IN BRIEF
iClassPro customers on the Elite, Premium, and Enterprise subscription tiers can look up a family, a student, or an enrollment by scanning or entering a code assigned to that family or student. Codes can be entered by hand, read with a dedicated barcode scanner, or scanned with a webcam if the center chooses to turn the webcam option on.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Searching by Code
  • What Each Page Returns
  • Turning the Webcam Scanner On or Off
• Troubleshooting & FAQs
• Related Articles

Overview

Families and students can have codes assigned to them on the Codes tab of their record. Once a code exists, staff can use it to pull up that family, student, or enrollment from the FAMILIES, STUDENTS, or ENROLLMENTS page instead of typing a name. This is useful at a busy front desk, during check-in, or anywhere staff need to move through a line of customers quickly.

Code searching is included with the Elite, Premium, and Enterprise subscription tiers.

• QR codes
• Code 128 barcodes

NOTE: UPC codes are not supported for family and student code searching. UPC is used by the Point of Sale feature for products and is a separate function.

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Accessing the Feature

1. From the main navigation menu, go to FAMILIES, STUDENTS, or ENROLLMENTS.
2. Locate the Search Codes option near the search field.
3. Enable Search Codes.

NOTE: If Search Codes does not appear, your account is not on an eligible subscription tier. See Troubleshooting & FAQs below.

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Step-by-Step Instructions

Searching by Code

1. Go to the FAMILIES, STUDENTS, or ENROLLMENTS page.
2. Enable Search Codes.
3. Enter the code using one of the following methods:
   • Type the code into the search field.
   • Scan the code with a dedicated barcode scanning device connected to the workstation.
   • Select Scan via Webcam and hold the code up to the camera. This option only appears if your center has enabled it. See "Turning the Webcam Scanner On or Off" below.
4. Review the results.

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What Each Page Returns

The same code returns different records depending on which page you search from.

• FAMILIES page
  • Family code: the families associated with that code.
  • Student code: the family the student belongs to.
• STUDENTS page
  • Family code: all students in the families associated with that code.
  • Student code: the student assigned that code.
• ENROLLMENTS page
  • Family code: all enrollments for students in the families associated with that code.
  • Student code: the enrollments belonging to that student.

On the ENROLLMENTS page, your existing filters stay visible and continue to apply while code search results are displayed, so you can narrow scanned results the same way you narrow any other result set.

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Turning the Webcam Scanner On or Off

Scanning with a webcam is optional and is controlled by the center. Staff need access to the Settings page to change it.

1. From the main navigation menu, go to SETTINGS.
2. Select SETUP.
3. Select GENERAL SETTINGS, then APPLICATION PREFERENCES.
4. Enable or disable Show Webcam Scanner on Family/Student/Enrollments page.
5. Select Save.

When the setting is enabled, a Scan via Webcam button appears beneath the Search Codes checkbox on the FAMILIES, STUDENTS, and ENROLLMENTS pages. When it is disabled, the button is hidden and Search Codes remains available for manual entry and for dedicated barcode scanners.

NOTE: This setting applies to the whole account and cannot be set differently for individual locations. It is off by default for accounts that become eligible after release. Changes to this setting are recorded in the Audit Log, including the previous and new values.

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Troubleshooting & FAQs

• Why do I not see the Search Codes option?
  • Code searching is included with the Elite, Premium, and Enterprise subscription tiers only. If your account is on the Signature tier, the option is not displayed and you can continue to search by name and phone number. Contact iClassPro Sales if you would like to discuss upgrading.
• Our subscription was just upgraded, but Search Codes still is not showing. What should I do?
  • Refresh the Office Portal in your browser. Subscription changes are picked up when the page reloads.
• Can I add code searching to a Signature subscription on its own?
  • No. It is included with eligible subscription tiers and is not sold separately.
• Can I turn code searching on for one location but not another?
  • No. Both the feature itself and the Show Webcam Scanner setting apply to the entire account.
• I selected Scan via Webcam and received "Camera access unavailable."
  • Your browser blocked camera access, or no camera is connected to the workstation. Allow camera access for the site in your browser settings and confirm a camera is connected. Search Codes remains available for manual entry and dedicated barcode scanners in the meantime.
• Why did nothing come back when I scanned a code?
  • The code is not assigned to any family or student in your account. Depending on the page, the System will display "No families found.", "No students found.", or "No enrollments found." You can scan or enter another code without reloading the page.
• Can I scan a product UPC to look up a family?
  • No. Only QR codes and Code 128 barcodes are supported for family and student searching. UPC codes are used by the Point of Sale feature.
• What happens to our codes if our subscription changes?
  • Codes already assigned to families and students are kept. They are simply no longer searchable while the account is on the Signature tier, and they become searchable again if the account returns to an eligible tier.

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Related Articles

• How Do QR Codes Work with the Check-In Kiosk?
• How Can I Search for Families, Students, and Staff?
• What are the General Settings Options?
• Which Filters Are Available for the FAMILIES Page?
• Which Filters Are Available for the STUDENTS Page?
• Which Filters Are Available for the ENROLLMENTS Page?

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