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What is the Alerts Hub?

IN BRIEF
The Alerts Hub is a centralized, permission-aware panel in the iClassPro Office Portal that surfaces operational items needing attention — such as pending enrollment requests, party bookings, open notes, and failed system tasks — and lets staff navigate directly to the area where each item can be resolved. It is used to reduce the time staff spend manually checking multiple screens for outstanding work.

Overview

The Alerts Hub consolidates the operational items that staff need to act on into a single panel in the Office Portal. Instead of opening the Online Activity screen, the notes areas, and PARTIES screen separately to check for outstanding work, staff can open one panel and see everything that requires attention.

Alerts come in two forms. Grouped alerts represent a total count of outstanding items of a given type — for example, the number of pending class enrollment requests. Instance-based alerts represent a single, discrete system event — for example, a specific billing run that failed.

Alerts are informational; they do not allow staff to act on an item from within the panel. Clicking View on an alert redirects the staff member to the correct area of the System, where the action can be taken — and only if that staff member already has permission to work in that area. Alerts can also be dismissed to clear them from view. Dismissing an alert resolves only the current alert and does not stop future alerts of the same type from appearing.

The Alerts Hub is available only in the Office Portal web interface. It does not appear in the Customer Portal, the Mobile App, or the Staff Portal app, and it does not send email, SMS, or push notifications.

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Accessing the Feature

The Alerts Hub has two parts: an account-level setting that turns the feature on, and the alert panel itself that appears in the Office Portal.

To turn the feature on or configure which alerts appear, navigate to SETTINGS>SETUP>GENERAL SETTINGS>ALERTS HUB.

Once the feature is enabled and at least one alert exists, an alert (bell) icon appears in the bottom right corner of the Office Portal, with a red badge showing the total alert count. This icon is visible from any screen in the Office Portal so staff can review and act on alerts as they work.

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Step-by-Step Instructions

Enabling and configuring the Alerts Hub

  1. Navigate to SETTINGS>SETUP>GENERAL SETTINGS>ALERTS HUB. This is a global, account-level configuration that affects the entire account.
  2. Select Enable Alerts Hub. Enabling this setting turns the feature on and reveals the configurable alert types. If the feature is disabled, the alert panel does not appear and no alerts are generated for any staff member.
  3. Enable or disable individual alert types using their checkboxes. Every alert type is enabled by default, so you only need to make changes if you want to hide a specific type from the entire account. The configurable alert types are:
    • Class Enrollments Alerts
      • Class Drop Request Alerts
      • Class Enrollment Request Alerts
      • Class Transfer Request Alerts
    • Camp Enrollments Alerts
      • Camp Enrollment Request Alerts
      • Camp Modification Request Alerts
    • Appointment Bookings Alerts
      • Appointment Booking Request Alerts
      • Appointment Cancellation Alerts
      • Appointment Reschedule Request Alerts
    • Pending Absence Request Alerts
    • Party Booking Alerts
    • Open Note Alerts
      • Class Note Alerts
      • Family Note Alerts
      • Student Note Alerts
    • SMS Activities Alerts
      • New SMS Conversation Alerts
      • SMS Opt-Out Alerts
  4. Save your changes. The System stores the configuration and applies it to all future alert generation.

NOTE: iClassPro System Alerts (such as a failed transaction task or a failed billing run) are always enabled and cannot be turned off at the account level. This ensures staff are always notified of failed system processes.

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Opening the Alerts Hub

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  1. Locate the alert (bell) icon in the bottom right corner of the Office Portal. The red badge shows the total number of outstanding alerts.
  2. Click the icon to expand the panel. The icon changes into an X while the panel is open, and the panel header displays the total alert count (for example, "2 Alerts").

NOTE: The panel only displays alert groups whose count is greater than zero. Groups with no outstanding items are hidden, and this is evaluated in real time as counts change.

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Reviewing and acting on alerts

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  1. Review the alerts listed in the expanded panel. Each alert shows its type and count.
  2. Expand a grouped alert (such as Open Note Alerts or Camp Enrollments Alerts) to see its child alert types and their individual counts.
  3. Click View on an alert to navigate to the area where the item can be resolved. The destination depends on the alert type:
    • Class Enrollment Requests opens the Online Activity screen filtered to Class Enrollments — Enrollment Request.
    • Camp Enrollment Requests opens the Online Activity screen filtered to Camp Enrollments — Enrollment Request.
    • Camp Modification Requests opens the Online Activity screen filtered to Camp Enrollments — Modification Request.
    • Class Drop Requests opens the Online Activity screen filtered to Class Enrollments — Drop Request.
    • Camp Drop Requests opens the Online Activity screen filtered to Camp Enrollments — Drop Request.
    • Class Transfer Requests opens the Online Activity screen filtered to Class Enrollments — Transfer Request.
    • Camp Transfer Requests opens the Online Activity screen filtered to Camp Enrollments — Transfer Request.
    • Appointment Enrollment Requests opens the Online Activity screen filtered to Appointment Bookings — Booking Request.
    • Pending Appointment Cancellation Requests opens the Online Activity screen filtered to Appointment Bookings — Cancellation.
    • Pending Appointment Reschedule Requests opens the Online Activity screen filtered to Appointment Bookings — Reschedule Request.
    • Party Booking Notifications opens party bookings.
    • Transactions Task Error opens the background task window.

NOTE: Clicking an alert never changes the underlying task or data. It only redirects you. Any action on the item is performed in the area you are sent to, and only if you have the required permission there.

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Dismissing alerts

  1. Click the X next to an individual alert to dismiss it.
  2. The alert is removed from the panel immediately.
    • Dismissing a grouped alert clears only the current count. If a new item of that type comes in later, the alert reappears with a new count.
    • Dismissing an instance-based alert removes only that one instance. A new instance of the same type generates a new alert.

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Closing the Alerts Hub

  1. Click the X button in the bottom right corner to collapse the panel.
  2. The original alert (bell) icon returns, and the panel can be reopened at any time.

NOTE: You can also click the gear icon next to the alert count to jump straight to SETTINGS>SETUP>GENERAL SETTINGS>ALERTS HUB to adjust the configuration or disable the feature.

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Additional Notes

Staff permissions

An alert type is shown to a staff member only when both conditions are true: the alert type is enabled at the account level, and the staff member has at least View access for the corresponding task area. If a type is disabled at the account level, no staff member sees it, regardless of their individual permissions. If a type is enabled but a staff member lacks View access for that area, that staff member does not see it while others who have access still do.

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Calculating the total alert count

The count on the alert icon reflects the sum of all grouped alert counts plus one for each instance-based alert. When a group is collapsed, its parent bubble shows the combined total of all its child alerts. In multi-location accounts, counts aggregate across every location the staff member can access and are evaluated against the account's configured timezone.

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Persistence across navigation and sessions

As long as the underlying task or condition has not been completed, alerts continue to display when you refresh the page, navigate within the Office Portal, or log out and back in. A dismissed alert stays hidden until a new triggering event of the same type occurs.

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iClassPro System Alerts

Transactions Task Errors are system alerts generated automatically when a system process fails, without any staff action. These alerts may be triggered when a Bulk Charge or Payment task fails to preview or process.

Note that these errors only generate an alert when a Background Task exists for the failure.

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Audit logging of setting changes

Each time Alerts Hub settings are saved, the System records an audit log entry capturing the date and time, staff name, IP address, the action performed, and the specific alert type setting that changed along with its before and after values.

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Troubleshooting & FAQs

  • The Alerts Hub is enabled, but I don't see the alert icon. Why?
    • The icon only appears when at least one alert exists for you. If there are no outstanding items you can act on, nothing displays.
    • The panel is also hidden briefly if the System cannot retrieve alert counts, but it will return to normal once counts load successfully.
  • A coworker sees an alert type that I don't. Why is it missing for me?
    • Alert visibility depends on your permissions. If you do not have at least View access for the area tied to that alert type, the alert is hidden from you even though it is enabled for the account.
  • I dismissed an alert. Will it come back?
    • Dismissing clears only the current alert. Alerts of the same type will reappear when a new triggering event occurs, so dismissing does not suppress future alerts.
  • Can I approve a request or fix the issue directly from the panel?
    • No. Alerts are informational only. Click View to go to the correct area, then take action there using your existing permissions.
  • Do alerts appear in the Mobile App, Staff Portal app, or Customer Portal?
    • No. The Alerts Hub is limited to the Office Portal web interface, and it does not send email, SMS, or push notifications.

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Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).