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.

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. 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.
      • 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 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.
        • 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.
        • 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.
        • For more information on these options, click here.
      • 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 “Checkout Reservation Timer” document for more information about configuring these settings.

From the CLASSES Page or CALENDAR>Class View

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.
      • 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.
      • 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 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.
        • 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.
        • 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.
        • For more information on these options, click here.
      • 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 – assumes you want to enroll another student from the same family in the class, so returns you to the “Who Will Be Enrolling?” screen with all students in the family displayed.

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 “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. (NOTE: if the family already has an existing card on file, choosing to save the new card will overwrite the existing card information.)
  • 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.

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).

EnrollmentWizard01.png

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.

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

Need More Assistance?

Call us at 877-554-6776. Our business hours are Mon-Thu 9am-9pm and Fri 9am-6pm Central Standard Time.