IN BRIEF
The Enterprise Portal provides a centralized way to view and manage multiple iClassPro accounts while keeping each account separate. It is designed for organizations with multiple Locations or brands that need oversight, reporting, and administrative controls across accounts from a single login.
- Overview
- Accessing the Enterprise Portal
- Accounts
- Users
- Group Users vs. Enterprise Portal Users
- Family Search
- Phone Search URL for Call Centers
- Generated Reports
- Permissions
- Audit Log
- Inter-Account Validation
- Troubleshooting & FAQs
- Related Articles
The features described in this article are only available to customers subscribed to iClassPro's Enterprise Plan. For more details or to request additional information about our Enterprise Plan, please reach out to our Sales team at sales@iclasspro.com.
Overview
The Enterprise Portal allows organizations to maintain separate iClassPro accounts while still having a unified view of data across all accounts. Although multiple Locations can exist within a single account, larger organizations may benefit from separate accounts to support performance, reporting needs, or operational structure.
Using the Enterprise Portal, authorized users can log into multiple accounts, run cross-account reports, search for families, and validate data consistency without managing multiple logins.
Accessing the Enterprise Portal
Access to the Enterprise Portal is provided during onboarding.
- A unique Enterprise Portal link is sent by email when the account is onboarded.
- Login is managed through Google Login or Microsoft Azure (365).
- Any additional security requirements, such as two-factor authentication, are enforced by the selected login provider.
Session Behavior
- When a user logs in, Google or Microsoft issues a session token that is valid for approximately one hour.
- If a user is suspended or deleted while logged in, access may continue until the token expires.
Accounts
The Accounts screen lists all iClassPro accounts associated with the Enterprise Portal.
Each account entry displays:
- Account name
- Group assignment
- Account owner
- Contact information
- Location details
Selecting the key icon next to an account name logs the user directly into that account.
Important Notes
- A red banner appears at the top of the screen when logged in through the Enterprise Portal instead of directly through the Office Portal.
- All actions performed through the Enterprise Portal, including logins and logouts, are recorded in the account’s Audit Log.
- The Group Filter allows filtering the account list by selected Groups.
Users
There are two Enterprise Portal user types:
-
Admin
- Can log into the Enterprise Portal.
- Can manage other Enterprise Portal users.
-
User
- Can log into the Enterprise Portal.
- Cannot manage other Enterprise Portal users.
Enterprise Portal users authenticate using Google or Microsoft Azure (365).
Group Users vs. Enterprise Portal Users
Enterprise Portal user access is linked to Group User settings defined during Enterprise Portal setup.
- The user type assigned in the Enterprise Portal determines which Groups and Subgroups the user can access.
- Group-level permissions control what actions users can perform once logged into individual accounts.
For detailed configuration guidance, refer to the Group User Type/Level Credentials section of How Do I Set Up My Enterprise Portal Account?.
Family Search
The Family Search Feature allows searching for families across all connected accounts using the following criteria:
-
Name
- Searches guardian first name, last name, or full name.
-
Email
- Searches any email address associated with the family.
-
Phone
- Searches any phone number associated with the family.
Selecting the magnifying glass icon next to a result:
- Automatically logs into the matching account.
- Opens the FAMILIES page using the same search criteria.
Family Search Behavior Notes
- If multiple search criteria are entered, results must match all criteria.
- Account data is synchronized every 24 hours.
- Newly added or updated family data may not appear until the next sync.
Phone Search URL for Call Centers
For call centers, incoming phone numbers can be passed directly into the Enterprise Portal using a phone search URL.
- The phone number is appended to the search URL provided by iClassPro.
- Compatibility depends on whether the phone or VoIP provider supports launching a browser with a dynamic URL.
Phone Search Results Behavior
- No matches: Displays “No match.”
-
Multiple matches:
- Displays all accounts where the phone number is associated with a family.
- A green status indicator appears next to accounts with an active enrollment.
-
Single match:
- Automatically logs into the account.
- Opens the FAMILIES page with the matching family listed.
Unlike standard Family Search, phone search URLs use live account data.
Generated Reports
When logged into an account through the Enterprise Portal, select reports include a Generate for All Accounts option.
Supported reports include:
- Drop List (CLA-5)
- New Enrollments List (CLA-9)
- Aged Accounts Report (FIN-1)
- Bank Deposit Report (FIN-2)
- Program Deposit Split Report (FIN-4)
- Category List Report (FIN-6)
When enabled:
- The report runs once for each account the user can access.
- Results appear in the Generated Reports section of the Enterprise Portal.
- Expanding the report entry will display links to download the report from each account.
Selecting Download logs the user into the appropriate account and opens the report from Background Tasks.
Important Notes
- Files generated at the same time share the same filename; rename files when saving to avoid overwriting.
- Only reports generated using Generate for All Accounts appear in Generated Reports.
- Reports generated without this option only appear in the individual account’s Background Tasks.
- Visibility depends on Group and Subgroup admin permissions.
Permissions
The Permissions area allows Enterprise Portal Admins to remove account-level permissions globally.
- Permission overrides apply when users are:
- Logged directly into the Office Portal or Staff Portal.
- Accessing an account as a standard Enterprise Portal user.
For example, an Admin can remove access to specific financial reports even if the user has that permission locally.
Restrictions
- Global overrides for Application Access permissions are not allowed.
- This prevents users from being completely locked out of accounts.
If access must be fully revoked, mark the individual staff user as Inactive.
Audit Log
The Audit Log tracks actions performed by Enterprise Portal users, including:
- Group creation
- User creation or removal
- Status changes
- Administrative updates
Audit Log visibility depends on user role:
- Enterprise Portal Group Admin: All Group and Subgroup activity.
- Enterprise Portal Subgroup Admin: Activity within their Subgroup.
- Enterprise Portal User: Their own activity only.
Inter-Account Validation
The Inter-Account Validation Feature identifies naming inconsistencies across accounts for:
- Levels (Class Levels)
- Programs
- Charge Categories
Selecting an item displays:
- Each unique name
- The number of accounts using that name
This is especially important when using Power BI, which relies on exact name matches.
Best Practices
- Standardize names that appear in only one account to match names used in multiple accounts.
- Use the key icon to log into affected accounts and correct discrepancies.
Note that data updates appear in the Enterprise Portal after the next 24-hour sync, but changes take effect immediately within the individual accounts.
Troubleshooting & FAQs
-
Why do recent changes not appear in search results?
- Enterprise Portal data is synchronized every 24 hours. Newly added or updated information appears after the next sync.
-
Why can a user still access the Portal after being suspended?
- Login sessions remain valid for up to one hour due to authentication tokens issued by Google or Microsoft.