In the Program settings, there is a section called "Enroll Form" that includes a variety of settings pertaining to the Enroll Form. See below for more information on these settings.
To get to the settings, go to the Program Page and click on the pencil icon beside the Program. Select "Enroll Form" on the left menu.
"Enrollment Ends On" Date
The "Enrollment ends on" section in the Program Editor does just what it says: It ends enrollment and hides the Program from the Enroll Form starting at 12:00:01 AM (your company's time zone) on the date you enter into the box.
People typically use this field when a Program runs for a specific amount of time, and they want to close enrollment on a particular date in the future.
Add or Edit "Enrollment Ends On"
To add or edit the "Enrollment Ends On" field, go to the Programs page. Either click on the pencil icon of one Program or select the Programs and click on the Bulk Edit button at the top (the middle icon).
Select "Enroll Form" on the left menu or scroll down to the Enroll Form section. Add the date you want enrollment to stop. See the example below.
Example
For example, Summer Camp runs from June 1 to July 30. You want to open enrollment from April 1st - May 27th. In this case, you would add May 28th (meaning the Enroll Form will allow enrollments until midnight on the 27th and then close on the 28th) in the Schedule section under the field labeled "Enrollment ends on" (see below).
NOTE: If an "Enrollment Ends On" date is in the past, a red "Not Visible" tag will show on the Programs page on every Program where the date is past. This is how you will know which Programs are not visible on the Enroll Form (or if you need to adjust the "Enrollment Ends On" date.
Enrollment Conditional on Age/Age Restrictions
If you need to ensure that Enrollees fall within a specific age range, you can set parameters. Age restrictions are set on the Program level, NOT on the Class level.
IMPORTANT NOTE: Age restrictions are based on the birthdate field of your Enroll Form. You have to have this field visible for age restrictions to work. If you create a different birthdate field, the age restrictions will NOT work.
To do this, go to the Program Page and click on the pencil icon beside the Program. Follow the steps below.
Click on or scroll down to the Enroll Form section. Click the box beside "Is enrollment conditional on age?"
The first section of the dialog lets you pick the youngest age allowed.
The second section lets you pick the oldest age allowed.
NOTE: You can have the youngest age restriction without the oldest age restriction and visa-versa.
The final section is optional, allowing you to set a date on which to apply these restrictions. If no date is selected in this step, the age restrictions will be enforced using the Enrollee's birthdate and the enrollment date.
Prerequisite Programs
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.
Coupon Codes
If you need to create a Coupon Code, click here. If you just need to add one that has already been created, follow these steps:
Head to the Programs page. Here you add one or more Coupon Codes to just one Program or to multiple ones. To attach it to one Program, click the pencil icon beside the Program to open up the Program Editor. To add a coupon code to Programs in bulk (more than one), select the Programs on the left side by checking the boxes. Then click the bulk pencil icon that appears on the top right to open up the Program Editor.
Next, click on "Enroll Form" on the menu. There you will see the "Coupon Codes" section. If you are only editing one Program, click the down arrow to see a list of created Coupon Codes. If you are editing multiple Programs, select the switch to the far right of the Coupon Codes section to enable it for editing.
Click the down arrow to see a list of created Coupon Codes. Check the box beside each Coupon Code you want to add to the Program. When finished, click off to the side of the window to close it. If you successfully attach the Coupon Codes, you will see the number of Coupon Codes selected.
Be sure to click the "Save" button to save the changes made to the Program. If you are editing multiple Programs, you will see a warning message pop up to verify that you want to bulk update the Programs selected. Click the "Update" button again to save the changes made.
Add Program Fields/Forms
Here you can add already created Program Forms, which are questions asked on the Enroll Form that are specific to certain Programs. Click here to learn how to create a Program Form. To add the Program Forms, follow these steps.
If you need to add it to just one Program, go to your Program Setup Form (My Company > Programs > Pencil icon on the right side). If you need to add it to multiple Programs, select the Programs on the left, then click the bulk edit icon.
Click on the Enroll Form section, then select the down arrow under Additional Program Fields.
Select the name of your Program Form(s) to add it to the Program(s).
Add Required Documents
Under "Required Documents," you can add any created Required Documents, which is any document hat you require of at least ONE Customer. Click here to learn how to create a Required Document.
NOTE: The Document must be required for EVERYONE who enrolls in the specific Program you add the Document to!
Here's how to add one or more Required Documents to one or more Programs:
Head to the Program page and click on the pencil icon of the Program you want to attach the Document to. To attach it to more than one Program, select the Programs on the left (or select all) and click the bulk update button.
Scroll down to Enroll Form settings at the bottom left. Click on Required Documents (you may need to click the toggle button to turn this on). Then select the Document you previously created.
Click the Save button to save your settings. 🛑 NOTE: After this is finished, everyone who enrolls in that Program will see a red banner at the top of the Customer Portal with a button to either download or upload a Document.
Add E-signature Documents
After you have created your E-signature Document, you will need to attach it to the Program(s) it belongs to. E-signature documents are automatically emailed when someone enrolls in the Program the Document is attached to. Click here to learn how to create an E-signature Document.
Follow these steps to attach the E-signature Document to a Program:
Head to the Program page and click on the pencil icon of the Program you want to attach the Document to. To attach it to more than one Program, select the Programs on the left (or select all) and click the bulk update button.
Select "Enroll Form" on the left menu or scroll down to the Enroll Form settings. Click on E-signature Documents (you may need to click the toggle button to turn this on if you are adding the Document to multiple Programs). Select the Document you previously created from the dropdown list:
Click the Save button to save your settings.
After this is finished, everyone who enrolls in that Program will be sent an email asking them to sign the Document. If they DO NOT sign it, they will be sent a reminder email in 3 days, then in 7 days. No more automatic reminders will be sent after 7 days; however, you can manually send reminders anytime.
Add Terms & Conditions
Here is where you add any specific Terms & Conditions to a specific Program. Follow these steps:
To add your newly created Terms & Conditions to your Program, go to your Programs page. Click on the pencil icon beside the Program to open up the editor. To add the Terms to multiple Programs, check the Program or click “Select All” and click the Bulk Edit button (third button from the left).
Scroll down to the section "Enroll Form (optional)" on the left side.
Click under "Terms and Conditions," then check the box beside the Terms for that Program. To add the Terms to multiple Programs, scroll down to Enroll Form and click the toggle button beside “Terms and Conditions.”
Be sure to click Save to save any changes made.
Add Enrollment Welcome Message
Here is where you can add any specific Enrollment Welcome Messages to specific Programs. Follow these steps:
Head to the Programs page and click on the pencil icon beside the Program. To add the Welcome Message to multiple Programs, check the Program or click “Select All” and click the Bulk Edit button (third button from the left).
Scroll down to Enroll Form and click on the Enrollment Welcome Message you want to add. To add the Welcome Message to multiple Programs, scroll down to Enroll Form and click the toggle button beside “Enrollment Welcome Message.” Then you can select the correct message
Click Save or select “Update” to save multiple Programs.
Override Program Instructions
You can override the overall Program Instructions with instructions that apply to a specific Program. These instructions can be found in the Program Editor of any Program. To edit or delete this text, go to the Programs page, and click on the pencil icon of the Program. Scroll down to the "Enroll Form" section.
Any instructions written in this area will OVERRIDE the default overall Program Instructions:
NOTE: These instructions/descriptions can be different for every Program, or you can put the same message for one or more Programs. To do this in bulk, click this support article.
The specific Program instructions show up in the same place as the overall Program instructions on the Enroll Form.