How Do I Configure Class Registration and Filter Settings? (Other Settings)

IN THIS ARTICLE:

Learn how to configure your Customer Portal Class Registration settings, which determine how the system handles enrollments, enrollment requests, and any tuition/Anniversary charges for those enrollments. Also learn about the Class Filter options, which control which filters will be available for customers when searching for Classes.

You can view more information about the Class Registration and Class Filters below:

Class Registration

This section of settings focuses on class-specific registration settings. Changes in this area will impact all of the classes which are shown online and allow registration. Some options will not appear unless certain other options are selected, as the options are linked.

For a quick guide regarding the essential settings for Request Mode versus Auto-Approve mode, visit our article Customer Portal Registration Modes.

  • Count Class Requests Against Openings – this setting will count any requests which are submitted for Active enrollments against the number of openings in the class to preserve the “first come, first serve” method of registration. Once the requests are processed (approved or denied) from online activity, any remaining spots will open back up for new registrations/requests. If your business uses the auto-approve mode for registration, requests would commonly be from either those customers that do not meet the established class requirements or those customers that are requesting special enrollment types such as trials and makeups.
  • Force Start Date to Next Available Class Date - Forces the enrollment start date to be the next day the class will meet based on the Blackout Schedule.  If left disabled, the enrollment start date will be the session start date (if sessions are used and the session has not yet started), or the current date (if session has already begun or the class is a non-session class.)
  • Allow Visitors to Choose a Start Date for Non-Session Classes – selecting this option allows customers to choose a start date for their enrollments in classes which do not have sessions or rolling sessions attached.
    • Limit Start Date to at Least X Days from Today – in coordination with the above option being selected, this setting limits the start date to at least this number of days in the future from the date of registration. (For example, if set to "2", customers cannot register for a class less than two days in advance.)
    • Limit Start Date to at Most X Days from Today – in coordination with the above option being selected, this setting limits the start date to at most this number of days in the future from the date of registration. (For example, if set to "5", customers cannot register for a class more than five days in advance.)

      IMPORTANT NOTES REGARDING NON-SESSION CLASSES AND REGISTRATION DATES:

      If there is NO future start date assigned to a non-session class, the customer can select any start date from the from the minimum date through the maximum date as defined by the  "Allow Visitors To Choose Start Date" values.

      If there IS a future start date assigned to a non-session class and the start date is PRIOR TO the maximum date as defined by the "Allow Visitors To Choose Start Date" values, customers can select any date between the defined class start date and the maximum date as defined by the "Allow Visitors To Choose Start Date" values.

      If there IS a future start date assigned to a non-session class and the start date is GREATER THAN  the maximum date as defined by the "Allow Visitors To Choose Start Date" values, customers will not be allowed to select a different start date.

      Note that all of these scenarios will honor the SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS SETTINGS>"Force Start Date to Next Available Class Date" setting if it is enabled.
  • Allow Visitors to Request a Class That is Full – this option enables the Customer Portal to accept Wait List requests if the class is full. The request must be approved by a staff member through Online Activity.

    If this option is disabled, students will not be able to enroll in a class that is full and will be shown an option to CONTACT US instead (similar to classes where the "Enable Web Registration" option is not enabled).

    (NOTE: The system will override this setting if multiple enrollments from the same family are submitted for the same opening. In this scenario, one enrollment will be approved and the others will be submitted as WAIT requests.)
    • Allow Visitors to Request a Waitlist Enrollment (When Not Full) - this option only shows if the previous option is enabled, and determines whether or not students will be able to request a Wait List enrollment if the class still has openings. The request must be approved by a staff member through Online Activity.
  • (*) Allow Visitors to Request a Makeup Enrollment – this option enables the Customer Portal to accept Makeup enrollment requests in classes which have an opening available. The request must be approved by a staff member through Online Activity. (NOTE: This option only appears if Makeup Tokens are disabled on the account.)
  • Allow Visitors to Request a Trial Enrollment – this option enables the Customer Portal to accept Trial enrollment requests in classes which have an opening available. The request must be approved by a staff member through Online Activity.
  • Allow Visitors to Request a Class for a Student that Does Not Meet Class Requirements – this will permit students which do not meet the established class requirements of age, gender and/or grade (if "Grade" is chosen on the class) to submit a request to enroll. The request must be approved by a staff member through Online Activity.
  • Allow Visitors to Request a Transfer - this will permit students to request a transfer from their existing enrollment into another class.
    • Restrict transfers to Program – If enabled, students will only be allowed to submit transfer requests to classes in the same Program as their current enrollment. If left disabled, students will be allowed to submit a transfer into any class as long as the student meets class age/gender requirements and an opening is available.
    • Restrict transfers to Level – If enabled, students will only be allowed to submit transfer requests to classes in the same Level as their current enrollment. If left disabled, students will be allowed to submit a transfer into any class as long as the student meets class age/gender requirements and an opening is available.
      • Allow Transfer into the Next Level – If enabled, students will be allowed to submit transfer requests to classes in the same or next Level as their current enrollment. “Next Level” is determined by the order of the Class Levels under SETTINGS>SETUP>CLASS SETTINGS>LEVELS.
        • Auto-Approve Transfer into The Next Level – If enabled, transfer requests to Next Level classes will be automatically approved as long as the selected class meets any other Program/Level restrictions, the student meets class age/gender requirements, and an opening is available.
      • Auto-Approve Transfers That Match Program/Level Restriction – If enabled, transfer requests will be automatically approved as long as the selected class meets any Program/Level restrictions, the student meets class age/gender requirements, and an opening is available.
        • Show Classes that do not match Program/Level Restriction – If enabled, students will still see classes that do not match Program/Level Restrictions in the results list when choosing a class to transfer into.
  • Allow Drop Request – allows customers who are already enrolled in classes to submit a request for approval to drop their current enrollments.
    • Limit Drop Date – must be enabled to limit the requested drop date to be a specified number of days in the future.  If left disabled, customers may request any drop date from the current date forward.
        • Limit Drop Date to at Least X Days from Today - customers will not be able to request drop date any closer than the specified number of days from the current date. (This value cannot exceed 90 days.)
  • Allow Visitors to Request a Drop Date on New Enrollments – allows students to enter a drop date for their new class enrollment (common for businesses that allow short-term enrollments in ongoing/recurring classes).
  • Allow Visitors to Override Default Billing Schedule – enables customers to choose one out of multiple billing schedule/tuition pairs set up on a class. This setup can be used to allow customers to choose billing plans or frequencies as described in our article about the Class Billing Tab.
  • Auto-approve Requests – enables the Customer Portal to automatically enroll students in a class where there are openings and the students meet the established class requirements of age, gender and/or grade (if "Grade" is chosen on the class). This must be enabled to allow the Customer Portal to charge for enrollments, assess anniversary fees and to collect payment.
    • Anniversary Fee – when enabled, this option will bill an additional flat fee to customers either per student or per family if their ledger does not contain an Anniversary line item charge within the number of months specified under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES. Selecting this option will reveal two additional fields: the option to charge Anniversary Fees for free classes, and a field to assign the Anniversary Fee Charge Category which will be used to create this fee on the customer’s ledger. For more information about how this fee works, visit our Anniversary Charges article.
      • Charge Anniversary Fee for Free Classes - Appears when "Anniversary Fee" is enabled. When checked, this option will bill a flat fee to customers either per student or per family if their ledger does not contain an Anniversary line item charge within the number of months specified under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES, even if the class has a $0 tuition fee attached to it. This setting applies to auto-approved ACTIVE type enrollments only.
    • Send Email Notification upon Auto-Enrollment to Email Address of Class Location – when enabled, sends an email notification to the email on file under SETTINGS>LOCATIONS when a customer completes checkout for an enrollment.
    • Auto-charge First Tuition – when this option is selected, the Customer Portal will create new charges for students that are automatically enrolled in a class. Additional fields related to charges and payments will appear once this option is selected. This option must be turned on to also bill for anniversary fees and to collect payment. Note: All enrollments which go through as requests will have to be billed manually by the staff member which approves the enrollment.
    • Require Payments for Enrollments – this option will enable/disable the requirement for customers to pay the balance of their cart at the time of checkout. If the customer does not successfully submit payment, they will not be enrolled. *Requires the use of a gateway to collect online payments.
  • Auto Created Charges, Set the Due Dates to X Days in the Future – Only appears when “Auto-Charge First Tuition” is enabled. This box will allow you to enter the number of days between the charge being incurred at checkout and the date that it’s due. This feature is primarily used by customers that do not require immediate payment of tuition.
  • Auto-charge Charge Category – Links to the "Auto-Charge Scheduler" page to set up which Charge Category will be automatically assigned to new tuition charges that are created. (Note: this link will be removed on September 1, 2020.)
  • Anniversary Fee Charge Category - Only appears when “Anniversary Fee” is enabled. Select a charge category to label the anniversary fee charge with. (NOTE: The Anniversary Fee Program will be determined by your Anniversary Charges setup under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES and the tax rate associated with that Program. Any Tax Rate associated with that Program will be used automatically.)

After making any changes to these settings, click “Save Settings”.

Class Filters

The options available in this section of the Customer Portal settings will allow you to edit which search filters are made available for the class list under Classes in the Customer Portal.

These filters include:

  • Show Age Filter
  • Show Gender Filter
  • Show Program Filter
  • Show Session Filter
  • Show Day Filter
  • Show Level Filter
  • Show Instructor Filter
  • Show Openings Filter
  • Show Search Filter

Toggle an option on/off by clicking the box next to it. After making any changes to these settings, click “Save Settings."

Need more assistance?

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