IN THIS ARTICLE:
Learn about the New Enrollment Wizard and how it can be used in the Office Portal to guide staff members through the process of creating and charging for new class enrollments.

• What is the New Enrollment Wizard?
• Enrollment Wizard Settings
• Using the Wizard from the FAMILIES or STUDENTS Page
• Using the Wizard from the CLASSES Page or CALENDAR>Class View
• Checkout
• Working with deleted Discount Schedules
• Staff Permission Requirements

What is the New Enrollment Wizard?

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

NOTE: The Enrollment Wizard is intended for the creation of new/future enrollments ONLY.  If a staff member needs to create an enrollment with a past start date, they should use the "New Class Enrollment" option instead.

Enrollment Wizard Settings

You can customize settings specific to the Enrollment Wizard under SETTINGS>SETUP>CLASS SETTINGS>ENROLLMENT WIZARD SETTINGS.

• See our "What Are the Class Settings Options" document for more information.

Using the Wizard from the FAMILIES or STUDENTS Page

From the FAMILIES or STUDENTS page, expand the Enrollments view by clicking on the Enrollments icon. (Alternatively, you can also view enrollments from the Family Details page or by clicking on the “Enrollments” tab within the Student Detail view.)

• Click the “Launch Enrollment Wizard” icon.
• Answer the questions to create the enrollment.
  • “Who Will Be Enrolling?” - Select the student you wish to enroll.
    • From FAMILIES – select the appropriate student from the list of students in the family. Click NEXT to continue.
    • From STUDENTS page or NEW STUDENT WIZARD – this step will be skipped as the student will be automatically selected.
  • “Find Classes to enroll [Student First Name] in”
    • Click “Show Filters” to display filters and/or search for a specific class.

      • At the bottom of the "Filters" on the left-hand side of the window, there is an option for "Has Temporary Openings."

        • If "Has Temporary Openings" is enabled, an "As Of Date" field will be shown to allow staff to choose a specific date that defines WHEN the temporary openings need to exist.

    • Once the class is displayed on the list, click ENROLL to continue.
      
      •  If there are any enrollment warnings, they will be displayed in a popup window. From here, you can click YES to override the warnings and continue with the enrollment process, or click NO THANKS to close out of the window without enrolling the student.
  • “Enrollment Details for [Full Student Name]”
    • Choose an Enrollment Type (Active, Makeup, Trial, Single Day or Wait) and a session if you are using sessions.
      • If Makeup Tokens are enabled and you choose MAKEUP as the enrollment type, available Makeup Tokens will be displayed to apply to the enrollment. If no tokens are available, the staff member creating the enrollment must have permission to create a MAKEUP enrollment without tokens to continue the enrollment process.
        • NOTE: Only one makeup enrollment can be created in a specific class at one time via the enrollment wizard (even if these makeups are on different dates).
    • Confirm the Start and Drop Date of the enrollment. The Drop Date can be left blank if there is no designated end date for the class.
      • If you used the "Has Temporary Openings" option with an "As of Date", the system will auto-populate the start date to match the "As of Date."
      • If you use Sessions or the class is set to bill Monthly with Start/End Date options, the start date and drop date will automatically populate based on the defined dates.
        • NOTE: You cannot set a start date for an enrollment that is prior to the start date of the current session attached to the class.
      • If you use Rolling Sessions or the class is set to bill Monthly with a defined Start Date (but no End Date), the start date will automatically populate based on the defined dates, but the drop date will be left blank.
        • NOTE: You cannot set a start date for an enrollment that is prior to the start date of the current Rolling Session attached to the class.
      • If the class is set to bill Monthly with no Start/End Date options, the start date will automatically populate with the current date as the start date, but the drop date will be left blank.
      • If you choose MAKEUP/TRIAL/SINGLE-DAY as the Enrollment Type, the enrollment start/drop dates will automatically populate with the same date.
    • The Charge Category will automatically populate based on your settings under SETTINGS>SETUP>CLASS SETTINGS>AUTO CHARGE SCHEDULER. (If no valid charge category exists because the one defined has been deleted or expired, you will be required to select a valid charge category to complete the enrollment process.  Please be sure to define a new charge category to the "Auto Charge Scheduler" after you have completed the current enrollment.)
    • If necessary, you can choose a Billing Schedule option other than the default option set up on the class. Toggling the Override Tuition option and entering an amount in the PRICE box will allow you to designate a special tuition amount that will be used for the remainder of the enrollment.
      • NOTE: If a Tuition Override value is defined, the system will calculate the amount to be billed based on the "Tuition Override Behavior" setting under SETTINGS>SETUP>CLASS SETTINGS>GENERAL CLASS SETTINGS.
      • If Tuition Override is checked, an option to Enable Tuition Expiration Date will be displayed.
        • Enabling this option will allow you to define a date when the tuition override will automatically expire.
    • Choose whether or not to Send an Enrollment Email and/or Addendum to the primary email address for the family to confirm the enrollment. This option should be automatically enabled/disabled based on your settings under SETTINGS>SETUP>FAMILY SETTINGS>ENROLLMENT EMAILS.
    • Choose an option to continue:
      • CANCEL – cancels the current enrollment and exits the Enrollment Wizard.
      • PREVIOUS – returns to the previous screen so you can select a different class instead.
      • ADD TO CART – adds the current enrollment to the cart and allows you to choose the next option:
      • CHECKOUT – completes the checkout process.
      • ENROLL ANOTHER – allows you to create another enrollment.
        • If you launched the wizard from the FAMILY, you will be returned to the “Who Will Be Enrolling?” screen.
        • If you launched the wizard from the STUDENT, you will be returned to the “Find Classes to enroll [Student First Name] in” screen.

Adding an enrollment to the cart temporarily reserves the enrollment based on the Checkout Reservation Timer settings defined under SETTINGS>CUSTOMER PORTAL>SETTINGS (plus an additional 24 hours). The system does not actually create the enrollment until you complete the Checkout process.

• See our “What is the Checkout Reservation Timer?” document for more information about configuring these settings.

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

Note; This option is only available for Active classes.

From the CLASSES page, expand the Enrollments view by clicking on the Enrollments icon.
From the CALENDAR page, click on the class you wish to enroll the student in.

• Click the “Launch Enrollment Wizard” icon
• Answer the questions to create the enrollment.
  • “Who Will Be Enrolling?” – Search for and select the student you wish to enroll, or create a new student using the New Student Wizard. Searching is possible by student first name, student last name, or phone number.
    • If there are any enrollment warnings, they will be displayed in a popup window. From here, you can click YES to override the warnings and continue with the enrollment process, or click NO THANKS to close out of the window without enrolling the student.
  • “Enrollment Details for [Full Student Name]”
    • Choose an Enrollment Type (Active, Makeup, Trial, Single Day or Wait) and a session if you are using sessions.
      • If Makeup Tokens are enabled and you choose MAKEUP as the enrollment type, available Makeup Tokens will be displayed to apply to the enrollment. If no tokens are available, the staff member creating the enrollment must have permission to create a MAKEUP enrollment without tokens to continue the enrollment process.
        • NOTE: Only one makeup enrollment can be created in a specific class at one time via the enrollment wizard (even if these makeups are on different dates).
    • Confirm the Start and Drop Date of the enrollment. The Drop Date can be left blank if there is no designated end date for the class.
      • If you used the "Has Temporary Openings" option with an "As of Date", the system will auto-populate the start date to match the "As of Date."
      • If you use Sessions or the class is set to bill Monthly with Start/End Date options, the start date and drop date will automatically populate based on the defined dates.
        • NOTE: You cannot set a start date for an enrollment that is prior to the start date of the current session attached to the class.
      • If you use Rolling Sessions or the class is set to bill Monthly with a defined Start Date (but no End Date), the start date will automatically populate based on the defined dates, but the drop date will be left blank.
        • NOTE: You cannot set a start date for an enrollment that is prior to the start date of the current Rolling Session attached to the class.
      • If the class is set to bill Monthly with no Start/End Date options, the start date will automatically populate with the current date as the start date, but the drop date will be left blank.
      • If you choose MAKEUP/TRIAL/SINGLE-DAY as the Enrollment Type, the enrollment start/drop dates will automatically populate with the same date.
    • The Charge Category will automatically populate based on your settings under SETTINGS>SETUP>CLASS SETTINGS>AUTO CHARGE SCHEDULER. (If no valid charge category exists because the one defined has been deleted or expired, you will be required to select a valid charge category to complete the enrollment process.  Please be sure to define a new charge category to the "Auto Charge Scheduler" after you have completed the current enrollment.)
    • If necessary, you can choose a Billing Schedule option other than the default option set up on the class. Toggling the Override Tuition option and entering an amount in the PRICE box will allow you to designate a special tuition amount that will be used for the remainder of the enrollment.
      • If Tuition Override is checked, an option to Enable Tuition Expiration Date will be displayed.
        • Enabling this option will allow you to define a date when the tuition override will automatically expire.
    • Choose whether or not to Send an Enrollment Email and/or Addendum to the primary email address for the family to confirm the enrollment. This option should be automatically enabled/disabled based on your settings under SETTINGS>SETUP>FAMILY SETTINGS>ENROLLMENT EMAILS.
    • Choose an option to continue:
      • CANCEL – cancels the current enrollment and exits the Enrollment Wizard.
      • PREVIOUS – returns to the previous screen so you can select a different class instead.
      • ADD TO CART – adds the current enrollment to the cart and allows you to choose the next option:
        • CHECKOUT – completes the checkout process.
        • ENROLL ANOTHER IN THIS CLASS – assumes you want to enroll another student from the same family in the same class. Returns you to the “Who Will Be Enrolling?” screen with all students in the family displayed. Selecting a student will proceed to the “Enrollment Details for [Full Student Name]” screen.
        • ENROLL IN A NEW CLASS - assumes you want to enroll the same student in a different class. Returns you to the “Who Will Be Enrolling?” screen with all students in the family displayed. Selecting a student will proceed to the “Find a Class” screen.

Adding an enrollment to the cart temporarily reserves the enrollment based on the Checkout Reservation Timer settings defined under SETTINGS>CUSTOMER PORTAL>SETTINGS (plus an additional 24 hours). The system does not actually create the enrollment until you complete the Checkout process.

• See our “What is the Checkout Reservation Timer?” document for more information about configuring these settings.

Checkout

After choosing the CHECKOUT option, the system will bring up the CHECKOUT screen (similar to the Point of Sale checkout).  From here you can enter your payment option and complete the enrollment process.

Payment methods available include:

• New Credit Card – allows you to manually enter new credit card information for the family. This can be used for a single, one-time purchase or can be saved on file for later use. 
  • If you select this option, a checkbox to "ADD CARD ON FILE" will be displayed below the ADD SPLIT PAYMENT button. Checking this option will save the New Credit Card details to the customer's profile. (NOTE: if the family already has an existing card on file, the option will show as "Update Card on File", and will overwrite the existing card information if enabled.)
    • If enabled, the "This Payment Method is Authorized For Recurring Billing" will be displayed. If enabled, the payment method entered will be used for any recurring billing tasks (such as TRANSACTIONS>PAYMENTS). This option is enabled by default but can be disabled if needed.
• Credit Card - Swipe/Insert/Tap – allows you to use a USB card swiper attached to your terminal or Integrated PIN Pad Terminal to capture the card swipe data and complete the process.
• Cash – records that the family paid with Cash. (NOTE: click the “Give Change” option if you give change to the family for overpayment; otherwise any payment amount entered greater than the amount due will be recorded on the ledger as unapplied credit to be used later.)
• Check – records that the family paid with a physical paper check. You can record the check number in the “Reference/Check #” field for reporting purposes.
• Charge to Account – creates a charge for the enrollment, but no offsetting payment. Choose this method if the family has an unapplied credit that you wish to apply prior to collecting the remaining balance.
• External Credit Card – records that the family paid via credit card on an external device that is not integrated with iClassPro. You can record the transaction ID in the “Reference/Check #” field for reporting purposes.
• Credit Card on File – uses the saved payment method the family has on file to complete the payment process.
• Custom Payment Type (if enabled) – records that the family paid via an external payment method that is not integrated with iClassPro. You can make any necessary notes in the “Reference/Check #” field for reporting purposes.

After making your selection and clicking PROCESS PAYMENT, the appropriate charges and/or payments will be created on the family ledger. If the student or family is eligible for an Anniversary Fee, one will be added automatically (based on your Anniversary Fee settings and when they were last charged).

The option to “ENROLL ANOTHER” is available below the PROCESS PAYMENT button if you accidentally choose the CHECKOUT option before you are ready to do so.

Any charges created on the family ledger during this process will have a due date set to the current date (i.e., the date the charges are created).  This is because it is expected that payment will be collected at the time of enrollment.  If this is not the case, the charge can be manually edited to extend the due date if needed.

• Click here for more information about editing existing charges,

Working with deleted Discount Schedules

If a Discount Schedule was deleted while it was still attached to a class or Program, staff members may see the following error message:

This amount was calculated using a discount schedule which has been deleted.

To prevent scenarios where a family would not be able to complete enrollment via the Customer Portal/Mobile App, iClassPro still honors the Discount Schedule so the enrollment process can continue. If the Discount Schedule should no longer be used, staff members need to update the class and/or Program to remove the Discount Schedule attachment before creating the charge(s).

Staff Permission Requirements

In order for a staff member to use the New Enrollment Wizard, they must have the following minimum permissions to complete all of the steps in the enrollment process:

• PAGE PERMISSIONS
  • Families – VIEW
  • Students – VIEW
  • Classes – VIEW
  • Calendar – VIEW
• TASK PERMISSIONS
  • Families/Students – FULL
  • Enrollment – FULL
  • Payment – FULL
  • Charge – FULL

Click here for more information about assigning Staff Permissions and User Groups.