Setting up a new Enrollment Period or Programs for a new school year or season can be a daunting task, but with the right steps, it can be a smooth and easy process. In this article, we will guide you through the steps to duplicate an Enrollment Period, Programs, and Classes, as well as creating new ones. We will also provide instructions on how to schedule a meeting if you need additional help with program setup.
Set Up New Term/School Year
If you have an existing Enrollment period, Programs, and Classes that you would like to use for the new school year or season, you can easily duplicate them. This will save you time and effort in setting up everything from scratch.
Duplicate Enrollment Period
If your Programs remain mostly the same from year to year and only need minor adjustments, the best way to do this is to duplicate your Enrollment Period. Doing so will also allow you to duplicate Programs, Classes, Waitlists, and/or Enrollments, which can save you a ton of time. See this article for a video and steps.
Duplicate Program(s)
Save time by duplicating Programs and their settings and then changing what you need to change. You can duplicate current OR archived Programs. When an archived Program is duplicated, it will automatically be listed under the Current Programs. See this article for a video and steps.
Duplicate Class(es)
If you have a Class with similar schedules, dates, capacities, etc., it's easier to duplicate the Class instead of starting over from scratch. See this article for steps.
Creating a New Enrollment Period from Scratch
If you do not have an existing enrollment period to duplicate, you can create a new one. If you have Enrollees who will move to another Class, you should create additional Enrollment Periods for each enrollment year. Each one should have the year or school year. Follow these steps:
Go to the Programs page. Click on the Enrollment Period component (depending on how you name them, your component might say something different). If you have not made any Enrollment Periods yet, or all of them are archived, click the "+New" button. If you already have Enrollment Periods, and need to create a new one, click the plus button in the bottom left.
Give the Enrollment Period a Label or a name. See examples listed in the component.
Then click Save. You will see a success message. Click the OK button. You should now see the Enrollment Period you just created under the "Current" tab.
From here, you'll want to create Program Options and Programs. Depending on your setup, you may need to create Classes for each of your Programs in the new Enrollment Period. You'll also want to make sure you publish the Enrollment Period before you let people enroll.
Creating a New Program from Scratch
Once you have your Enrollment Period set up, you can start creating Programs. See this article for steps on creating a new Program.
Creating New Classes
After creating a program, you can now add classes to it. See this article for steps to create one or more Classes.
With these steps, you should now be able to set up a new enrollment period or programs for a new school year or season. If you have any further questions or concerns, please do not hesitate to reach out to our support team for assistance. We are always happy to help!
Need Additional Program Setup Training?
Need Additional Program Setup Training?
If you need additional help with setting up your enrollment period or programs, you can schedule a meeting with our support team. Here's how:
Enrollsy offers a few client support options for those who have completed their implementation and have been live for more than 60 days and need additional assistance with program setup. These support meetings are for more use-case-specific questions, training, or set-up questions that Enrollsy clients want hands-on help with.
The first option is a free annual (once-per-year) account review. This meeting is a time for us to check in with each other and see how things are going. It is 30 minutes long (schedule now) and can be used for anything you wish.
The second option is a 30-minute scheduled meeting. This support meeting is for more use-case-specific questions, training, or set-up questions that Enrollsy clients want hands-on help with. We conduct this meeting using Zoom so we can be as helpful as possible. Schedule here.
How to Prepare for the First Day of Class
The following are tips to prepare you for the new school year (or the first day of class).
Pre-Enrollment
Confirm the new year setup
First, you must ensure your new Enrollment Period and/or Programs and Classes are set up correctly.
Enrollment Periods are a great way to separate "school years." You can either create a new Enrollment Period or duplicate an existing one.
Be sure you have all your Programs with pricing (if applicable) and Classes within each Program (with a capacity). See our Support Center for help in creating Programs and Classes.
TEST your Enroll Form to ensure all Programs and Classes are set up correctly. Troubleshoot here if something isn't showing up on the Enroll Form.
Check the Invoicing and payment event schedules within each Enrollment Period and Program/Class to be sure they are set up correctly. See our Support Center for help with pricing and Payment Plans.
Figure out the enrollment process
Second, figure out your enrollment process. Here are some options for enrollment:
Admin Users enroll customers. If an Admin User enrolls someone, they must manually add Invoices and/or payment plans after enrollment. Admin Users can also create an account for someone without enrolling them.
Enroll links embedded on your company website. Learn how to embed links here. Enrollsy also does web design that links directly with your Enrollsy account.
The Enroll Form link (general link for non-private Programs) is provided to your customers via email or text. Learn how to send out the Enroll Form link here.
Private Program links are sent out via email or text.
Once you figure out your process, ensure your Customers know how to enroll and access their Enrollsy account in the Customer Portal. The portal is where your Customers can make payments, change data, view enrollments, access Activities, and more!
Enrollment
Once you open enrollment, sit back and watch the enrollments come in! If you have any issues, contact us via the chat button within the Enrollsy Admin app.
Post-Enrollment
Check Payment Plans & Invoices
After enrollment, check all Invoicing and Payment Plans to ensure everything came through correctly. (Enrollsy, like every other software program, occasionally has bugs. If you experience any, please let us know via chat).
See these support articles for more assistance:
You may have to adjust Payment Plans and/or add Invoices. Depending on your Program setup, you may also want to add Discounts to individual accounts. See these support articles for help:
Confirm Documents
If any of your Programs have Required or E-signature Documents attached, you can be notified of completed Documents on the Notification Center. Learn how here. See the following support article for more help with Documents:
Update Staff
The beginning of a school year is a good time to review your staff's information, including the following:
Remove staff who are no longer there or not expected to return
Edit staff contact information
Edit staff roles & permissions
Update Instructor Class assignments
Add a photo or bio to your staff profiles
Setup Kiosk/Activities
If you are using our Activities to check in and out Enrollees and/or Instructors, learn how to set up a Kiosk. You may also need to check out the following:
Instructors
Customers
How to Prepare for the Last Day of Class
The following are tips to end the school year right and better prepare you to start summer programs.
Review balances
Firstly, review any balances BEFORE the school year ends. You can do this on any of these pages:
See this article for more information on the above ways to view balances. If someone has a balance that needs to be paid, you can send a Past Due Notice or create an Invoice and text or email it.
End enrollment
Once your current Enrollment Period(s) end, you have several choices:
Stop Class enrollments only
Stop Program enrollment
Stop ALL enrollments in the Enrollment Period
See this support article for more detailed instructions on how to do each of the above options.
Create Summer Enrollment Period(s)
If you have any Summer Programs, now is the time to start creating them. See the following support articles for assistance in creating an Enrollment Period:
Next, you can start creating your Programs and Classes. See the following article for help:
Move current Enrollees
If any current Enrollees need to be enrolled or moved to the Summer Program, you have some options:
An Admin User can enroll them. Admin can also add another Enrollee to an existing Account.
You can send out the Enroll Form, and they can enroll themselves
Other Important Tips
Other tips to keep in mind when the school year ends (and summer begins):
Test Summer Program enroll links to be sure they are set up correctly
Need to enroll someone from a Waitlist? Here's howFin