IN BRIEF
iClassPro’s Locations feature allows administrators to manage multiple physical facilities within a single account. Locations determine how families view class offerings, how financial data is grouped, and how charges and payments are associated. This article explains when multiple locations are needed, how to edit existing locations, how to add new locations, and what to consider before making a location inactive.
- Overview
- Accessing the Feature
- Step-by-Step Instructions
- Troubleshooting & FAQs
- Related Articles
Overview
A Location in iClassPro identifies a specific physical place where students attend classes, camps, or parties. When an organization operates more than one facility, Locations help keep schedules, enrollments, financials, and reporting organized.
When deciding whether your organization should use multiple locations within a single account—or run separate accounts—there are important operational, financial, and customer-experience considerations.
Accessing the Feature
- From the main navigation menu, go to Settings.
- Select Locations.
Step-by-Step Instructions
What Is a Location?
A Location represents a physical site where classes, camps, or parties are held. If your organization conducts classes in more than one physical facility, you may wish to configure multiple locations.
Important Note: iClassPro bills per location. Creating, deleting, or making a location inactive affects your subscription fee. If you have questions about pricing, contact Support.
Do I Need Multiple Locations?
If you operate more than one facility, you have two options:
One Account / Multiple Locations
Pros:
- Shared parent/student database enables families to move between locations without creating new accounts.
- Outstanding balances and notes at one location are visible across all locations.
- One gateway fee per account.
- One Customer Portal with a location toggle so families only manage a single login/bookmark.
- Charges/Payments are linked to specific locations for more precise financial reporting.
- Makeup tokens and punch cards can be shared across locations (depending on setup).
- Skill Trees and Point of Sale products are shared across locations (with location-specific inventory).
- Staff permissions can limit access to specific locations.
Cons:
- Only one payment gateway can be configured per account, so separate bank deposits are not possible.
- Bulk Charges/Payments tasks must be run separately for each location.
- Payments tasks being location-specific may increase processing fees when families have enrollments across multiple locations.
- Credits can only be bulk-applied to charges linked to the same location. Cross-location credits must be applied manually.
Multiple Accounts (One Per Physical Location)
Pros:
- Best option for organizations needing fully separate financials; each account can have its own payment gateway.
- Each account has its own Customer Portal with a unique URL.
- Charges/Payments remain separate between accounts.
- Bulk Charges/Payments only need to be run once per account.
Cons:
- Each account incurs a separate gateway fee.
- No shared parent/student database; families must create separate accounts for each location.
- Outstanding balances or notes in one account are not visible to others.
- Credits cannot be applied between accounts unless ledgers are manually adjusted.
- Makeup tokens and punch cards cannot be used across accounts.
- Skill Trees and POS products are not shared across accounts (although Support can copy them during initial setup).
- Staff must be created separately in each account.
Special Topic: Google Tag Manager Considerations
Consideration: in the Customer Portal settings (SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>MARKETING AND BRANDING), only one Google Tag ID can be defined.
One Account / Multiple Locations
- Pros: Centralized management of Google Tag ID for all locations.
- Cons: Only one Google Tag ID can be used across all locations, which may limit tracking or analytics for individual sites, thus limiting the analytics results by location.
Multiple Accounts (One Per Physical Location)
- Pros: Each Customer Portal can have its own Google Tag ID if needed (recommended for franchises).
Editing an Existing Location
- Go to Settings.
- Select Locations.
- Select the Edit icon next to the desired location.
- Edit the Location/School Name.
- Enter or update Contact Information.
- Displayed on the Customer Portal.
- Used on any location-based statements.
- Enter the Email Address:
- Used as the “Reply-To” address for all email communications sent from the location.
- Enter a Phone Number and choose whether it should Show on Customer Portal.
- Enter the Business Address and select whether it should Show on Customer Portal.
- Upload a Statement Logo for location-based statements (optional; can be added later).
Adding a New Location
- Go to Settings.
- Select Locations.
- Select Add New Location.
- Enter the Location/School Name.
- Enter the Contact Information.
- Displayed on the Customer Portal.
- Used on any location-based statements.
- Enter the Email Address (used as the “Reply-To” address for communications).
- Enter the Phone Number and choose whether it should Show on Customer Portal.
- Enter the Business Address and choose whether it should Show on Customer Portal.
- Upload a Statement Logo (optional; can be added later).
Making a Location Inactive
To disable a location, contact the iClassPro Support team at: https://support.iclasspro.com
Important Notes:
- For single accounts with multiple Locations, making a location inactive does not remove data tied to that location (classes, enrollments, etc.).
- The location is hidden from the Location toggle and the Customer Portal.
- You must log out and back in for the location to fully disappear from view.
Troubleshooting & FAQs
-
Will making a location inactive delete any of my data?
- For single accounts with multiple Locations, making a location inactive does not remove data tied to that location (classes, enrollments, etc.). The data remains in the System but is hidden from operational views.
-
Can I reactivate a location later?
- Yes. Contact Support to manage reactivation, as billing adjustments may apply.
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Can families enroll in classes across multiple locations?
- Yes, if you are using one account with multiple locations. If using multiple accounts, families must create an account for each.
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Can staff work in multiple locations?
- Yes, with a single account. Permissions control visibility and access.
- With multiple accounts, staff members must be set up separately in each account.