What is the Enterprise Portal?

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, visit https://iclasspro.com/enterprise.

IN THIS ARTICLE:
Learn more about iClassPro’s Enterprise Portal option, the different views and features that are available, and how it can help you view and manage all of your different accounts from one place.

What is the Enterprise Portal?

The Enterprise Portal makes it easy for you to have a unified view of data across all of your iClassPro accounts while still having the benefits that come with separate accounts. While it is possible to have multiple Locations in a single account, there are also benefits to keeping them separate, such as ensuring optimized performance as the database becomes larger.

How do I access the Enterprise Portal?

A link to your Enterprise Portal account will be sent to you via email when your account is onboarded.

Enterprise Portal: Accounts

The main Enterprise Portal Accounts screen lists all of your iClassPro accounts, along with the owner, contact, and location information for each.

Clicking on the key to the left of the account name will log you into that account.

NOTES:

  • A red bar at the top of the screen will indicate when you are logged in via the Enterprise Portal vs. logging in directly via the Office Portal itself.
  • The Audit Log will also reflect any logins/activity performed via the Enterprise Portal.

Enterprise Portal: Users

There are TWO types of Enterprise Portal users that can be created.

  • User – this is a normal privileged staff user that will already exist in every account.
    • An Enterprise Portal “user” is associated with this account and will log in with that user’s permissions whenever they access an account.
      • Therefore, this user will still be restricted by “regular” staff permissions on each account.
      • This also means that the specific permissions can differ between accounts for this same user.
  • Admin – this is an admin-level user.
    • This user will have admin-level permissions for all accounts.

Login to the Enterprise Portal is managed via Google Login or Microsoft Azure (365). Any additional login restrictions (such as 2FA) can be established with those platforms.

NOTE: When a user logs in to Enterprise Portal, Google or Microsoft issues them a token that is valid for about one hour. Therefore, if a user account is suspended or deleted during their session, it might take up to an hour to fully process that the user no longer has access to.

Enterprise Portal: Family Search

The “Family Search” function allows you to search for a specific family across all of your accounts using any of the following criteria:

  • Name – locates families based on searching for any first name, last name, or full name of guardians associated with the family account.
  • Email – locates families based on searching for any email address associated with the family account.
  • Phone – locates families based on searching for any phone number associated with the family account.

Clicking the magnifying glass to the left of the search result will automatically log into that account and open the FAMILIES page using the same search term(s) entered in the Enterprise Portal. Note that if your search terms include multiple criteria (such as a phone number and email address), families will only be included in the results if they match ALL of the criteria.

NOTE: As account data is only synchronized once every 24 hours, searches made via this method will not take into account any information added/updated since the last data sync.

Enterprise Portal: Phone Search URL for Call Centers

If your call center software supports it, it is possible to append the number of an incoming call directly to the URLhttps://app.iclasspro.com/enterprise-portal/phone-search-link/<phone-number-goes-here>/ to identify the caller.

Check with your phone/VoIP provider to see if they support launching a new browser tab with a defined URL and the incoming caller phone number. (i.e. https://[defined url]/[phone number])

IMPORTANT NOTES:

  • If no matches are found, the system will display “No match.”
  • If multiple matches are found, the system will display all of the matches.
  • If one match is found, the system will automatically log into the account and open the FAMILIES page using the same phone number that was appended to the URL search field so that the matching family is listed in the results.
  • Unlike the other “Family Search” functions, the phone search URL DOES search against live account data.

Enterprise Portal: Inter-Account Validation

The “Inter-Account Validation” feature allows you to check for matching names for the following elements:

  • Levels (Class Levels)
  • Programs
  • Charge Categories

Clicking on a specific element (such as “Levels”) gives a list of all Level names that exist in all accounts, along with the number of accounts containing that particular name. This can be helpful to locate where a specific element name may contain a typographical error, so it can be fixed to match the other accounts. (It is particularly important that these names are consistent when running reports using Power BI, where results are based on exact matches.)

For example:

enterprise_portal01.png

In the screenshot above, the following Level names are slightly different between accounts:

  • Pengiun/Penguin
  • Shrimp/Shrimps
  • Star Fish/Starfish

Assuming that these should be consistent, it would be easiest to edit the entries that show “1” account containing the name to match the entries that exist in more accounts.

Clicking on “Click for accounts” will list the account(s) containing the incorrect name, along with a “key” icon to log into the account so you can make corrections.

NOTE: As account data is only synchronized once every 24 hours, corrections made via this method are not instantaneously visible in the Enterprise Portal.  However, they are instantaneous in the accounts themselves.

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).