What Other Settings Impact the Customer Portal? – iClassPro Support

IN BRIEF
Several System settings outside of the Customer Portal configuration can directly affect what customers see and experience when using the Customer Portal or Mobile App. These settings control visibility, branding, policies, payments, registration behavior, and staff information, and should be reviewed as part of any Customer Portal setup or troubleshooting process.

Overview
Accessing the Feature
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

The Customer Portal does not operate in isolation. Many settings throughout the System influence how information is displayed, which options are available to customers, and how actions such as registration, payment, and agreement acknowledgment function. Understanding these related settings helps ensure a consistent and intentional Customer Portal experience for families.

Accessing the Feature

There is no single menu location for all Customer Portal–impacting settings. Instead, these options are managed across multiple areas of Settings, depending on the type of information being controlled.

Common navigation paths referenced in this article include:

SETTINGS>LOCATIONS
SETTINGS>POLICIES
SETTINGS>SETUP
SETTINGS>TRANSACTIONS
SETTINGS>CHECK-IN KIOSK

Step-by-Step Instructions

Staff "Customer Portal Bio"

The "Customer Portal Bio" section of the Staff Details will be visible to customers if the Customer Portal Staff Page is enabled.

Location Details

Under SETTINGS>LOCATIONS, the details added to your location information can impact the functionality of the Customer Portal. The address, phone number and web address linked to your Customer Portal will come from the location settings. Additionally, any overrides located under the location details for the Customer Portal header or color scheme will impact the way the branding for the location appears in the Customer Portal.

Policies

Family Policies

Located under SETTINGS>POLICIES>FAMILY, the family policies area allows you to enter information about your business’ expectations from customers. To relay this information, the family policies are split into three sections for “Rules, Terms and Conditions”, “Waiver”, and “Billing Authorization”. All customers (new or existing) will be prompted to agree to your established policies the first time they use the Customer Portal and also any time they use the Customer Portal after the policies are updated.

For more information about these policies, visit our article on Family Policies.

Student Policies

Located under SETTINGS>POLICIES>STUDENT, the student policies area allows you to create individual agreements which will need to be signed for each student within a family. Unlike Family Policies, customers have the option to not agree to a student policy for one or all students.

To read more about how this works, visit our article on Student Policies.

Referral Sources

When a new customer first signs up through the Customer Portal, iClassPro will ask that customer how they heard about your business. This question is a required part of the signup process, so your business must have one or more options entered for the customer to choose from. These options can be created under SETTINGS>SETUP>FAMILY SETTINGS>REFERRAL SOURCES.

If all Referral Sources have been removed, the "How Did You Hear About Us" dialog will not be displayed when creating a family account via the Customer Portal/Mobile App. If ANY Referral Sources exist, the dialog will be displayed and will be required.

Tax Rates

A tax rate will be automatically selected when creating charges related to tuition or anniversary fees. There are separate options for each Location if there is more than one active Location set up on your account. Tax rates are attached to Programs under SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS and will be applied according to the Program attached to the class or assigned to Anniversary Charges under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES.

NOTE: There will be an option on each class/camp to override the inherited tax rate or to make that particular class/camp tax-exempt.

Auto-Charge Scheduler

The Auto Charge Scheduler allows you to configure the Charge Category used for auto-created class tuition charges, such as those created via the Customer Portal, Mobile App, or New Enrollment Wizard. Auto Charge Schedulers can be associated with a specific Billing Schedule to allow the system to assign different Charge Categories based on the Billing Schedule linked to the student's enrollment.

To read more about how this works, see our "What Is the Auto Charge Scheduler?" document.

Camp Settings

Each camp you set up has settings on the "Customer Portal" tab that will determine whether or not the camp is visible on the Customer Portal, whether or not the camp allows online registration, and if camp enrollments will be auto-approved.

Likewise, the "Allowed Registration Dates" on the "Details" tab determine when the camp is actually visible on the Customer Portal.

Customer Staff Display

The "Customer Staff Display" setting under SETTINGS>SETUP>STAFF SETTINGS>STAFF OPTIONS determines how Instructor names are displayed in the Customer Portal for both Class/Camp listings and the Staff Bio page (if these are enabled).

Accepted Card Types

The settings under SETTINGS>TRANSACTIONS>CONFIGURE ACCEPTED CARD TYPES will determine which card types will be accepted and which card logos are displayed when entering payment details.

List Visa as an Accepted Card Brand and Display Logo – when enabled, the Visa logo will show when the customer adds payment information. NOTE: This option must be enabled to allow Visa card details to be stored and processed. The Visa card brand must also be enabled within your gateway settings; check with your processor if you receive error messages that the card is not accepted.
List MasterCard as an Accepted Card Brand and Display Logo – when enabled, the MasterCard logo will show when the customer adds payment information. NOTE: This option must be enabled to allow MasterCard details to be stored and processed. The MasterCard card brand must also be enabled within your gateway settings; check with your processor if you receive error messages that the card is not accepted.
List Discover as an Accepted Card Brand and Display Logo – when enabled, the Discover logo will show when the customer adds payment information. NOTE: This option must be enabled to allow Discover card details to be stored and processed. The Discover card brand must also be enabled within your gateway settings; check with your processor if you receive error messages that the card is not accepted.
List American Express as an Accepted Card Brand and Display Logo – when enabled, the American Express logo will show when the customer adds payment information. NOTE: This option must be enabled to allow American Express card details to be stored and processed. The American Express card brand must also be enabled within your gateway settings; check with your processor if you receive error messages that the card is not accepted.

QR Code Settings

Under SETTINGS>CHECK-IN KIOSK, the Auto-Generate QR Codes for Customer Portal setting allows the system to automatically generate and assign a QR code to a family and/or student if one does not exist when they access their account in the Customer Portal.

NOTE: The SETTINGS>CHECK-IN KIOSK>"Enable QR code scanning" option must be enabled for this setting to appear.

Troubleshooting & FAQs

Why is a required signup question not appearing in the Customer Portal?
- If no Referral Sources exist, the “How Did You Hear About Us” dialog will not display.
Why is a staff member not visible to customers?
- Confirm that the Customer Portal Staff Page is enabled and that a Customer Portal Bio exists for the staff member.
Why is tax being applied incorrectly to a class or camp?
- heck whether the class or camp has overridden the Program tax rate or has been marked tax-exempt.