ONLINE ACTIVITY OVERVIEW

Processed By: Customer Support Team

Overview

The Online Activity (OA) window is a list of notifications of activity from the Customer Portal. To view the Online Activity window, go to the home page, click Online Activity icon at the bottom of every page in iClassPro. When you receive new requests the Portal icon will display a red area with the number of notifications. When you have processed all the activity, the icon will not show a notification area -- as seen below. If you have one of the Online Activity-related List Widgets installed on your Dashboard, clicking on the widget will also launch the Online Activity window.

Types of OA

Absence - Future absence requests
Autopay - Saved payment info updates dismiss OA
Payments - Online payments dismiss OA
Gift Card - eGift card purchases
New Accounts - New account created dismiss OA
Enrollments - New enrollments & enrollment requests.

Drop - Enrollment Drop requests
Transfers - Enrollment Transfer requests
Parties - New party bookings dismiss OA
Policies - Policy acceptances/rejections dismiss OA
Students - New student added dismiss OA
Online Orders - Point of Sale purchases dismiss OA
Opt Out - Family has opted out of recurring billing dismiss OA

Deletion Request - In accordance with Apple guidelines, the iOS version of the Mobile/Branded App must offer a way for customers to request the deletion of their account. If a customer submits this request, an alert will be displayed in the Online Activity. However, it must be noted that this is simply a notification and we do not automatically delete any accounts.

Note: It is important to note that deleting family/student accounts will also delete enrollment and/or ledger history.

Online Activity Window

The default filters are all Types of notifications with the 10 notifications per page sorted from oldest (at the top) to newest (at the end). Results can be filtered by type, pending or approved status, or whether or not there are notes with the enrollment.

Change the Type of activities, activities with Notes or activities by Status for an easy way to process enrollment requests, review payments or new accounts, and more.

The More You Know

To quickly view only online activity which requires approval, change the STATUS drop down to "Pending."
Entries related to future absences may show multiple times if weeks are reported at a time.
When approving Transfer requests, the system will check to see if a future drop date already exists on the enrollment that is being transferred. If a future drop date exists, the drop date on the new transferred enrollment will be auto-populated to match.
If the class being transferred into has an end date set (either by Class End Date or Session End Date) that is BEFORE the drop date being carried over, the drop date will be adjusted to match the class end date instead.
A field will also be displayed to allow you to specify a “Drop Date For Previous Class.”
This field will auto-populate with the day before the transfer date, unless any drop date exists on the original enrollment that is prior to the transfer date. In this case, the “Drop Date For Previous Class” will auto-populate with that existing drop date.
Modifying the “Drop Date For Previous Class” field will automatically update the drop date that is associated with the original class enrollment.
iCP does not allow multiple transfers from a single enrollment. If a transfer already exists from the selected enrollment, an error message will be displayed.

Mass Action

The Approve, E-mail, and Dismiss buttons all work by using the checkboxes on the left side of the screen next to each notification. You can complete these three tasks (approve, e-mail, and dismiss) for multiple accounts at once by checking off multiple requests (or use the check all box)-- saving your staff time and effort! For more about each feature, read about them below.

The More You Know

Approve Button: For actions that require approval (filter these out by using the "Pending" Status), use the Approve button for all checkboxes to approve multiple requests at once!

Best Practice: View all the requests on a page before approving them this way. While you are in the individual request views, you can deny any requests you do not wish to approve. There is not a mass Deny button.

Dismiss Button: Actions that do not require approval will have an "x" button for dismissal on that OA line. You can also mass dismiss these actions (such as new account creations, payments, and autopay updates) by checking the boxes next to those activities and clicking the Dismiss button at the bottom of the window!

NOTE: Items without an (x) Action icon MUST be approved or denied. To prevent human error, they cannot be dismissed. If you have an item with an (x) Action icon selected and click Dismiss, you will receive an error message.

Email Button: E-mail families from the Online Activity window. This email screen can be used to communicate with multiple families or with one family at a time.

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