The Programs page is the ONLY page in Enrollsy that shows ALL Locations, regardless of the specific Locations you may have access to. Programs can be available at more than one Location, and editing Programs consistently on multiple pages would be difficult to do and prone to error. This is why we made this page accessible to all Locations, no matter which Location is selected.
You can view which Locations have been added to each Program in the row of that Program. As demonstrated by the figure below, no matter which Location you have selected in the upper-right corner, the same Programs will show, and each Program will list the Locations it is attached to (i.e., "Alpine Location" and "Lehi Location").
Each time you create a new Enrollment Period (or Programs/Classes within an existing Enrollment Period), you'll want to create one or more Programs before making that Enrollment Period or the Programs/Classes available for enrollment.
To do this, select the person icon at the top right of the screen and the Programs tab at the top of the screen. From here, walk through the following steps to create your Program:
Enrollment Period
Create the new Enrollment Period or select the one to which you want to add a Program/Class.
Make sure the Enrollment Period is inside a published Location.
Please make sure the Enrollment Period itself is published.
Select the Enrollment Period you want to add your Program to. You’ll make this selection at the top left-hand side of the screen.
Program Options
Select the + icon to create a new Program.
Create all the Program Options you need to build the Program, including the Program Name, Schedule, etc.
Add those Program Options to your new Program under the "Program Options" section.
Add an internal nickname (optional). NOTE: This nickname will not show on the Enroll Form; it is an internal field only. This means this is NOT a Program Option that any of your Customers will be able to view on the Enroll Form.
Enrollment Model
Depending on what your enrollment process looks like, you’ll want to select the correct Enrollment Model for your Program. For a more detailed breakdown, read How to create a Program.
Add Program
Once you have at least one Enrollment Period and have Program Options inside it, you are ready to create a Program. Navigate over to the My Company section in Enrollsy and select the Programs tab at the top. Click the round plus button in the top right of the page (see below):
Enter Program Options
This is the step where you select the combination of Program Options from what you created earlier. If you need to edit your Program Options, click the back button and go to "Manage Program Options." See this support article for how to create Program Options. You can also enter an Internal Nickname for your Program that only Admins can see.
Next, choose one of the following options:
Simple Pricing Model
Use this if your pricing is not determined by days of the week or Class selection. (If pricing is determined by this, use one of the following two models). This model applies one price to all Class enrollments in the Program. It also assumes that Classes are not selected during enrollment, but an Admin or Instructor makes assignments post-enrollment.
One example of a Simple Enrollment Model Program would be a preschool. Most preschools don't let parents pick a specific Class or Instructor, although they may take requests. Parents enroll and pay, and then the Director makes the Class/Instructor assignment.
Read on if this sounds like a suitable model for your Programs and Classes!
How to Create a Simple Enrollment Model Program
How to Create a Simple Enrollment Model Program
Choose the "Simple" Enrollment Model and select the days the Program runs.
NOTE ABOUT EDITING PROGRAM ENROLLMENT MODELS
If you select dates or days of the week in another Enrollment Model and then switch to the Simple Enrollment Model, those dates will stay active. You will need to delete any dates before switching. Also, if you have any accounts with Payment Plans and Invoices, they will disappear if the Enrollment Model is switched. You will need to add those back in if you change Enrollment Models. (If the Enrollment Model is switched BACK; they will reappear).
Skip to Program Pricing below.
Days per Week Pricing Model
The Days per Week Enrollment Model applies pricing based on the number of selected days per week. It allows enrollment into the specific day(s) of the week your rules allow for. Each Class in a Days per Week Program comprises the days of the week. If you want to create rules around minimum and maximum days allowed and determine the corresponding pricing, this model is for you.
A few examples of the Days per Week model include after-school programs and summer camps. Tuition is based on the number of days per week chosen at enrollment.
Read on if this sounds like a suitable model for your Programs and Classes!
How to Create a Days per Week Enrollment Model Program
How to Create a Days per Week Enrollment Model Program
The next step is where you choose the “Days per Week” Enrollment Model and select the days the Program runs.
Note About Auto-Assigning to Classes
The only time the system will auto-assign an Enrollee to a Class in the Days per Week Enrollment Model is if these things are in play:
There is only one Class in the Program AND
The "Auto assign enrollments" setting is turned on on the My Company page.
Enrollment Parameters
An additional step is needed on this model, which is adding Enrollment Parameters. Set the enrollment parameters based on the minimum number of days someone can enroll to the maximum number of days. This section allows you to create different "pricing tiers" based on the frequency of attendance.
When you click "Add" under "Set enrollment parameters," you create a new pricing block. This tells the system: "If a person signs up for X number of days, charge them Y amount."
Min/Max Days: You define the range for that specific price. For example, you can set a price for exactly 1 day, or a range (e.g., 3 to 5 days).
Skip to Program Pricing below.
Classes Pricing Model
The Classes Enrollment Model applies pricing based on Class(es) selection during enrollment or Class(es) assignment by an Admin User after enrollment. Fees other than tuition can apply at the Class or Program level, depending on the settings selected.
Industries using this pricing model include various schools and universities, art and music schools, kids programs, and community & corporate training programs.
Read on if this sounds like a suitable model for your Programs and Classes!
How to Create a Classes Enrollment Model Program
How to Create a Classes Enrollment Model Program
Choose the Classes Enrollment Model then make sure the option "Enrollees can pick their class" is checked. This setting is REQUIRED if you want Enrollees to pick their own Class and pay costs associated with the Program or Class. If you don't select this option, any pricing on the Program or Class level will not show on the Enroll Form (since they are not choosing their own Class). Program fees WILL show on the Enroll Form. If you don't want Enrollees to choose a Class, please use the Simple Enrollment Model.
Choose if you want Enrollees to re-schedule their Classes. Enable this setting to allow Enrollees to re-schedule their Classes from within the Customer Portal.
Require a minimum or maximum number of Classes
If you require a minimum and/or maximum number of Classes at enrollment, enter those numbers here. You can also add optional instructions for selecting Classes here.
Next, you can choose the Class view and how Enrollees can choose their Class. The Class view options are:
List View (pick from one list)
*Multi-List View (pick from several labeled lists)
Week View (pick from a Week view calendar)
Month View (pick from a Month view calendar)
*For the Multi-List View, you will also add Class Selection Lists where your Classes will be placed. (Select the dots and drag and drop the selection lists in the order you want them to appear). Here are some examples of lists:
NOTE: When using Multi-List View, you must add the Class Selection Lists here AND in each Class on the Classes page. See Add Class Selection Lists to Classes below.
You can also include instructions under the Class Selection List that will appear on the Enroll Form.
Pricing
Enable "Pricing is the same for each Class" to set a single pricing for all Classes within this Program." Disable this setting to set a different pricing for each Class with this Program.
Note about Pricing on the Class
If you have selected the Classes Model and decide to have pricing determined by class, rather than Program, you will do this when creating a class under the Price section. See this article for steps on how to create a Class.
If you set one single pricing on the Program, you will then set the pricing logic based on Class or number of credits.
Per Class lets, you decide whether Pricing is the same for each Class or not. If you choose to make Pricing different per Class, you'll have to set the pricing during Class creation.
# of Credits lets you decide what a Credit is called (Day, Class, Event, etc.) and enables you to set Min and Max credits and establish what they cost. These values come into play later during Class creation as you decide how many Credits a Class is worth.
Option 1 - Price Per Class
Total Cost of Each Class
Fixed Cost Only: If you have FREE or Subscription Pricing, skip this section.
The Total Cost of each Class is the cost of each Class for the duration of the enrollment period. Add the Charge Items that correspond to each of your fees. These fees can be optional or required at enrollment. They can also be included in Payment Plans or not.
For example, if you are running a Program in which the Classes have the same pricing, add a charge item of "Class Fee" or something like, say, $150 (total cost for the duration of the Class).
If you have a Registration Fee, add that under the Total Cost of each Class. Once you have all your Charge Items added to the Program, Enrollsy generates a Pay-in-full plan for you.
NOTE: Total Cost of each Class and/or Payment Plans will be done on the CLASS level if your pricing is different per Class!
Program Enrollment Fees
These are fees that apply at enrollment that pertain to the Program as a whole (not individual Classes). A registration fee is an example of a Program Enrollment Fee.
NOTE: The Program Enrollment Fees can apply even if your pricing is on the Class level.
Option 2 - Number of Credits Pricing
Choose your Program Cost (see explanations above). Then you will need to add your Credits Categories and set the Enrollment Parameters.
Credits Category
Next, you will need to set up your Credits Categories to start building your pricing. Click the +/- button to add these categories. Click the blue plus/minus button to put in your Label. Check the box beside the Credit Category to have it show.
Enrollment Parameters
Next, you will need to start building your pricing based on the number of credits enrolled in each credit category. Enter the number of minimum and maximum credits, then click the blue plus button with the outline to add each enrollment parameter.
Enter the credit category and Save. Check the box beside the credit category to enable it to be visible. In this example, our Credit Category is Enrichment FT and Enrichment PT.
Next, you will need to start building your pricing based on the number of credits enrolled for each credit category. Click the plus button to enter the minimum and maximum credits.
❗ Add Credits to Classes
The last (but important) step is to add the Credit Category to EACH Class in the Program. To do this, head to the Classes page and click on the down arrow beside the Class, then the pencil icon.
Next, scroll down to the "Price" section and click "Add/Remove Credits Category" to add the same credit category you added in the Enrollment Parameters section. Also, be sure to add the number of credits for this Class, i.e., "1."
Click save to save the changes. Be sure to add these credit categories to EACH Class in the Program!
❗Add Class Selection Lists to Classes
If you need to remove or add Class Selection Lists, you will first need to remove them from any Classes they are attached to BEFORE you remove/add them from the Program(s).
IMPORTANT: If you REMOVE a Class Selection List from a Program first, any Classes that have that list attached will disappear from the Classes page. See the steps below for how to adjust the Class Selection Lists on Classes before editing them in the Programs.
Head to the Classes page and click the arrow beside the Class you need to edit, then select the pencil icon.
Under "Selection List," uncheck the current Class Selection.
Click Save.
Continue to the next section to add or remove the Class Selection Lists on the Program level.
You can re-order the Class Selection Lists by clicking on the "Add/Remove selection list" then hovering over the dots and dragging them in the order you want them viewed in.
Program Pricing
Program Cost
The following is a breakdown of each Program Cost option:
Free - This is an entirely free program (no costs associated). An example of a free Program is a state-funded preschool program. If you do not charge for your program, then simply select Free, click save, and then you’re done! Move on to the next step.
Fixed Cost - Fixed Cost means a set cost at enrollment, whether that cost is paid in full or in scheduled or installment payments. Examples of Fixed Cost Programs are summer camps and private lessons. Select this option if your Program collects Installments, Scheduled Payments, and/or Pay-in-full Options.
Next Step: Enter the total cost of the Program and then select one of the following Payment Plans (unless you don’t want a payment plan option)
Installment Plan - The total price is invoiced immediately, but the balance is paid over time.
Scheduled Plan - The total price is split into payment events due on specific dates.
Subscription Plan - The price of the Program and/or Class is invoiced and paid on a fixed frequency that recurs starting on the date of enrollment.
Subscription - Subscription is a set amount due at a specific interval until canceled (hence, no pay-in-full options). However, you can create an annual, monthly (1-6 months), or weekly (1-6 weeks) Subscription, and each can have its unique costs. Examples of Subscription Programs are membership bundles and software subscriptions. Use this option if your program has repeated payments from the date of enrollment, with no pay-in-full option.
This step is where you enter your Program pricing. This is done in two ways:
Total Program Cost
Payment Plans
Total Program Cost
This is the total cost (or pay-in-full cost) of the Program. You get this Total Program Cost by adding Charge Items that correspond to each of your fees. These fees can be optional or required at enrollment. They can also be included in Payment Plans or not.
For example, if you are running a Program that runs for 9 months and tuition is $1,800, you will add a charge item of tuition and enter the value of $1,800. If you also charge a registration fee of $50, you will likewise add that. It would be best to remember that what you enter here should reflect the total enrollment cost.
Once you have all your Charge Items added to the Program, Enrollsy generates a Pay-in-full plan for you.
Discounts (Optional)
Within the pricing section, you will also have the opportunity to create automatic discounts for your customers. If you haven't created Discounts Items, click on the links to create those. Simply select the dollar sign symbol next to whichever charge item you would like to attach a discount.
To learn more about how to add Discounts to a Program, read here.
Payment Plans (Optional)
The next step is to decide if you want to add Payment Plan(s). To add a Payment Plan, click the plus button, then select one of the three Payment Plan types:
Schedule - Select specific dates for the future payment events on the calendar.
Installments - Set a dynamic number of payments until a paid in full date or select a set number of payment that will occur weekly, monthly, or annually from the date of enrollment
Subscription - Payments repeat from the enrollment date or on a specific day of the month
Learn more about the various Payment Plans here.
Enroll Form Section
The Enroll Form section is an optional section where you can add a variety of customizations. This is where you pull together all the pieces that you may have already created. These settings customize what the Enroll Form looks like once a specific Program has been selected. Here is the list of things you can add (click on the links for more information):
Additional Program Fields (or Program Forms)
Advanced Section
This is another optional section where you can do the following:
Make private - This setting makes the Program a Private Program that cannot be accessed from the general Enroll Form but instead from a private link.
Allow cancellation from the Customer portal. Account Holders can cancel their Class or Program from within their portal.
Uses Kiosk PIN within the Customer portal. Primary Account Holders are able to create a pin for check-ins and outs using their portal.
Metadata - Metadata allows you to store information about a Program that might not otherwise be stored inside Enrollsy. This information can be used in E-Signature Documents and will come into play with future software integrations.
Zapier Segments - If you use the Zapier integration, you must include the Zapier segments (or events) in the Program(s).
Click "Add" or "Save," and you have created a Program! Congratulations!
Create a Class
Now you will need to create one or more Classes within each Program you created. Here's how to create a Class. Click here to learn how to create a Class.