How Does iClassPro Determine Camp Occupancy? – iClassPro Support

IN BRIEF
Camp Occupancy reflects the number of openings available for registration in a camp. iClassPro calculates Camp Occupancy based on the camp’s maximum occupancy, ACTIVE enrollments, temporary enrollments held in Customer Portal shopping carts, and the specific day, time, or camp block being viewed. Because camp enrollments may vary by selected days or blocks, each day, time, or block may show a different occupancy total.

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

Overview

Camp Occupancy shows how many openings remain available for registration in a camp. The System determines this number based on several factors, including:

The maximum number of enrollments allowed for the camp
The specific date, time, or camp block being viewed
The type of enrollment
Temporary enrollments currently held in Customer Portal shopping carts
Customer Portal settings that determine how camp requests and full camps behave

Only ACTIVE enrollments take up a spot in the camp. Temporary enrollments also affect occupancy while they exist, such as when a family adds a camp enrollment to the Customer Portal shopping cart but has not completed checkout yet.

Accessing the Feature

Camp Occupancy can be viewed from a number of different views in iClassPro. Each camp includes the Allow Parents To Choose Days option on the Customer Portal tab. When this option allows families to choose individual days or blocks, each day, time, or camp block may display a different occupancy total.

Instructions for viewing occupancy from different views are outlined below.

Step-by-Step Instructions

Reviewing How Camp Occupancy Is Calculated

iClassPro uses the following terms when calculating Camp Occupancy:

ACTIVE: Active type enrollments in the specific date, time, or camp block being viewed.
OPEN: The number of openings available after iClassPro subtracts ACTIVE enrollments and PENDING temporary enrollments from the camp’s maximum occupancy.
- Open = Max Occupancy For Camp - ACTIVE - PENDING
PENDING: Temporary enrollments being held in the Customer Portal shopping cart at the time the occupancy count is viewed.
WAIT LIST: WAIT type enrollments in the specific date, time, or camp block being viewed.

Important Details About ACTIVE Camp Enrollments

Camp enrollments are considered ACTIVE for a period of time starting with the first selected block and ending with the last selected block.

For example, if a student is enrolled only on May 5 and May 8, iClassPro considers the student’s enrollment active from May 5 through May 8. This means the enrollment also affects occupancy for May 6 and May 7.

Viewing Camp Occupancy in the Office Portal

To review Camp Occupancy in the Office Portal:

Open the camp you want to review.
Locate the Camp Occupancy icon.
Select the Camp Occupancy icon to expand the occupancy details.
Review the occupancy information for each listed day, time, or camp block.

The occupancy details may vary by day, time, or block, especially when the camp allows families to choose specific camp days.

Viewing Camp Availability in the Customer Portal

The Customer Portal does not display true Camp Occupancy totals, such as the combined ACTIVE and OPEN spot counts. Instead, customers can see whether camps are full or whether blocks are available.

On the Customer Portal booking page, each camp displays an availability indicator:

Open: The camp has openings available.
Full: The camp does not currently have openings available.

When a customer views a camp with openings, the Customer Portal lists each camp block separately. Blocks may also include indicators showing whether a specific block is full.

Understanding How Full Camp Blocks Behave in the Customer Portal

The Allow Visitors To Request A Camp That Is Full setting controls whether customers can request full camp blocks.

This setting is located under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION.

Allow Visitors To Request A Camp That Is Full disabled:
- Customers cannot select camp blocks that are full.
Allow Visitors To Request A Camp That Is Full enabled:
- Customers can still select camp blocks that are full.
- The enrollment is submitted as a WAIT type request instead of an ACTIVE enrollment.

Understanding Checkout Reservation Timers

The Checkout Reservation Timer helps prevent issues when several customers try to register for a limited number of camp openings at the same time.

When a family adds a camp enrollment to the Customer Portal shopping cart, iClassPro immediately creates a temporary enrollment for that camp. The System then considers that temporary enrollment when other families view camp availability.

This helps preserve the selected opening while the family completes checkout.

Important Details About Checkout Reservation Timers

Because the Enrollment Wizard does not currently support camp enrollments, only the Checkout Reservation Timer for the Customer Portal affects camp enrollments.

For more information, refer to the Knowledgebase article about the Checkout Reservation Timer for the Customer Portal.

Understanding Count Camp Requests Against Openings

The Count Camp Requests Against Openings setting determines whether pending camp enrollment requests count against camp occupancy totals.

This setting is located under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION.

Count Camp Requests Against Openings enabled:
- iClassPro counts requests submitted for Active enrollments against the number of camp openings.
- This helps preserve a first-come, first-served registration process.
- Once staff process the requests from Online Activity, any remaining spots open back up for new registrations or requests.
Count Camp Requests Against Openings disabled:
- Requests do not count against the number of openings shown in the Customer Portal.
- Requests do not count against the number of openings shown in the Office Portal.

Additional Details About Auto-Approved Requests

If Auto-Approve Requests is enabled on the camp’s Customer Portal tab, requests may still be created for customers who do not meet the camp requirements.

This applies when the related camp requirement options are enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION.

Troubleshooting & FAQs

Why does a camp show different occupancy totals for different days or blocks?
- Each camp day, time, or block may have a different occupancy total, especially when Allow Parents To Choose Days is enabled on the camp’s Customer Portal tab. iClassPro calculates occupancy based on the specific date, time, or camp block being viewed.
Do WAIT enrollments take up openings in a camp?
- No. WAIT type enrollments appear as WAIT LIST enrollments for the specific date, time, or camp block being viewed, but they do not take an ACTIVE opening.
Why does a camp opening disappear before a customer finishes checkout?
- The Checkout Reservation Timer creates a temporary enrollment when a family adds a camp enrollment to the Customer Portal shopping cart. That temporary enrollment counts as PENDING while the family completes checkout.
Why can customers request a camp block that is already full?
- Customers can request full camp blocks when Allow Visitors To Request A Camp That Is Full is enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION. The enrollment is submitted as a WAIT type request.
Why are pending camp requests reducing the number of available openings?
- Pending requests reduce openings when Count Camp Requests Against Openings is enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION. Once staff process the requests from Online Activity, any remaining openings become available again.