Here are some of the most-asked types of Programs our clients ask us to create.
How to Create a Drop-In Program
How to Create a Drop-In Program
Do you have a drop-in Program where people can "drop in"? There are various ways you can set up a drop-in Program in Enrollsy. If you are unfamiliar with creating a Program, click here. Be sure to add your drop-in Program name to your Program Options.
There are four options; choose one of the following:
Option 1 - Simple Enrollment Model
The first way to set up a drop-in Program is with the Simple Enrollment Model. This puts a price at the Program level that will be charged for the Program/Class.
Example - Simple Pricing:
Option 2- Class Enrollment Model with Series Classes
A second way to set up a drop-in Program is with the Classes Enrollment Model. This is the way we prefer to set one up.
Classes Enrollment Model - Check any options under Class Selection and if you require a minimum or maximum number of Classes
Pricing per Class - Pricing can be on the Program or on the Class. Choose "Fixed Cost" and add the Charge Item for Drop-Ins (make a Charge Item called something like "Drop-In Fee" that is required and due at enrollment for every enrollment).
Other Options as needed
The next part is to set up the Classes. On the Classes page, add a SERIES class. See this support article for how to create a Series-type Class. Name the class the same as the Program (i.e., Drop-In).
Example - Classes/Series Cass Selection:
In a Series Class model, each day is a selection that can be chosen as such:
Example - Classes Pricing:
Enrollees are charged a certain amount for the number of classes they enroll in.
Another aspect of this method is using printed Rosters because they will create a combined Class List that will put drop-ins with the regular students. See this article for how to create a customized Class Roster.
Option 3- Days-per-Week Enrollment Model with Series Classes
A third way to set up a drop-in Program is with the Days per Week Enrollment Model.
Day per Week Enrollment Model - Select the days the Program runs. You can do either a weekly schedule (no actual dates; just the days) or pick dates.
Pricing per Class - Choose "Fixed Cost" and set enrollment parameters. Add the Charge Item for Drop-Ins (make a Charge Item called something like "Drop-In Fee" that is required and due at enrollment for every enrollment).
Other Options as needed
The next part is to set up the Classes. On the Classes page, add a SERIES class. See this support article for how to create a Series-type Class. Name the class the same as the Program (i.e., Drop-In).
NOTE: The drawbacks to setting the drop-in Program like this are:
Enrollees cannot easily be moved, or additional dates assigned on the Classes page. This is because the Classroom is not set up by the DAY but by DATES. (The easiest way to do this is to add them again to the Unassigned List and assign them to the second, third, etc. dates).
Enrollees will not be automatically assigned to the proper date. They will all show up in the Unassigned list, and an Admin user will have to assign them to the date. This is easily done if you add a date field under a Program Form (see below).
Program Form
Another aspect of this method is the option to create a Program Form for only the drop-in Programs that asks the specific days since this enrollment model only asks the days of the week at enrollment like this:
This Program Form can be called simply "Drop-in" and attached to all your drop-in Programs. You can do it in several ways:
Date field (first one required) with other date fields underneath:
Date field (first one required) with others nested under a question (i.e, "Add another date" as either Yes/No radio buttons or Single Select Yes/No):
Example - Classes Pricing:
Enrollees are charged based on the number of days they enroll in.
Option 4- Charge Item/Tags
Another way you can do drop-ins is by adding a Charge Item specifically for drop-ins. Make a Charge Item called something like a "Drop-In Fee" that is required and due at enrollment for every enrollment. An Admin User will have to MANUALLY charge this fee each time someone drops in.
To keep up with drop-in Enrollees, you can incorporate the use of Tags. You can create a "Drop-In" Enrollment Tag and trigger it upon the charging of your Drop-In Charge Item. Learn how to trigger Tags here. You can use Tags in Rosters and Reports.
NOTE: The main drawbacks of this method are that it is not automated (charging fees) and there is no way to put an Enrollee in a particular Class.
Instructors can transfer an Enrollee to a different Class through the use of the Room Transfer Activity.
How to Create a Subsidy Program
How to Create a Subsidy Program
Does your business receive government subsidy payments for child care? If so, Enrollsy can help you set these up.
Create a Charge Item
The first thing you will need is to create a Charge Item for your subsidy. Follow these steps to take that:
Head over to My Company, then click on the Items tab.
Under Charge Items, click the plus button to add an item reflecting your Subsidy. Click save.
Create a Subscription Payment Plan
Then, under the appropriate Enrollment Period, you will need to create a Subscription Payment Plan. Currently, subsidies will ONLY work with Subscription Payment Plans. See this article for specific steps to create this Payment Plan.
Create Subsidy Program
Now it's time to create your Subsidy Program. You can do this one of two ways:
Create a new Program from scratch. See this article for how to create a Program.
Duplicate one of your current Programs. If you choose this option, you will need to differentiate this Program from the one you duplicated, as you cannot have the same Program Options. NOTE: This does NOT include the Nickname, as that is an internal option.
Once you have created your Program, you will need to set it up in the following way:
Under Pricing (no matter your Enrollment Model), set the Program Cost to "Subscription." NOTE: Subsidy currently ONLY works with the Subscription Program Cost.
Next, you will need to create a Subscription Payment Plan. See this article for how to create this type of Payment Plan.
After creating the Subscription Payment Plan, under Payment Plans, click "Add/Remove Payment Plans" and select the Payment Plan you created.
IMPORTANT: Leave the Subscription Payment Plan blank on the Program level. You will fill in the pricing on the individual accounts.
Click "Save" to save your work.
After the customer has enrolled in the subsidy Program, you will have to add the subsidy pricing manually. See this support article for those steps.
How to Set Up a Pay-in-Full Only Program
How to Set Up a Pay-in-Full Only Program
You only need the Pay-in-Full option if you have ONE cost that is due at enrollment. NOTE: The Pay-in-Full option is automatically shown under "Payment Plans" on the Enroll Form. This cannot be changed.
There are two ways to offer Pay-in-Full Programs:
Pay-in-Full Only
On the Programs page within the Program editor (pencil icon), in the Pricing section under "What is the total Program cost/What is the total cost of each Class?" enter the fee as such:
In the above example, we put an "Application Fee" as the total cost due upon enrollment. This fee will show up under "Pricing Options" and "Payment Plans" on the Enroll Form as such:
If you prefer the fee to have a specific name, see the following way to offer a Pay-in-Full Program. NOTE: Pay-in-Full Payment Plan defaults to unpublished (the eye icon is marked out) when first created. Be sure it is published (the eye icon is open), especially if you duplicated a Program.
Hide Pay-in-Full/Create Payment Plan
You can unpublish the "Pay in Full" option within the Program settings by selecting the eye icon. Then create another Schedule-type Payment Plan, naming it whatever you want (for example: "Application Fee"), and don't add any payment events. Click here to learn how to create a Scheduled Payment Plan.
Add the newly created Payment Plan. Under the "Due at Enrollment" section, enter the fee amount:
You have essentially created your own Pay-in-Full "Payment Plan" that you can name whatever you want. Here is how it will look on the Enroll Form:
How to Set Up a Program with a One-Time Fee
How to Set Up a Program with a One-Time Fee
It is possible to set up a Program and have a one-time fee due during enrollment. How you do it depends on your Program setup.
Simple Pricing Program
In this setup, your Program has Simple Pricing (which means one price applies to all enrollments in the Program). Follow these steps:
Open up your Program in the Programs Tab in the My Company settings. Click on the pencil icon to edit the Program.
Choose "Simple" under Enrollment Model. Under Pricing, click on "Fixed Cost."
Under What is the total Program cost?, add a Charge Item with the label of your fee (i.e., "Lesson Fee" or "Program Fee"). See this support article for more information about creating a new Charge Item. To add the Charge Item, click the +/- button. Enter the Class price under "$ Amt."
Please ensure the Pay-in-Full price is published by clicking on the eye icon (it is automatically published when you create the Program). Click Save (or Add).
Days-per-Week Pricing Program
In this setup, your Program has Days per Week Pricing (which applies pricing based on the number of selected days per week). Follow these steps:
Open up your Program in the Programs Tab in the My Company settings. Click on the pencil icon to edit the Program.
Choose "Days per Week" under the Enrollment Model. Under Pricing, click on "Fixed Cost."
Under "Set Enrollment Parameters," set the enrollment parameters based on the minimum number of days someone can enroll to the maximum number of days. Example: If someone can enroll only two days out of five, set the minimum and maximum days at “2.”
Under What is the total Program cost?, add a Charge Item with the label of your fee (i.e., "Lesson Fee" or "Program Fee"). See this support article for more information about creating a new Charge Item. To add the Charge Item, click the +/- button. Enter the Class price under "$ Amt."
Click the plus button to add additional days per week pricing. Repeat Steps 3 and 4 above.
Classes Pricing Program (Pricing is the same for each Class)
If you have your Program set up as priced per Class, and it's the SAME price per Class, follow the steps below:
Open up your Program in the Programs Tab in the My Company settings. Click on the pencil icon to edit the Program.
Choose "Classes" under Enrollment Model. Add other options as needed, including the View.
Under Pricing, click "Per Class" and check the box beside "Pricing is the same for each class." Select "Fixed Cost" under Program cost.
Under What is the total Program cost?, add a Charge Item with the label of your fee (i.e., "Lesson Fee" or "Program Fee"). See this support article for more information about creating a new Charge Item. To add the Charge Item, click the +/- button. Enter the Class price under "$ Amt."
Please ensure the Pay-in-Full price is published by clicking on the eye icon (it is automatically published when you create the Program). Click Save (or Add).
Classes Pricing Program (Pricing is different for each Class)
If Pricing is DIFFERENT for each Class, then you will set the Pricing when you add each Class. Follow the steps below to set up one-time Pricing.
Open up the Class in the Classes page. Click on the pencil icon to edit if you have already created the Class.
Under Pricing, click on "Fixed Cost." Under What is the total Program cost?, add a Charge Item with the label of your fee (i.e., "Lesson Fee" or "Program Fee"). See this support article for more information about creating a new Charge Item.
Add this new Charge Item by clicking on the +/- button. Enter the Class price under "$ Amt."
Please ensure the Pay-in-Full price is published by clicking on the eye icon (it is automatically published when you create the Program). Click Save.
How to Set Up a Prerequisite Program
How to Set Up a Prerequisite Program
You can make enrollment into one Program dependent upon enrollment into a "Prerequisite" program. This means that the prerequisite Program has to be enrolled in or already taken to enroll in the current Program.
Important Notes About Prerequisite Programs
The prerequisite Program setting cannot be enforced unless the Program and its prerequisite are connected to Locations of the same "payment account" (also called merchant account). This means if you have more than one merchant account, both Programs must be connected to the same one.
If you have a prerequisite Program, customers cannot use a prefilled enroll link (the sytem will not go to the prerequisite program). They will need to use the general enroll form link (My Company > Links).
To create a prerequisite Program in Enrollsy, follow these steps:
Navigate to the Programs page (My Company > Programs). Click on "Create Program" or edit an existing Program by clicking the pencil icon beside the Program.
Proceed to the "Enroll Form" section to the "Prerequisite Program" option. Select the Program that you want to set as a prerequisite for the current Program you are creating or editing.
By setting a prerequisite Program, you ensure that enrollees must have completed the prerequisite Program before they can enroll in the current Program.
Make sure to save your changes once you have selected the prerequisite Program.
How to Create an Application Program Using the Enroll Form
How to Create an Application Program Using the Enroll Form
If you need Enrollees to fill out an application before they enroll in a particular Program, please follow these steps.
Enroll Form
We currently only have one Enroll Form for all Programs. Therefore, your Enroll Form (My Company > Forms > Enroll Form) should be kept very basic, meaning just the basic information you will want everyone to answer, regardless of what Program they are enrolling into. This will allow you to use the Enroll Form for enrollment into specific Programs and your Application Form.
The basic/default information you could add can include the following:
Account first & last name (the first name is always required)
Account email (always required)
Account phone (usually cell)
Account address (street address, city, state/province, and postal code)
Enrollee first and last name (always required)
Enrollee's birthdate and/or gender
Create Program Form
Step 3 of the Enroll Form is Program Selection. Here's where you can put specific questions about each Program you offer. In this case, you can create a Program Form named something like "Application" or "Enrollment."
Add the custom fields in each Program Form (you can create as many as you want). If you need help creating fields, please check out the Enroll Form section of our Support Center.
Create Enrollment Period
Create a new Enrollment Period, which is a period when you have Programs/Classes happening. You could name this "Pre-Registration," or something similar.
Create Program
Next, create a new Program with the Program Option of just the name (i.e., "Pre-Registration" or "Application").
Create a new Program and follow these steps:
Program Options - Add Program Name (created under Program Options) and Location(s)
Enrollment Model - Keep under the Simple Enrollment Model. Only add Program dates if using Proration (see Pricing).
Pricing - Use "Fixed Cost" and add any application or pre-registration fees. Add Proration if applicable.
Enroll Form - Add any applicable information (enrollment dates or ages, prerequisites, coupon codes, documents, terms and conditions, welcome messages, and instructions). Be sure to add the Program Form you created under "Additional Program Fields" as such:
Advanced - Add any applicable options.
Create Class(es)
Next, go to the Classes page and create a Class. You can have one with the same name as the Enrollment Period and/or Program plus others like "Reviewed," "Accepted," and "Rejected." These will allow you to organize the applications that have come in.
Add a capacity and dates (if applicable) and save. You can also create one class and duplicate it.
Test, Test, Test!
Next, test the Program by testing the Enroll Form. If you have made it a private link, it is ONLY accessible by that link. If not, you can use the link on the Program or the general Enroll Form link on the My Company page.
Be sure to test it logged OUT of Enrollsy (either in Chrome Incognito or another browser). See this article for more information about testing Enroll Form links.
How to set up an One-Off Event Scheduler Program
How to set up an One-Off Event Scheduler Program
Relevant Scenerios
Enrollsy is a versatile platform that can be used for a variety of programs and classes. While it was primarily designed for ongoing programs, it can also be used for one-off events that require customers to select a desired time based on your availability. In this article, we will explore the different options available for setting up these types of events.
Option 1: Calendar View / Individual Classes
The first option for setting up a one-off event with specific time slots is to use the Calendar View feature. This allows you to create individual classes with specific dates and times. Customers can then select the class they want to attend and enroll in it. This is a great option for events such as open houses or workshops that have a set schedule.
Option 2: Multi-List / Dates with Relevant Time Slots
Another option for setting up one-off events is to use the Multi-List feature. This allows you to create a list of dates with relevant time slots within each date. Customers can then select the date and time that works best for them. This is a great option for events that have multiple time slots available, such as a conference or seminar.
Option 3: Series
The final option for setting up one-off events is to use the Series feature. This allows you to create a series of classes or events that occur on different dates and times. Customers can then enroll in the entire series or select specific dates and times within the series. This is a great option for events that occur over a period of time, such as a weekly class or a multi-day workshop.
In conclusion, Enrollsy offers multiple options for setting up one-off events with specific time slots. Whether you prefer the Calendar View, Multi-List, or Series feature, you can easily create and manage your events on our platform. If you have any further questions or need assistance setting up your event, please don't hesitate to reach out to our support team. We are always happy to help!
How to Create a Transportation Program (with Limited Capacity)
How to Create a Transportation Program (with Limited Capacity)
Instead of creating a Charge Item as you might typically do for extra fees, for a Transportation fee with limited capacity, you would need to create a separate Program and attach a Class with a capacity limit. Follow these steps:
Step 1 - Charge Item
Create a Charge Item on the Items page by clicking on the blue plus button. Add a "Transportation" charge, or whatever you want to call it. Make sure it is "required" and "excluded from Payment Plans" and any other options you require.
Step 2 - Program Options
Create a Program Option/Program Name called "Transportation," or something like that, under "Program Options."
Add a Program and fill in the Program Options you just created:
Step 3 - Enrollment Model
Under the Enrollment Model, choose Simple Pricing and the days the transportation runs:
Step 4 - Pricing
If transportation is free, leave the pricing on "Free." If there is a cost, choose "Fixed Cost" under Program Cost and enter the amount of the fee:
Step 5 - Enroll Form Instructions (optional)
Decide if you want specific instructions/descriptions on the Enroll Form at enrollment. Instructions can be created under the section "Enroll Form." This message will override any Program instructions on the My Company page.
The following is how the overriding message looks on the Enroll Form when someone enrolls in the Transportation Program:
Step 6 - Create the Class with Capacity
Head to the Classes page and click "Add a Class" to create a Class within the newly created Transportation Program (it can be the same or a different name). You can add an Instructor (or not).
Be sure to add your capacity. This is how many Enrollees can be transported for the year. You can optionally add a start/stop time and or dates.
That's it! Now, Enrollees can enroll in your Transportation Program!