Enrollment periods serve as the framework for organizing your programs and classes - think of them as your "school year" structure.
The main purposes of Enrollment Periods
Organizing programs by timeframes (like school years, seasons, or cohorts)
Separating different sets of classes that have specific start/end dates
Making it easier to track yearly enrollmentsIf 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.
Examples of Enrollment Periods
"School Year [20XX]"
"Summer Camp [20XX]"
"Private Lessons"
"Early Childhood Classes"
"Group Classes [20XX]"
NOTE: If you already have Enrollment Periods and your structure is not changing that much, it is much easier to duplicate an existing Enrollment Period (you will need to update dates and pricing).
How to Duplicate an Enrollment Period
f 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.
Follow these steps to duplicate the Enrollment Period (along with Programs, Classes, and/or Enrollments):
Step 1 - Open Settings
Select the cog wheel of the Enrollment Period you want to duplicate. Click the plus icon to duplicate it.
NOTE About Archived Enrollment Periods
If the Enrollment Period you wish to duplicate is archived, you will need to unarchive it first. To unarchive an Enrollment Period, click the first icon on the settings, which is the unarchive button.
Continue with Step 2 below.
Step 2 - Choose What to Duplicate
Next, choose what you need to duplicate by selecting or deselecting the checkboxes beside each option. You can duplicate the Programs, Waitlists, Classes, and/or Enrollments. Program options are automatically duplicated, and the first three options are automatically checked.
You can decide if you want to duplicate the enrollments. 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
Rename the Enrollment Period. The default method is adding the word "copy" to the existing Enrollment Period label.
Step 4 - Complete Duplication
Click "Duplicate" to complete the duplication. On the window, you will see a green checkmark beside the options you chose to duplicate if they were successfully duplicated.
IMPORTANT INFO ON PAYMENT PLAN/PRICING
You will also see a warning message that says: "Payment plans must be applied manually." Pricing and Payment Plans DO NOT duplicate with Programs and Classes when duplicating an Enrollment Period. This means you will need to manually add any Pricing or Payment Plans to the Programs or Classes.
Step 5 - Review New Enrollment Period
You should now see the Enrollment Period you just created. Once you've duplicated what you want, you'll need to go into each Program and modify anything that has changed.
Here is a quick checklist of some common changes to review in your Programs and Classes:
Enrollment end dates - *The old dates will need to be adjusted
Tuition start and end dates - *The old dates will need to be adjusted
Terms and Conditions and Enrollment Welcome Messages
Pricing (Pay-in-Full is published or unpublished) - *All pricing will need to be entered
Payment Plans - *Payment plan pricing will need to be re-entered
Proration settings
Class capacities
Program/Class dates - *The old dates will need to be adjusted
Instructors
While this is a good list to run through before publishing your new Enrollment Period, the best thing to do is complete a test enrollment to verify everything is working as expected. See this support article for steps on how to test your Enroll Form.
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 Create an Enrollment Period
To create a new Enrollment Period from scratch, follow these steps.
Step 1 - Programs Page
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 arrow beside "All Enrollment Periods" then the "+New" button.
If you already have Enrollment Periods, and need to create a new one, they will be listed as you named them (i.e. "Open Enrollment," [Year] School Year," etc.). Click on the first one listed then the plus button in the bottom left.
Step 2 - Enter Label
Give the Enrollment Period a Label or a name. See examples listed in the component.
Step 3 - Save
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.
How to Publish/Unpublish an Enrollment Period
After creating or duplicating an Enrollment Period, the Enrollment Period will be unpublished by default. Enrollment Periods MUST be published to be visible on the Enroll Form.
Note About Unpublished Enrollment Periods and Customer Activities
Even if an enrollment period is unpublished, it will still appear for check-in/check-out in both the Customer and Instructor Portals, and parents can select it. Also, any current enrollments are still viewable in the Customer Portal.
If you need to remove an Enrollment Period from showing in the Customer Portal, you will need to archive it.
When you are ready for them to be used, simply publish them. After creating a new Enrollment Period, click the cog icon and click the "eye" to publish an Enrollment Period. When the eye is "open," that means the Enrollment Period is published.
To unpublish an Enrollment Period, click the cog and the "eye." When the eye is crossed out, that means the Enrollment Period is unpublished.
