How Does iClassPro Determine Camp Occupancy?

IN THIS ARTICLE:

Learn about how iClassPro calculates Class Occupancy, including system settings that may affect how it is displayed.

What is Camp Occupancy?

Simply put, Camp Occupancy reflects the number of openings available for registration in a given camp based on factors such as the maximum number of allowed enrollments, the specific date/time or camp block being viewed, and the enrollment type.

Only ACTIVE enrollments take up a spot in the camp, as well as any temporary enrollments that exist at the time the occupancy count is viewed.

How is Camp Occupancy calculated?

iClassPro has established the following definitions of Occupancy terms for camps:

  • ACTIVE = Active type enrollments in the specific date/time or camp block being viewed.
  • OPEN = the sum of the following (where "-" indicates subtraction):
    • [Max occupancy for camp]
    •  - ACTIVE
    • - TEMPORARY ENROLLMENTS (at the time the occupancy count is viewed)
  • WAIT LIST = WAIT type enrollments in the specific date/time or camp block being viewed.

How Do I View Camp Occupancy in the Office Portal?

Each camp has an option on the Customer Portal tab to “Allow Parents to Choose Days.” Because of this, it is possible that each day/time or camp block may have a different occupancy total.

To view Camp Occupancy, click the “Camp Occupancy” icon to expand the occupancy table:

camp_occupancy01.png

How Do I View Camp Occupancy in the Customer Portal?

While true Camp occupancy (total of ACTIVE/OPEN spots) is not displayed in the Customer Portal, the customer will be able to see which camps are full or have blocks available.

On the Booking page itself, the camp(s) will display indicators noting whether it is “Open” or “Full”:camp_occupancy02.png

 

When viewing a camp with openings, each camp block is listed separately, with indicators to note any blocks that are full.

If the option to “Allow Visitors To Request A Camp That Is Full” is disabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION, customers will not be able to select any blocks that are full.

camp_occupancy03.png

If the option is ENABLED, customers will still be able to select blocks that are full, but the enrollments will be submitted as a WAIT type request.

What other settings affect Camp Occupancy?

  • Checkout Reservation Timers - The Checkout Reservation Timer helps to alleviate issues where several customers are vying for a limited number of openings in a camp at the same time.  By immediately creating a “temporary” enrollment in a camp when a family adds an enrollment to their Shopping Cart during the enrollment process, this enrollment is then taken into consideration when other families look at camp availability.
  • Count Camp Requests Against Openings - the Customer Portal has a setting for Camps that allow you to determine whether pending enrollment requests will be counted against occupancy counts.  This setting is located under: SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION>”Count Camp Requests Against Openings.”
    • If enabled, this setting will count any requests which are submitted for Active enrollments against the number of openings in the camp to preserve the “first come, first serve” method of registration. Once the requests are processed (approved or denied) from Online Activity, any remaining spots will open back up for new registrations/requests.
      • If “Auto-approve Requests” is enabled on the camp’s Customer Portal tab, requests would be from customers that do not meet the established camp requirements (if these options are enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION).
    • If the setting is disabled, requests do not count against the number of openings shown in either the Customer Portal or the Office Portal.

Need more assistance?

Call us at 877-554-6776. Our business hours are Mon–Sat, 9am–9pm (CT).