enrollment, creating associated charges, and collecting payment. The wizard can be launched from the FAMILIES, STUDENTS, CLASSES, or CALENDAR pages, and may also appear as the final step after creating a student using the New Student Wizard.

Important Notes

• The Class Enrollment Wizard is intended for new or future enrollments only.
• Enrollments with a past start date must be created using “New Class Enrollment” instead.

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Accessing the Feature

Enrollment Wizard settings can be customized under: SETTINGS>SETUP>CLASS SETTINGS>CLASS ENROLLMENT WIZARD SETTINGS

These settings control default behaviors used during the enrollment process. 

• For additional configuration details, see What Are the Class Settings Options?.

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Step-by-Step Instructions

Using the Wizard from the FAMILIES or STUDENTS Page

1. Navigate to FAMILIES or STUDENTS.
2. Expand the Enrollments view by selecting the Enrollments icon.
   • Enrollments can also be accessed from the Family Details page or the Enrollments tab within the Student Detail view.
3. Select “Launch Enrollment Wizard.”

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Who Will Be Enrolling?

• From FAMILIES:
  • Select the appropriate student from the family list.
  • Select NEXT to continue.
• From STUDENTS or the New Student Wizard:
  • This step is skipped because the student is automatically selected.

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Find Classes to Enroll [Student First Name] In

• Select “Show Filters” to display filtering options.
• Use search or filters to locate a specific class.
• Optional filter:
  • Has Temporary Openings
    • When enabled, an As Of Date field appears.
    • This date defines when the temporary opening must exist.
• Once a class appears in the list, select ENROLL.

If enrollment warnings appear:

• Select YES to override the warning and continue.
• Select NO THANKS to exit without enrolling.

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Enrollment Details for [Full Student Name]

• Select an Enrollment Type:
  • ACTIVE
  • MAKEUP
  • TRIAL
  • SINGLE DAY
  • WAIT
• Select a Session, if sessions are enabled.

Dates

• Confirm the Start Date and Drop Date.
  • Drop Date may be left blank if there is no defined end date.
• Date behavior depends on class billing configuration:
  • Temporary Openings with an As Of Date: Start Date auto-populates from that date.
  • Sessions or Monthly billing with Start/End Dates: Dates auto-populate based on session or class settings.
  • Rolling Sessions or Monthly billing with a Start Date only: Start Date auto-populates; Drop Date remains blank.
  • Monthly billing with no Start/End Dates: Start Date defaults to the current date; Drop Date remains blank.
  • MAKEUP, TRIAL, or SINGLE DAY enrollments: Start and Drop Dates auto-populate with the same date.

Date Restrictions

• Start Dates cannot be earlier than:
  • The current session start date.
  • The current rolling session start date.

Billing and Charges

• The system will use the Auto-Charge Scheduler associated with the selected Billing Schedule to assign the appropriate Charge Category.

  • If the Billing Schedule is not associated with a specific Auto-Charge Scheduler, or if the Auto-Charge Scheduler associated with the Billing Schedule has been deleted, then the system will use the default Auto-Charge Scheduler instead.

• If the configured charge category was deleted or expired:
  • A valid category must be selected to continue.
  • A new charge category should be defined in Auto Charge Scheduler afterward.

Billing Schedule and Tuition Overrides

• A Billing Schedule other than the class default may be selected.
• Enabling Override Tuition allows entry of a custom tuition amount:
  • This amount applies for the remainder of the enrollment.
  • Tuition calculation follows the Tuition Override Behavior setting.
• Optional:
  • Enable Tuition Expiration Date to define when the override expires.

Enrollment Confirmation

• Choose whether to send:
  • An Enrollment Email
  • An Addendum
• These options default based on SETTINGS>SETUP>FAMILY SETTINGS>ENROLLMENT EMAILS.

Next Actions

• CANCEL – exits the wizard without saving.
• PREVIOUS – returns to the prior screen.
• ADD TO CART – adds enrollment to the cart and takes the user to the Shopping Cart.

Cart Reservation Note

• Adding an enrollment to the cart temporarily reserves the spot:
  • Based on Checkout Reservation Timer settings.
  • Plus an additional 24 hours.
• The enrollment is not created until Checkout is completed.

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Using the Wizard from the CLASSES Page or CALENDAR > Class View

Availability

• Only available for ACTIVE classes.
• Navigate to CLASSES and expand the Enrollments view, or
• Navigate to CALENDAR and select a class from Class View.
• Select “Launch Enrollment Wizard.”

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Who Will Be Enrolling?

• Search for an existing student by:
  • First name
  • Last name
  • Phone number
• Or create a new student using the New Student Wizard.

Enrollment warnings, enrollment details, billing options, and next actions function the same as described above.

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Makeup Enrollment Notes

• If Makeup Tokens are enabled and MAKEUP is selected:
  • Available tokens appear for selection.
  • If no tokens are available, staff must have permission to create makeup enrollments without tokens.
• Only one makeup enrollment per class can be created at a time using the Enrollment Wizard, even if makeup dates differ.

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Checkout

• (Optional) Select Enroll Another in a Class or Enroll Another in a Camp to create another enrollment.
  • ENROLL ANOTHER IN A CLASS
    • Re-launches the Class Enrollment Wizard and prompts the staff member to choose a student to enroll.
  • ENROLL ANOTHER IN A CAMP
    • Launches the Camp Enrollment Wizard and prompts the staff member to choose a student to enroll.
  • NOTE: depending on their permissions, staff may only see one of these options.
• Select or enter payment details.
• Select Process Payment to complete the enrollment.
• Tuition charges created during checkout will default the due date to the current date. These dates may be edited later if payment is not collected immediately.

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Payment Methods

Available payment options include:

• New Credit Card
  • Can be saved on file.
  • May be authorized for recurring billing.
  • NOTE: The "New Credit Card" option may display as "Manual Payment" based on your payment gateway.
• Credit Card – Swipe/Insert/Tap
  • Requires compatible hardware.
• Cash
  • Overpayments are recorded as unapplied credit unless Give Change is used.
• Check
  • Check number may be recorded.
• Charge to Account
  • Creates a charge without collecting payment.
• External Credit Card
  • Records payment from a non-integrated terminal.
• Credit Card on File
  • Uses the family’s saved payment method.
• Custom Payment Type (if enabled)
  • Records an external, non-integrated payment method.

After selecting PROCESS PAYMENT:

• Charges and payments are created on the family ledger.
• Anniversary Fees are added automatically when applicable.

Additional Notes

• Charges created during Checkout default to a due date of the current date.
• Due dates may be edited later if payment is not collected immediately.
• ENROLL ANOTHER remains available if Checkout was selected too early.

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Working with Deleted Discount Schedules

If a Discount Schedule was deleted while still attached to a class or Program, staff may see the message “This amount was calculated using a discount schedule which has been deleted.”

To prevent enrollment issues:

• iClassPro temporarily honors the deleted Discount Schedule.
• If the Discount Schedule should no longer apply:
  • Update the class and/or Program to remove the Discount Schedule before creating charges.

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Staff Permission Requirements

Staff members must have the following minimum permissions to complete all Enrollment Wizard steps:

Page Permissions

• Families – VIEW
• Students – VIEW
• Classes – VIEW
• Calendar – VIEW

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Task Permissions

• Families/Students – FULL
• Enrollment – FULL
• Payment – FULL
• Charge – FULL

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Troubleshooting & FAQs

• How does the system know what Charge Category to assign to the Class Tuition Charges?

  • The system will use the Auto-Charge Scheduler associated with the selected Billing Schedule to assign the appropriate Charge Category.

    • If the Billing Schedule is not associated with a specific Auto-Charge Scheduler, or if the Auto-Charge Scheduler associated with the Billing Schedule has been deleted, then the system will use the default Auto-Charge Scheduler instead.

• Why can I not create an enrollment with a past start date using the Enrollment Wizard?
  • The Enrollment Wizard only supports new or future enrollments. If an enrollment requires a start date in the past, staff must use the “New Class Enrollment” option instead.
• I see an enrollment warning during the process. What should I do?
  • When an enrollment warning appears, select YES to override the warning and continue with the enrollment, or select NO THANKS to exit the wizard without creating the enrollment.
• Why am I unable to select a start date earlier than expected?
  • Enrollment start dates cannot be earlier than the start date of the current session or rolling session attached to the class. The System enforces this restriction to maintain session integrity.
• Why does the Start Date auto-populate when using the “Has Temporary Openings” filter?
  • When Has Temporary Openings is enabled and an As Of Date is selected, the System automatically sets the enrollment Start Date to match that date.
• Why is the Drop Date automatically filled in for some enrollments?
  • For MAKEUP, TRIAL, and SINGLE DAY enrollment types, the System automatically sets the Start Date and Drop Date to the same date.
  • For session-based classes, the Drop Date is automatically assigned based on the Session End Date.
• Why am I required to select a Charge Category manually?
  • If the Charge Category defined in Auto Charge Scheduler has been deleted or expired, a valid Charge Category must be selected to complete the enrollment. Afterward, a new Charge Category should be defined in Auto Charge Scheduler to prevent future interruptions.
• Why can I only create one makeup enrollment at a time for a class?
  • The Enrollment Wizard allows only one makeup enrollment per class at a time, even if the makeup enrollments are for different dates.
• Why is my tuition override being calculated differently than expected?
  • Tuition Override amounts are calculated based on the Tuition Override Behavior setting under SETTINGS > SETUP > CLASS SETTINGS > GENERAL CLASS SETTINGS. This setting determines how override amounts are applied.
• Why does the enrollment not appear immediately after adding it to the cart?
  • Adding an enrollment to the cart temporarily reserves the spot based on the Checkout Reservation Timer settings (plus an additional 24 hours). The enrollment is not created until Checkout is completed.
• Why do charges created during Checkout have a due date of today?
  • Charges created during the Enrollment Wizard Checkout process default to the current date because payment is expected at the time of enrollment. If payment is not collected immediately, the due date can be manually edited afterward.
• I see an error about a deleted Discount Schedule. Can enrollment still continue?
  • Yes. If a Discount Schedule was deleted while still attached to a class or Program, the System temporarily honors it so enrollment can proceed. To prevent future issues, staff should remove the Discount Schedule from the class or Program before creating charges.
• Why can I not complete all steps of the Enrollment Wizard?
  • Staff must have the required page and task permissions, including FULL access to Families/Students, Enrollment, Payment, and Charge tasks. Missing permissions may prevent completion of certain steps.

• Can I enroll a student into a class and a camp at the same time? 

  • Yes, if you have the appropriate permissions. The Class Enrollment Wizard requires permission to access the CLASSES page, and the Camp Enrollment Wizard requires permission to access the CAMPS page. 

    • If a staff member lacks permission to access either of these pages, they will not see the option to “Enroll Another” for that particular type of enrollment. 

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Related Articles

• What Are the Class Settings Options?
• What Is the Checkout Reservation Timer?
• How Do I Create a New Student?
• How Do I Configure Staff Permissions and User Groups?

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