The following are some of the frequently asked questions concerning enrollment in Enrollsy.
How do I know if someone completed enrollment?
If you have a Customer who says they completed enrollment, but you can't find them in Enrollsy (they don't have an account), the Customer probably didn't complete the enrollment process. You can verify this by going to the Submissions/Leads page.
Enrollsy captures "Leads" from anyone who enters at least one piece of contact information on your Enroll Form but does not complete the enrollment process. If a person shows up on this list, that means they did not complete enrollment.
On this page, you can view the following information:
The date and time the person attempted to enroll under the "Captured" column
Any Lead Tags added by an Admin user
The first and last name of the Customer
The email address of the Customer
The cell phone and/or work phone (if inputted)
The Location and Program name (if inputted)
Any internal notes added by an Admin user
You can edit any of the below information on a Lead by clicking the pencil icon beside the lead:
First & Last Name
Email Address
Cell Phone or Work/Home Phone
Location
Internal Notes
You can send leads a text message (if they provide a cell phone number). Check the boxes and click the SMS button to the right to write a text.
If you prefer to email them, check the boxes and click the Email icon to copy the email addresses (for those who provided one). The email addresses will be copied to your computer's clipboard. Paste the email addresses into your email provider (i.e., Outlook, Gmail, etc.) to send an email.
Can a Customer enroll if they have an Enrollsy Account?
When a current Account Holder/Customer enrolls and enters the same email address they currently have on their existing Enrollsy Account; the system will prompt them to load their current information:
The Customer will need to press "Load customer" to use their current email. When that happens, the system will input all the Customers' current information into the Enroll Form. If the Customer chooses "Cancel," they must fill out the Enroll Form anew. None of their information will load into the Enroll Form.
NOTE: If the Account Holder's email address has CHANGED, and they have an Enrollsy Account, an Admin User should change the email address on their side. Then the Account Holder should log in using the new email address.
How do Customers pay at enrollment?
Customers who enroll in a Program or Class with a required fee through the Enrollsy App or a public or private link will eventually reach a payment step on the Enroll Form.
Depending on the merchant account you have opted for, Customers can pay by Electronic Check (ACH) or Credit/Debit Card. You can also enable a Pay Later option. Contact support and we can set that up for you. Additionally, the 'Pay Later' feature provides customers the ability to complete their enrollment without making an immediate payment, offering greater flexibility for both businesses and users.
For Programs and Classes with a required fee, Customers will not be able to complete their enrollment until they have selected one of the options you allow for.
For a Customer to skip payment upon enrollment, they will need to use a Coupon Code or have an Admin enroll them as a signed-in user. Or you can set up the Pay Later option. The 'Pay Later' feature enables customers to finalize registration without entering a payment method, which can be advantageous for businesses that allow alternative payment methods or plan to collect payment at a later stage.
Once activated by Enrollsy staff, this option will be universally visible on the enrollment form, giving all users the choice to defer payment during registration. If you are interested in this option, please contact us via chat.
Check out this article to learn how to enroll someone as an Admin.
How to allow enrollment for future birthdates?
Enrollsy allows enrollment of those with birthdates into the future. One possible use-case is infants yet to be born.
When enrolled, the Enrollee will show up in the Unassigned section. However, if you have "Auto Assign Enrollments" on, it automatically assigns Enrollees in a Class (if there is only one Class in the Program).
How do I change an enrolled date?
Enrollsy allows Admin users to change the date someone enrolls. To do this, follow these steps:
Head to the Enrollee's tab (by searching for their name in the top search bar or clicking on their name under the Enrollee/Table page or Class page).
Under Programs, you will see their Enrolled date in the upper-right corner. Click the pencil icon to change the date and/or start time.
How do I duplicate Enrollments?
When you duplicate an Enrollment Period, you have the option to not only copy Programs, Classes, and Waitlists, but also Enrollments.
That means at the time of duplication; Enrollees can be copied into the new Enrollment Period inside their Programs and Classes! This is especially useful if you tend to keep the same students year-to-year (or month-to-month), but need to track history in this way.
Follow the steps below to duplicate Enrollments:
Step 1 - Duplicate Icon. Click on your Enrollment Periods, then under the Enrollment Period you want to duplicate, click on the duplicate icon (plus button in a double square).
Step 2 - Rename the Duplicated Enrollment Period. The system will automatically rename the Enrollment Period to the same name with "copy" in parentheses. You will want to rename the Enrollment Period.
Step 3 - Choose Duplicate Enrollments. Choose the options you want (including "Duplicate Enrollments"), then click "Duplicate."
Step 4 - Click Duplicate. Click the "Duplicate" button and the Enrollment Period along with all checked options will be duplicated.
How do I deactivate an Enrollment?
Let's face it, not everyone sticks around for the long haul. You will need to know what to do when someone cancels or withdraws from a program. You can deactivate an enrollment (which keeps the history of the enrollment) or you can deactivate and delete the enrollment (which deletes the enrollment and no history of it is kept).
NOTE: Deleting an Enrollment DOES NOT delete the Enrollee or the Account.
What Deactivating an Enrollment will and will not do
What Deactivating an Enrollment will and will not do
Deactivating an Enrollment WILL DO the following:
Remove the Enrollee enrolled from their Class assignment
Turn off Auto-Billing for that Enrollment, meaning that Invoices will not be automatically added to the Account
Remove any Payment Plans attached to the Enrollment, meaning that any payment events will not be added to the Account
Make the Enrollment INACTIVE, and to view it, you will need to show Inactive Accounts, which can be done on the Enrollee page under each of the three tabs (Table, Activity, and Documents)
Deactivating an Enrollment WILL NOT do the following:
Make the account inactive. Check out "What happens when an Account is deactivated."
Remove any current Invoices. These must be zeroed out by adding a credit or deleted.
Zero out the account balance. (Any unpaid charges for this enrollment will remain on the account unless you remove them)
Remove any data permanently
Turn off Auto-Pay for that Enrollment. If any balance is on the Account, Auto-Pay WILL run again to collect the balance. If you want Auto-Pay off, you will have to turn it off on the Account manually
Follow these steps to either deactivate an Enrollment by Account or by Class.
Option 1 - Deactivate an Enrollment by Account
Step 1 - Find the Enrollee using the search bar at the top of Enrollsy. Click on their name then click on the Enrollee's name to get to their page.
Step 2 - Under that Enrollee's name tab (NOT the Billing tab), find the program they are withdrawing from and flip the switch to deactivate them.
Step 2b - You can also click on "Actions" and select "Edit Enrollment" in the dropdown menu. A new window will open where you will see the current enrollment checked. Here you can remove the Enrollee from the current Class (uncheck the box of the current Class).
NOTE: When you edit an enrollment in this manner, you will see a notice pop up at the bottom of the screen that says, "Enrollments successfully changed! Payment Plans NOT changed, navigate to the Billing tab to make any necessary changes." This means that if the Class you changed was assigned to a Payment Plan, that Payment Plan will no longer be assigned to that Class. You will need to click on the Billing tab and reassign the Payment Plan to either a new Class or to the Program. See this support article for how to fix invalid Payment Plans.
Option 2 - Deactivate Enrollments by Class
Step 1 - Find the Class the Enrollee is in on the Classes page and check the box to the left. Reassign them to the Unassigned List by clicking "-Class" or "Reassign" or "-Day" (depending on your setup). This will remove the Enrollee from that Class/Enrollment..
Step 2 - If the Enrollee is moved to the Unassigned List, select the Enrollee in the Unassigned List and click "Remove" to deactivate or deactivate & delete the old enrollment. If the Enrollee does not show up, then the enrollment has been removed.
Reactivate an Enrollment
To reactivate an Enrollment, simply switch the toggle button back on.
How do I delete an Enrollment?
f someone accidentally enrolled in the wrong Program or Class (or is no longer enrolled), you can delete the Program from the Enrollee's Account. Follow the steps below to delete one or more Enrollments.
If you need bulk deletion of Enrollments, this article will show you how to do that.
IMPORTANT INFO ON DELETING ENROLLMENTS
Please do not delete the enrollment if you think you need it. We cannot undelete enrollments; you or the customer will have to re-enroll into the Program/Class. When you delete an Enrollment, the Program and Enrollee (if this information was previously showing) will also be deleted from the Transaction History. Also, all Payment Plans and Invoices associated with this Enrollment will be deleted.
Step 1 - Find the Enrollee - Search the Account and find the Enrollee. Click on the Enrollee's name (the top tabs inside an account are Billing, Account, and the names of the Enrollee(s) in the Account).
Step 2 - Flip Deactivate Switch - Scroll down until you find the Enrollment Card. Flip the switch for the Enrollment you want to delete to deactivate the Enrollment (this will stop all billing and pull them from the class).
Step 3 - Delete Enrollment - If you are sure you prefer not to retain the history, click the trash can to delete the Enrollment permanently.
Archive Program Workaround
The only way to archive enrollments right now is to archive the Program. To archive a Program, go to the Programs page. Click the three dots beside the Program you wish to archive and choose "Archive." Be sure you are aware of the consequences of archiving Programs. See more info in this article.