IN BRIEF
This article explains how customers can make Point of Sale purchases directly from the Customer Portal. It covers accessing the Point of Sale screen, completing a purchase for themselves, purchasing a gift for someone else, and understanding how these purchases are reflected in Online Activity, the family ledger, and the POINT OF SALE > PURCHASES page. It also includes a special topic on purchasing Punch Passes.
Overview
The Customer Portal Point of Sale feature allows customers to purchase products, merchandise, or Punch Passes online. When enabled, customers can access the Point of Sale screen, browse available products, add items to a shopping cart, and complete payment using a saved payment method or by entering payment details during checkout.
If a product is intended as a gift, customers can provide recipient details so the System can send appropriate email notifications. The System also applies Cart Reservation Timeout rules to prevent multiple customers from purchasing limited-quantity items at the same time.
Note: The term “ProShop” displayed in the Customer Portal is replaced with the custom title specified in your Point of Sale settings.
Accessing the Feature
Customers can access the Point of Sale screen if the “Enable Point of Sale on Customer Portal” setting is enabled.
They will see a link to the Point of Sale page in the following locations:
- From the Dashboard
- In the toolbar at the top of the screen.
- Within the User Menu (three-line menu icon in the upper-left corner).
Selecting the ProShop link opens the Point of Sale screen.
Step-by-Step Instructions
Completing a Purchase for Yourself
After clicking the ProShop link, the Point of Sale screen will launch the Point of Sale window:
The Customer clicks on an item to bring up more details and/or add it to their shopping cart:
NOTE: Products that have been assigned to a category/subcategory will be listed on both the main product view and within the category/subcategory itself.
If the customer was logged in when adding the item to their shopping cart, they will be shown the regular shopping cart screen with the option to use their saved payment method on file to pay:
If the customer was NOT logged in when adding the item to their shopping cart, they will be prompted for their name, phone number and email address:
Note that the Cart Reservation Timeout settings are also applied to Point of Sale purchases. This is to place a temporary “hold” on items in the shopping cart to prevent situations where more than one customer attempts to purchase the same item if quantities are limited.
To add more items before checking out, click the “Visit Point of Sale” button to select more items.
After clicking PAY NOW and completing the purchase, the customer will receive a Transaction receipt for the purchase (based on the “Payment Receipt” email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>CUSTOMER PORTAL).
Click here for more information about customizing iClassPro's automated emails.
Purchasing a Gift for Someone Else
After clicking the ProShop link, the Point of Sale screen will launch the Point of Sale window:
The Customer clicks on an item to bring up more details and/or add it to their shopping cart:
NOTE: Products that have been assigned to a category/subcategory will be listed on both the main product view and within the category/subcategory itself.
Checking “This is a gift for someone else” prior to adding the item to the Shopping Cart brings up the following fields:
- First name – Recipient’s first name
- Last name – Recipient’s last name
- Phone number – Recipient’s phone number
- Email address – Recipient’s email address, used to send an email to the recipient notifying them of the gift purchase.
- Gift message - this message is limited to 250 characters and will be included in the email sent to the recipient.
- The “Point of Sale Gift from Portal” email template can be customized under SETTING>SETUP>GENERAL SETTINGS>COMMUNICATIONTEMPLATES>CUSTOMER PORTAL.
If the customer was logged in when adding the item to their shopping cart, they will be shown the regular shopping cart screen with the option to use their saved payment method on file to pay:
If the customer was NOT logged in when adding the item to their shopping cart, they will be prompted for their name, phone number and email address:
Note that the Cart Reservation Timeout settings are also applied to Point of Sale purchases. This is to place a temporary “hold” on items in the shopping cart to prevent situations where more than one customer attempts to purchase the same item if quantities are limited.
To add more items before checking out, click the “Visit Point of Sale” button to select more items.
After clicking PAY NOW and completing the purchase, the customer(s) will receive the following emails:
- The Purchaser will receive a Transaction receipt for the purchase (based on the “Payment Receipt” email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>CUSTOMER PORTAL).
- If the purchase was made for someone else, they will also receive a gift receipt (based on the “Gift Purchase Receipt” email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>CUSTOMER PORTAL).
- If the gift recipient email address was provided, then the recipient will also be sent a "You have received a [Gift]" email (based on the “Point of Sale Gift from Portal” email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>CUSTOMER PORTAL).
Click here for more information about customizing iClassPro's automated emails.
How Customer Portal Purchases Are Reflected in the System
Online Activity
If the customer was logged in when the purchase was made, the Online Activity entry will be displayed as shown below:
In the customer was NOT logged in when the purchase was made, the Online Activity entry will be displayed as shown below:
Family Ledger
If the family was logged in when the purchase was made, the Family Ledger will show three entries:
- A CHARGE entry for the purchase
- Ex: CHARGE :: Customer Point of Sale: Birthday Girl Shirt x 1
- A PAYMENT entry for the purchase amount
- Ex: PAYMENT :: Payment from Customer Portal
If the family WAS NOT logged in when the purchase was made, these entries will be reflected on the “--, Point of Sale” family account.
NOTE: The “--, Point of Sale” family account can also be used to make casual sales from within the Office Portal. Simply click the Point of Sale (tag) icon to the left of the family name to launch the Point of Sale window.
The “--, Point of Sale” family account cannot be merged with other family accounts.
POINT OF SALE>PURCHASES page
When expanding the Charge Details, the Type will be listed as “Order (Gift).”
Hovering over the “Gift” icon will show the same Gift Recipient details as displayed in the Online Activity entry:
SPECIAL TOPIC: Purchasing a Punch Pass
Since Punch Passes are connected with a specific student, the process of purchasing a Punch Pass is slightly different than making a usual purchase.
- Click the Point of Sale link to access the Point of Sale screen.
- Select the Punch Pass you wish to purchase from the main product view.
- Alternatively, click on the "Passes" category to display all available Punch Passes in one area.
- Click on the Punch Pass you wish to purchase.
- If the pass is priced per use, the System automatically calculates the total price using the “Default Number of Uses.” Families cannot select the number of punches for "Priced Per Use" passes.
- If the pass has a flat rate, the System charges the defined amount.
- Click the "Select Student" button to assign the Pass to a specific student,.
- Select ADD PASS TO CART.
- Complete checkout using the standard payment flow.
Troubleshooting & FAQs
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Why does a product in my cart show a reservation countdown?
- The System applies Cart Reservation Timeout rules to prevent conflicts when multiple customers attempt to purchase low-quantity items.
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How are products arranged under Categories/Subcategories?
- Products will be displayed alphabetically under the Category/Subcategory view unless staff have saved them in a custom order.
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Can guest users make Point of Sale purchases?
- Yes. Guests must provide their name, phone number, and email address during checkout since they cannot use stored payment methods.
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Can the “ProShop” label be renamed?
- Yes. The displayed title is controlled by Point of Sale settings in the Customer Portal configuration.
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Can the “--, Point of Sale” family ledger account be merged?
- No. This account is dedicated and cannot be combined with other family accounts.