How Do I Use the Event Enrollment Wizard? – iClassPro Support

IN BRIEF
The Event Enrollment Wizard guides staff through enrolling students into events, selecting event blocks, generating charges, and completing checkout in a single, guided workflow. It can be launched from multiple areas of the Office Portal and is designed specifically for event enrollments.

Overview
Accessing the Feature
Step-by-Step Instructions
Staff Permission Requirements
- Page Permissions
- Task Permissions
Troubleshooting & FAQs
Related Articles

Overview

The Event Enrollment Wizard provides a streamlined process for enrolling students into events and completing payment. Unlike the Class Enrollment Wizard, the Event Enrollment Wizard is event-specific and does not include filtering options when selecting an event.

Important notes:

The Event Enrollment Wizard is used for event enrollments only.
If a student needs to be enrolled in both a class and an event, each enrollment must be completed separately.

NOTE: If a student will be enrolled in both a class and an event, we recommend NOT collecting payment until both enrollments have been created to ensure that a single payment is made and only one transaction fee is charged. Staff can use the “Charge to Account” option from the Enrollment Wizard shopping cart to bypass the payment process.

Accessing the Feature

Event Enrollment Wizard settings can be customized under: SETTINGS>SETUP>EVENT SETTINGS>EVENT ENROLLMENT WIZARD SETTINGS

These settings control default behaviors used during the event enrollment process.

For additional configuration details, see What Are the Event Settings Options?.

The Event Enrollment Wizard can be launched from multiple areas of the System:

From the FAMILIES or STUDENTS page:
- Expand the Enrollments view and select the New Event Enrollment Wizard icon.
From the EVENTS page:
- Expand the Enrollments view and select the New Event Enrollment Wizard icon.
From the CALENDAR page:
- Select a specific event from the Calendar to launch the details view.
- Select the New Event Enrollment icon next to Enroll Student.

Step-by-Step Instructions

Select the Student

Search for the student by name or phone number associated with the family.
Select the appropriate student to continue.
If needed, select Create a New Student.

Select the Event

If launched from the FAMILY or STUDENT view, select the appropriate event from the list.
If the wizard is launched from the EVENTS or CALENDAR view, that specific event is automatically selected.

Important Note: Event selection does not include filtering options.

Enrollment Details

Select the Enrollment Type (ACTIVE/WAIT).
Select one or more Event Blocks.
Confirm the Charge Category, which will auto-populate based on the assigned Event Type.

Optional Enrollment Options

Enable Override Tuition and enter a custom amount, if needed.
Enable Send Enrollment Email to notify the family.

Select Next to continue.

User Defined Questions

If User Defined Questions are configured for the event, answer all required questions (indicated with a red asterisk).
Select Next to continue.

Notes

(Optional) Enter additional notes or information for staff reference.
Select Next.

Review and Add to Cart

Review all enrollment details.
If changes are needed, use the navigation menu on the left to return to the appropriate step.
Select Add to Cart.

Checkout

(Optional) Select Enroll Another in a Class or Enroll Another in an Event to create another enrollment.
- ENROLL ANOTHER IN A CLASS
  - Launches the Class Enrollment Wizard and prompts the staff member to choose a student to enroll.
- ENROLL ANOTHER IN An EVENT
  - Re-launches the Event Enrollment Wizard and prompts the staff member to choose a student to enroll.
- NOTE: depending on their permissions, staff may only see one of these options.
Select or enter payment details.
Select Process Payment to complete the enrollment.
Tuition charges created during checkout will default the due date to the current date. These dates may be edited later if payment is not collected immediately.

Staff Permission Requirements

Staff members must have the following minimum permissions to complete all Enrollment Wizard steps:

Page Permissions

Families – VIEW
Students – VIEW
Events – VIEW
Calendar – VIEW

Task Permissions

Families/Students – FULL
Enrollment – FULL
Payment – FULL
Charge – FULL

Troubleshooting & FAQs

Why do I not see filtering options when selecting an event?
- The Event Enrollment Wizard does not include event filtering options. Events must be selected directly from the list or launched from a specific event.
Can I enroll a student into a class and an event at the same time?
- Yes, if you have the appropriate permissions. The Class Enrollment Wizard requires permission to access the CLASSES page, and the Event Enrollment Wizard requires permission to access the EVENTS page.
  - If a staff member lacks permission to access either of these pages, they will not see the option to “Enroll Another” for that particular type of enrollment.
Why is an event already selected when the wizard opens?
- When launched from a specific event or Event View, the wizard automatically selects that event for enrollment.
Why does the enrollment not appear immediately after adding it to the cart?
- Event enrollments are not created until checkout is completed.