IN THIS ARTICLE:
Learn about the various ways iClassPro allows you to create appointment bookings in the Office Portal.

• Creating an appointment booking from the FAMILIES/STUDENTS pages
• Creating an appointment booking from the APPOINTMENTS page
• Creating appointment tuition charges
• Creating an appointment booking using a Punch Pass
• Sending an Invitation for group appointments

Creating an appointment Booking from the FAMILIES/STUDENTS pages

1. From either the FAMILIES or STUDENTS page, expand the enrollments view for the family/student for whom you wish to create an appointment booking.
2. Click the NEW APPOINTMENT BOOKING button to launch the "Create Appointment Booking" window.
   • NOTE: If you launched this window from the FAMILIES page, you will be prompted to choose a student if the family has multiple students attached. If the family only has one student or if you launched the window from the STUDENTS page enrollments view, the student will be automatically selected.
     
3. The "Create Appointment Booking" window will default to the current date and will list any appointment timeslots with openings available. If no timeslots are available, you will need to adjust the date in the upper left-hand corner of the window.
4. Once you have located the appointment timeslot in which you wish to book the student, click the SELECT button to the right of the entry.
5. This will proceed to the next booking screen, where you will be able to adjust the following booking-related information (if necessary):
   • Define the SCHEDULE for the booking:
     • Frequency (Recurring/Non-Recurring)
     • Date
       • Start Date
       • End Date (optional)
         • NOTE: If "Non-Recurring" is selected for the Frequency the End Date will automatically be populated to match the Start Date).
       • Day of the Week selection
       • Date Selection
         • Timeslots will be listed for all available dates within the specified date range.
           • NOTE: If the appointment was created as "Recurring" with no end date (or with an end date greater than 13 months from the current date) timeslots will only be shown for up to 13 months.
           • Note that these dates will also be restricted based on the Frequency defined for the timeslot. That is, if the appointment timeslot was created with a "One Time" Frequency, only one timeslot will be shown regardless of the defined date range.
   • Define any OTHER booking details:
     • Override Pricing Schedule
       • Or, Create a New Pricing Schedule
     • Send Booking Email - if enabled, the family will be sent a confirmation email that the booking has been successfully created.
       • NOTE: The system will use the "New Appointment" email template located under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>"iClassPro" for this email.
6. After entering all of the required information, click one of the following options:
   • Click SAVE to create the appointment booking, and return to the FAMILIES or STUDENTS enrollment view.
   • Click SAVE & CHARGE to create the appointment booking, and launch the "New Charge" window.
   • Click CLOSE to discard the booking and close the booking screen.

Creating an appointment Booking from the APPOINTMENTS page

1. From the APPOINTMENTS page, locate the appointment timeslot for which you wish to create a booking.
   • If necessary, you can create a new appointment timeslot by clicking NEW APPOINTMENT in the upper right-hand corner of the screen.
     • Click here for more information about creating appointment timeslots.
2. Once you have located the appointment timeslot in which you wish to create a booking, click the BOOK button to the right of the entry. This will launch the "Book Appointment" screen.
3. Under the "Book Appointment" section, click SELECT STUDENT to launch the "Search Students" window and choose the student for whom you wish to create a booking.
   • If the student does not yet have a record in the system, click "Create a New Student" to launch the "New Student Wizard."
     • Click here for more information about creating student profiles using the New Student Wizard.
4. After selecting the student, adjust the following booking-related information (if necessary):
   • Define the SCHEDULE for the booking:
     • Frequency (Recurring/Non-Recurring)
     • Date
       • Start Date
       • End Date (optional)
         • NOTE: If "Non-Recurring" is selected for the Frequency the End Date will automatically be populated to match the Start Date).
       • Day of the Week selection
       • Date Selection
         • Timeslots will be listed for all available dates within the specified date range.
           • NOTE: If the appointment was created as "Recurring" with no end date (or with an end date greater than 13 months from the current date) timeslots will only be shown for up to 13 months.
           • Note that these dates will also be restricted based on the Frequency defined for the timeslot. That is, if the appointment timeslot was created with a "One Time" Frequency, only one timeslot will be shown regardless of the defined date range.)
   • Define any OTHER booking details:
     • Override Pricing Schedule
       • Or, Create a New Pricing Schedule
     • Send Booking Email - if enabled, the family will be sent a confirmation email that the booking has been successfully created.
       • NOTE: The system will use the "New Appointment" email template located under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>"iClassPro" for this email.
5. After entering all of the required information, click one of the following options:
   • Click SAVE to create the appointment booking, and return to the APPOINTMENTS page.
   • Click SAVE & CHARGE to create the appointment booking, and launch the "New Charge" window.
   • Click CLOSE to close the booking screen and discard the booking.

Creating appointment tuition charges

• Click here for information about manually creating appointment tuition charges from the "New Charge" window.
  • Note: if you launched the "new Charge" window via the SAVE & CHARGE option, begin with Step 4.
• Click here for information about creating appointment tuition charges in bulk using the "Appointments Tuition Charges" task.

Creating an appointment booking using a Punch Pass

If the feature is enabled, appointments will be displayed in the list of events available when redeeming a Punch Pass. If an appointment timeslot is selected, the system will create a one-time appointment at the date/time selected when the punch is redeemed.

• Click here for more information about redeeming Punch Passes via the Office Portal.

Sending an Invitation for group appointments

Students who have booked a group appointment will be allowed to invite others to attend, up to the maximum occupancy.  To do this:

1. After the booking has been created, launch the "Edit Booking" window.
   • From the FAMILIES/STUDENTS page, expand the enrollments view and then click the pencil/edit icon next to the appointment booking.
   • From the APPOINTMENTS page, click on the student's name to launch the "Edit Booking" window.
     
2. In the "Group" section, enter the email address and name of the student being invited to share the group appointment. (Note that the email address should be the email address used for the family's account, not a personal email address for the student.)
3. After entering the email address and student name, click the SEND INVITE button. An email invitation will be sent to the specified email address containing a link to follow to accept the invitation.
   • NOTE: If the recipient is already logged in, they will be prompted to choose a student to share the appointment.  If they do not have an account set up in the Customer Portal/Mobile App, they will be required to create one before they can accept the invitation.