How Does iClassPro Determine Event Occupancy? – iClassPro Support

IN BRIEF
Event Occupancy reflects the number of openings available for registration in an event. iClassPro calculates Event Occupancy based on the event’s maximum occupancy, ACTIVE enrollments, temporary enrollments held in Customer Portal shopping carts, and the specific day, time, or event block being viewed. Because event 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

Event Occupancy shows how many openings remain available for registration in an event. The System determines this number based on several factors, including:

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

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

Accessing the Feature

Event Occupancy can be viewed from a number of different views in iClassPro. Each event 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 event block may display a different occupancy total.

Instructions for viewing occupancy from different views are outlined below.

Step-by-Step Instructions

Reviewing How Event Occupancy Is Calculated

iClassPro uses the following terms when calculating Event Occupancy:

ACTIVE: Active type enrollments in the specific date, time, or event block being viewed.
OPEN: The number of openings available after iClassPro subtracts ACTIVE enrollments and PENDING temporary enrollments from the event’s maximum occupancy.
- Open = Max Occupancy For Event - 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 event block being viewed.

Important Details About ACTIVE Event Enrollments

Event 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 Event Occupancy in the Office Portal

To review Event Occupancy in the Office Portal:

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

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

Viewing Event Availability in the Customer Portal

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

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

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

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

Understanding How Full Event Blocks Behave in the Customer Portal

The Allow Visitors To Request An Event That Is Full setting controls whether customers can request full event blocks.

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

Allow Visitors To Request An Event That Is Full disabled:
- Customers cannot select event blocks that are full.
Allow Visitors To Request An Event That Is Full enabled:
- Customers can still select event 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 event openings at the same time.

When a family adds an event enrollment to the Customer Portal shopping cart, iClassPro immediately creates a temporary enrollment for that event. The System then considers that temporary enrollment when other families view event 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 event enrollments, only the Checkout Reservation Timer for the Customer Portal affects event enrollments.

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

Understanding Count Event Requests Against Openings

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

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

Count Event Requests Against Openings enabled:
- iClassPro counts requests submitted for Active enrollments against the number of event 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 Event 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 event’s Customer Portal tab, requests may still be created for customers who do not meet the event requirements.

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

Troubleshooting & FAQs

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