IN BRIEF
The Family Settings area under SETTINGS>SETUP allows administrators to configure how the System handles family profile information, including custom fields, relationships, referral tracking, financial statement options, and enrollment-related email defaults. These settings influence both Office Portal workflows and Customer Portal/Mobile App behavior.
Overview
The Family Settings section controls several core configuration areas within family accounts. These options determine how information is collected, displayed, and communicated to families. Key configuration areas include:
- Family Custom Fields used to store additional family-specific data.
- Relationships used to define how contacts relate to students.
- Referral Sources used to track how families found the business.
- Statements used to configure financial statement formatting.
- Enrollment Emails used to define automatic email behaviors and addendum settings.
Accessing the Feature
- From the main navigation menu, go to SETTINGS>SETUP.
- Expand the Family Settings area.
Step-by-Step Instructions
The following sections outline all configuration options within SETTINGS>SETUP>FAMILY SETTINGS.
Family Custom Fields
Family Custom Fields allow you to create additional data fields within the family account template. These fields can be used to capture information not included in standard System fields.
- Custom fields can be displayed in the Customer Portal for editing by families.
- Custom field values can be inserted into Email Blasts using email variables.
More Details
- Custom fields are created and customized within this section.
- Custom fields can be text fields, dropdown lists, or other formats depending on configuration.
- These fields can help track unique information such as program preferences, secondary contacts, or administrative notes.
For complete setup guidance, refer to: How Do I Create Family and Student Custom Fields?
Relationships
The Relationships area manages labels that describe how guardians or other contacts relate to a student.
- Examples include “Mother,” “Father,” “Guardian,” or custom-defined relationships.
- These labels help staff understand how each listed adult is connected to the student in the family profile.
More Details
- Relationship labels appear in both Office Portal and Customer Portal/Mobile App experiences.
- Adding clear relationship types assists with communication, permission settings, and recordkeeping.
Referral Sources
Referral Sources allow administrators to track how families and leads learned about the business. This information is collected:
- During account creation in the Customer Portal/Mobile App.
- When staff manually create a family profile in the Office Portal.
- When a visitor submits a Lead Widget form that has the “How did you hear about us?” question turned on. (Growth Engine accounts only.)
- Automatically, when marketing tracking identifies where a Lead Widget visitor came from. If this is the case, the visitor is not asked and a System Generated Source is recorded instead.
Core options include:
- Using Add New Referral Source to create additional entries.
- Using the edit (pencil) icon to correct typographical errors in existing entries.
Important behaviors:
- If all Referral Sources are removed, the “How Did You Hear About Us?” dialog will not be required during account creation in the Customer Portal/Mobile App.
- If any Referral Sources exist, the dialog will be displayed and required.
- Lead Widgets work differently. A Lead Widget asks “How did you hear about us?” only if a staff member enabled that question for that specific widget. Enabling the question requires at least one active Referral Source of your own; if you have none, the widget will not save, even with the question enabled.
More Details
- Existing referral sources should be edited only to correct spelling errors, not repurposed.
- Because families are linked to selected referral sources, changing a label automatically updates all associated families.
- To maintain clean reporting and historical accuracy, create new referral sources instead of overwriting old labels.
- The How You Heard Summary Report (MAR-1) provides aggregated statistics for selected referral sources.
When Referral Sources Are Automatically Assigned
If Growth Engine is enabled on your account, iClassPro creates a set of System Generated Sources automatically. These are assigned when marketing tracking can identify where a lead came from, without anyone being asked.
System Generated Sources cannot be edited or deleted. They are used internally for automated labeling, and changing them would break the accuracy of past records.
System Generated Sources are never shown to customers. They do not appear during Customer Portal account creation, and they are not offered in the “How did you hear about us?” list on a Lead Widget form. Staff see them in two places: the Lead Source picker on a Lead Profile, and the Lead Source filter on the LEADS page.
Statements
Statements summarize outstanding charges, recent payments, credit balances, and the total amount due for a family.
The Statements section allows configuration of:
- Statement type (business-based or location-based).
- Display options, including which financial details appear on the generated statement.
More Details
- A statement also shows partially paid charges and their remaining balances.
- Statement configuration affects both printed and emailed statements.
For additional guidance, see Where Do I Configure Statement Options?
Enrollment Emails
This section controls defaults and configuration options for emails related to new enrollments and transfers.
Available settings include:
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Send Transfer Enrollment Notification Email By Default
- Enables the System to default-select the option when a transfer is initiated in the Office Portal.
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Send Enrollment Notification Email By Default
- Enables the System to default-select the option when a new enrollment is created in the Office Portal.
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Send Enrollment Addendum With Notification Email By Default
- Enables the System to default-select sending the enrollment addendum along with the automatic notification email.
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Email Addendum
- Defines additional information that can be appended to an enrollment notification.
- Functions as its own email variable and does not support additional variable insertion.
- Use the variable [[email_addendum]] inside any email template to include this text.
More Details
- These email defaults can reduce administrative workload by ensuring families consistently receive notifications.
- The addendum can include policies, reminders, or program-specific information.
- Because the addendum acts as a standalone variable, it must be edited directly in this section.
Troubleshooting & FAQs
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Why is the “How Did You Hear About Us?” dialog appearing in the Customer Portal when I did not intend for it to?
- The dialog appears whenever at least one referral source exists. Remove all sources to disable it.
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Why did changing a referral source title update multiple families?
- Referral sources are linked at the database level. Editing the title updates all families using that source. Create new sources instead of repurposing old ones.
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Why did a Lead get a Referral Source that nobody selected?
- If marketing tracking identified where the visitor came from, iClassPro records a System Generated Source automatically and does not ask the question. The visitor never sees that name.
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Why does my Email Addendum not support other variables?
- The Email Addendum is treated as a standalone variable. Insert the completed addendum into email templates using the [[email_addendum]] variable.
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Why are some Referral Sources not editable or deletable?
- These reasons are used internally by the System for automated labeling and cannot be modified for data integrity.
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Why do customers not see all the Referral Sources displayed to staff?
- By their nature, System Referral Sources do not appear in the Customer Portal because they are only assigned if the user submits a Leads widget/form.