Enrollment Periods are the framework that organizes your Programs and Classes into a defined timeframe — think of them as your "school year" container. Each year (or season), you'll either create a new Enrollment Period from scratch or duplicate an existing one to save time. This guide walks through both methods, plus how to manage settings and publish your Enrollment Period when it's ready.
The Main Purposes of Enrollment Periods
Enrollment Periods help you organize your school in three main ways. They group Programs by timeframe (school years, seasons, or cohorts), separate sets of Classes that share specific start and end dates, and make it easier to track enrollments year over year. If you have Enrollees who roll into a new Class each year, create a separate Enrollment Period for each year and label it accordingly (e.g., the year or school year).
Examples of Enrollment Periods
Common Enrollment Period labels include "School Year [20XX]," "Summer Camp [20XX]," "Private Lessons," "Early Childhood Classes," and "Group Classes [20XX]." Choose a naming convention that clearly distinguishes one period from the next.
Tip: If you already have Enrollment Periods and your structure isn't changing much, it's faster to duplicate an existing Enrollment Period than build a new one — you'll just need to update dates and pricing.
How to Create an Enrollment Period from Scratch
Use this method the first time you set up Enrollsy, or when your new period looks meaningfully different from previous ones.
Step 1 - Open the Programs Page
Go to the Programs page and click the Enrollment Period component (the name may vary based on how you've configured it). If you have no Enrollment Periods yet — or all existing ones are archived — click the arrow beside "All Enrollment Periods" and then the +New button.
If you already have active Enrollment Periods, they'll appear in this list. Click the first one, then click the plus (+) button in the bottom left to add a new one.
Step 2 - Enter a Label and Save
Give the Enrollment Period a clear, recognizable name. The component shows sample labels for reference (e.g., "Open Enrollment," "2024 - 2025," "2024 Workshop").
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.
Step 3 - Build Out the Period
From here, create Program Options and Programs, and — depending on your setup — create Classes for each Program. Finally, publish the Enrollment Period so customers can enroll.
How to Duplicate an Enrollment Period
If your Programs stay mostly the same from year to year and only need minor adjustments, duplicating is the fastest path. You'll copy the structure and update what's changed.
Step 1 - Open Settings
Select the cog wheel beside the Enrollment Period you want to duplicate, then click the duplicate (plus) icon.
Note About Archived Enrollment Periods
If the Enrollment Period is archived, unarchive it first by selecting it under the Archived tab and clicking the unarchive icon. Then return to Step 2.
Step 2 - Choose What to Duplicate
Use the checkboxes to choose what carries over. You can duplicate Programs, Waitlists, Classes, and (optionally) Enrollments. Program Options are duplicated automatically, and the first three options are pre-selected by default.
NOTE: Enrollments means everyone who has enrolled into that Enrollment Period (at the time of duplication) can be copied.
Step 3 - Rename the Enrollment Period
By default, Enrollsy appends "(copy)" to the existing label. Replace this with a meaningful name (e.g., the new year or season).
Step 4 - Complete Duplication
Click Duplicate. A green checkmark appears next to each item that was successfully copied.
Important — Payment Plans and pricing don't duplicate
You'll see a warning that "Payment plans must be applied manually." Pricing and Payment Plans do not carry over with Programs and Classes when an Enrollment Period is duplicated. You'll need to re-add them to each Program or Class in the new period.
Step 5 - Review New Enrollment Period
Open each Program and Class and review the items below. The most common updates are dates and pricing:
Enrollment end dates (old dates will need to be adjusted)
Tuition start and end dates (old dates will need to be adjusted)
Terms and Conditions and Enrollment Welcome Messages
Pricing — including whether Pay-in-Full is published or unpublished (all pricing must be re-entered)
Payment Plans (payment plan pricing must be re-entered)
Proration settings
Class capacities
Program and Class dates (old dates will need to be adjusted)
Instructors
Before publishing, run a test enrollment to confirm pricing, payment plans, and dates behave as expected.
Note about Class Dates in the Past
If all the dates in a Class are in the past, a red badge that says "All dates are in the past" will show on the Class.
How to Publish/Unpublish an Enrollment Period
When you're ready for an Enrollment Period to go live, click its cog icon and select the eye icon. An open eye means the Enrollment Period is published; a crossed-out eye means it's unpublished.
Note About Unpublished Enrollment Periods and Customer Activities
Even when an Enrollment Period is unpublished, it still appears in check-in/check-out within the Customer and Instructor Portals, and parents can still select it. Any current enrollments also remain viewable in the Customer Portal. To fully remove an Enrollment Period from the Customer Portal, archive it instead.
