Enrollment is the core of what Enrollsy does, and understanding the full flow helps you set up your Enroll Form, Programs, pricing, and documents with confidence. This guide is written for admins and account owners who want a clear picture of what their customers experience at enrollment, and where each piece is configured behind the scenes.
In this article, you'll learn:
How the Enroll Form collects Account and Enrollee information
How customers choose a Program, Location, Class, and Schedule through Program Options
How Pricing, fees, and payment are presented and processed
How Terms & Conditions and compliance agreements appear before payment
How optional features like custom messages, Required Documents, and E-signature Documents fit into the flow
Before you begin: Make sure you have at least one Enroll Form, one Program, and your Pricing Options set up. If you haven't created these yet, start with Customizing your Enroll Form and Creating Programs first.
Part 1: The Customer's Enrollment Journey
Here is a breakdown of how enrollment flows in Enrollsy:
Enroll Form
The Enroll Form is the backbone of enrollment in Enrollsy. One Enroll Form is used for all Programs within the system. You send the Enroll Form to a customer so they can enroll in one or more of your Programs/Classes. The Enroll Form can be sent to a customer in a variety of ways:
As an embedded form on the company website
As an Enroll button or link placed on your website
As a link in an email or text message
As a private link in a message
The image below is an example of the customer view of the Enroll Form:
Account/Enrollee Info
The Enroll Form includes all the questions you will need to gather from customers.
Account Info - This section of the Enroll Form includes the names of all Account Holders, their contact information, and any other pertinent questions (address, employer, etc.). Custom fields can be added here, including Emergency Contacts, Release Contacts, etc.
Enrollee Info - These are questions about the Enrollee (person enrolling), including name, birthdate, gender, medical info, etc. You can also include custom fields pertaining to the Enrollee, such as Health Information, Medical History, etc.
After answering Account Info and Enrollee Info, the customer will be directed to the Program Selection.
Program Selection/Program Options
This section includes one or more choices or selections called "Program Options" that narrow down an Enrollee's broader interests into a final enrollment. Program Options are not actual Programs.
Program Options are created inside a Program Option Category. Think of them as the scaffolding used to create your Programs and Classes.
The Program Options includes the following default options:
Location - If your company has more than one Location, the Customer must choose the correct one. Here's How to Add, Publish, and Edit Locations.
Enrollment Period - These are yearly periods that contain your Programs for that year (like a "school year"). Here's How to Create or Duplicate an Enrollment Period.
Other Program Options that can be included are:
Program Name - This is the Program they intend to enroll in (such as Preschool, After School, Beginner's Violin, Basic Art, etc.). Here's How to Create a Program.
Class Selection (if applicable) - Allowing an Enrollee to select their Class will give them the selection of Classes within the Program they chose. Here's How to Create & Duplicate a Class within each Program.
NOTE: Enrollment cannot happen without a Class with a capacity (# of Enrollees within the Class).
Program Form questions
If any additional questions are required for the Program selected, they will be asked here under "Program Selection." How to Create and Add a Program Form.
You can learn more about Program Options, Enrollment Models, & Classes, where we discuss them in detail with screenshots, illustrations, and descriptions.
Pricing Options
Next is the Pricing of the selected Programs/Classes (if tuition is due upon enrollment), including any registration fees or other extra fees. Enrollsy offers a myriad of Pricing Models, which are customizable.
The following image is an example of how this looks to a customer at enrollment (all required fees are automatically checked):
This section can also include Payment Plans and discounts.
A summary of the Program selected (and Class, if the customer can choose the Class) and all associated fees are listed below the pricing.
Payment Info
Once the customer selects the Program(s) for one or more Enrollees, the Customer can decide to pay either by ACH (electronic check) or by credit/debit card. You can apply for these separately. Or you can choose to have customers pay only with cash and/or check.
Confirmation
After payment is Confirmation. Here is another summary of the Program selected (and Class, if applicable):
Under the Enrollment Summary will be all the charges due:
Once the customer clicks "Pay & Enroll," the next screen will be the Terms & Conditions (if any are attached).
Terms & Compliance Agreements
Terms & Conditions
Most companies will include Terms & Conditions that customers have to agree to before they enroll. A pop-up window will display the terms with a checkbox that must be checked for the enrollment to be submitted:
The terms and conditions are also on the customer's email confirmation after enrolling. They are listed under "Enrollment Terms."
Compliance Agreements
There are two compliance agreements that your customers are required to agree with on ALL Terms & Conditions in Enrollsy. They are the following:
By selecting this box, I agree to receive SMS notifications about account notifications, customer care and payment reminders from [Organization Name]. Message frequency varies. Message & data rates may apply. I understand I can reply STOP to opt out at any time. Text HELP for help.
NOTE: This is only viewable if SMS has been turned on for your company. If you are using SMS (texting), this is a U.S. regulatory compliance rule you can read more about Guide to U.S. SMS Compliance.
If my current enrollment(s) require payment, I agree to pay invoices using a payment method of my choice.
NOTE: This is a compliance regulation of the United States Code of Federal Regulations (CFR). See Preauthorized Transfers resource for more information.
Part 2: Admin Configuration & Optional Features
Customize Enroll Form
All of the above sections can be customized using our Enroll Form Builder. See How to Customize the Enroll Form.
Messages/Instructions
You can also include customized messages/instructions throughout the Enrollment process that can consist of the following:
Enroll Form Messages at the various sections (Account Info, Enrollee Info, Program Selection, Payment Info, and Confirmation)
Terms and Conditions - Customers who enroll in a Program must agree to the Company Terms and Conditions before completing enrollment. A pop-up window will display the terms with a checkbox that must be checked for the enrollment to be submitted. They are also on the email confirmation the customer receives after enrolling.
Enrollment Welcome Message - The Enrollment confirmation (or "Welcome Message") is the message that gets emailed at enrollment. You also have the option to create multiple messages to use for any Program.
Documents
Documents are completely optional in Enrollsy. If you choose to use them, here is a brief overview of each type of form/Document within Enrollsy:
Document Type | Purpose | When Sent |
You require XYZ form (upload, email it, bring it in person); Link to it within the Enroll Form (using Formatted Content or File Upload field) | On the Enroll Form as a link to download or a button to upload | |
Require upload (for one or more customers), attach to Program(s), or manually send to individual Accounts | In Customer Portal as a red banner at the top with download/upload options | |
A PDF provided by you, pre-filled from the Enroll Form, attached to Program(s), sent to customers via email, and signed electronically | As an email sent after enrollment; click links to fill out and sign PDF |
E-signature Documents
If you require customers to fill out and sign an enrollment packet and have signed up for E-signature Documents, this is the next step in the Enroll Form process.
Once your customer enrolls in a Program, the E-signature Document attached to that Program is emailed to the Primary Account Holder. In this email is your optional "welcome message/enrollment confirmation."
At this point, the Primary Account Holder clicks on the link in the email and fills out and signs the E-signature Document. Once submitted, it will show up as signed in the Enrollee's account.
Required Documents
You can also add any Required Documents to Accounts after enrollment. Any document you require of at least ONE customer is considered a Required Document. These documents can be sent to the customer in two ways:
Added to the Program(s) - When added to one or more Programs, the Required Document is added automatically at enrollment and appears as a red banner at the top of the Customer Portal.
Uploaded manually - Admins can upload any Required Document to one or more Enrollee accounts. These also show up in the Parent Portal (as seen above).
Once the customer uploads the required form, OR an Admin marks a document as complete, the red bar will disappear from the Parent Portal, signifying that all documents have been completed.
Wrapping Up
That's the full enrollment flow — from the customer's first click on the Enroll Form, through Program Selection, Pricing, Terms & Conditions, and Payment, all the way to Confirmation and any optional documents that follow. Once you understand how each piece fits together, configuring your own Enroll Form, Programs, and pricing becomes much easier.
Next Steps
Now that you have the big picture, here's where to go to set up or fine-tune each part of the flow:
Build or edit your Enroll Form: [How to Customize the Enroll Form]
Create Programs and Program Options: [Setting up Programs]
Configure Pricing, Payment Plans, and Discounts: [Pricing Plans] · [Payment Plans] · [Discounts & Coupon Codes]
Add Terms, Compliance, and Welcome Messages: [Enrollment Messages & Instructions]
Set up Documents: [Enroll Form Link] · [Required Documents] · [E-signature Documents]
Need Help?
If you have a question or hit a snag along the way:
Search the Help Center — most common questions are already answered there.
Use the chat bubble in the bottom-right of app.enrollsy.com to reach our team. The bubble is visible inside the Enrollsy admin application once you sign in.