How Do I Set Up/Configure Locations?

IN THIS ARTICLE:
Learn about iClassPro’s Location feature, which is used to manage more than one facility per account.

What is a Location?

In iClassPro, a "Location" denotes a specific place where your students meet to attend classes, camps, or parties. If you have two different physical places where classes meet, you may wish to set up multiple Locations.

iClassPro bills per location. Creating, deleting, or making locations inactive on this page will affect your subscription fee. If you have any questions about the pricing, please contact support.

Do I need multiple Locations?

If you have more than one physical facility, there are two options for how you set up your account.  Let's look at the Pros and Cons of each option.

  • One Account / Multiple Locations
    • Pros
      • Shared parent/student database, so families can move between Locations without having to create a new account.
      • This shared database also means if a family has an outstanding balance or notes at one Location, it is visible at all other Locations.
      • A single gateway fee per account.
      • A single Customer Portal with a Location toggle, so families only have to bookmark one site for all of their online needs.
      • Charges/Payments are linked to specific Locations for financial reporting.
      • Depending on your setup, makeup tokens and punch cards can be applied across Locations if desired.
      • Skill Trees and Point of Sale products are shared across Locations (with Location-specific inventory).
      • Staff permissions can be set to allow each staff member to be able to view only specific Locations.
    • Cons
      • Only one gateway can be configured per account, so if processed funds need to be deposited into separate accounts this is not a option.
      • Bulk Charges/Payments tasks must be run once per Location.
      • Because Payments tasks are Location-specific, this can increase your processing fees if a family has enrollments in more than one Location.
      • Because Charges/Payments are Location-specific, credits can only be bulk-applied if the accompanying charge is linked to the same Location. Applying credits to a cross-Location charge must be done manually by staff.
  • Multiple Accounts (One Per Physical Location)
    • Pros
      • Best option if finances need to be kept truly separate as a separate gateway can be configured for each account.
      • Each account has its own Customer Portal with a unique URL.
      • Charges/Payments are kept separate between accounts.
      • Bulk Charges/Payments tasks only have to be run once in each account.
    • Cons
      • Separate gateway fees per account. (This could also be considered a "pro", depending on your accounting needs.)
      • Because there is no shared parent/student database, families will need to create an account for each location in which they are active.
      • If a family has an outstanding balance or notes in one account, it is not visible at other account.
      • Because Charges/Payments are account-specific, credits from one account cannot be applied at another unless ledgers are manually adjusted.
      • Makeup tokens and punch cards cannot be applied across accounts.
      • Skill Trees and Point of Sale products are not shared across accounts. (However, you can create these in one account, and then we can copy them to other accounts during your initial account setup.)
      • Staff are account-specific, so staff members who work at more than one location will require an account set up at each.

Be sure to consider all benefits and limitations when deciding how you wish to set up your account(s).

Editing an existing Location

  • Click on Settings.
  • Click on Locations.
  • Click the pencil/edit icon next to the location.
    • Edit the Location/School Name.
    • To disable the location, uncheck the Active Location? box.
      • NOTE: making a location inactive will not remove any data tied to that location (classes, enrollments, etc.), but will hide the location from your Location toggle and from the Customer Portal. You will need to log in/out of the software after disabling a Location for it to stop showing up completely.
    • Enter the Contact Information for the location. This information will be displayed on the Customer Portal and will also be used on any location-based Statements generated by the system.
      • The email address entered here will also be used as the "Reply-To" address on all email communications sent from the Location.
    • Enter your physical Business Address and select whether it should "Show on Customer Portal."
    • Upload a Statement Logo that will be used on any location-based Statements generated by the system. (If you are not ready to do so, you may come back to do that later.)

Adding a New Location

  • Click on Settings.
  • Click on Locations.
  • Click on Add New Location.
    • Enter the Location/School Name.
    • Enter the Contact Information for the location. This information will be displayed on the Customer Portal and will also be used on any location-based Statements generated by the system.
      • The email address entered here will also be used as the "Reply-To" address on all email communications sent from the Location.
    • Enter your physical Business Address and select whether it should "Show on Customer Portal."
    • Upload a Statement Logo that will be used on any location-based Statements generated by the system. (If you are not ready to do so, you may come back to do that later.)

Need More Assistance?

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