What Re-enrolment Does
Re-enrolment helps you seamlessly move attendees from one schedule to the next, with automatic payments and minimal admin work.
You Can | You Don’t Have to |
Create a new schedule inside an activity | Manually message every customer |
Re-enrol eligible attendees with one click | Collect payments manually |
Set an auto-charge date for payments | Rebuild schedules from scratch |
Give customers the option to opt-out | Worry about missed payments |
Why use it?
Your customers roll into the next term automatically - increasing retention and saving you hours of admin.
1. Setting up Re-enrolment
Re-enrolment must be switched on for each activity.
When it’s enabled, parents will see a message during booking letting them know they may be automatically re-enrolled into future sessions.
Only bookings made after Re-enrolment is turned on will be eligible for automatic re-enrolment into new sessions.
To enable Re-enrolment:
Go to Activity Settings
Toggle Re-enrolment ON
From this point onward, eligible attendees will be tracked
Customers booking will see a message during their booking journey letting them know they may be re-enrolled
2. Starting a Re-enrolment
To start a Re-enrolment, you must first re-run a schedule. You can do this from the activity side sheet by selecting an activity on the Activities page.
Click on the activity from the Activities page.
Select the old schedule (e.g. Autumn Term).
Click Re-run — this button is only active if Re-enrolment is ON.
The Schedule Creator will open with the old schedule details pre-filled.
Make any edits you need (e.g. schedule name, dates, days, times).
Click Save to create your new schedule (e.g. Spring Term).
3. Re-enrolling attendees
Once you’ve created your new schedule, you can begin re-enrolling attendees into it.
Select the block from the old schedule that you want to re-enrol attendees from.
Select the block in the new schedule that you want to re-enrol attendees to.
Choose the attendees from the old schedule you wish to re-enrol.
Click the Re-enrol button in the new schedule to complete the process.
You have full control to re-enrol specific attendees from the original schedule into selected blocks on the new one. Once confirmed, these attendees will immediately appear on the registers for their assigned blocks.
After attendees have been assigned to their new blocks, you can begin managing their tickets.
4. Managing Tickets
After attendees have been re-enrolled into their new blocks, you can manage their tickets.
Each attendee will default to their previous ticket.
On this screen, you can:
Switch their ticket type
Adjust the price (e.g. apply discounts)
5. Inviting ineligible Attendees
Some attendees won't be eligible for Re-enrolment:
Eligible for Re-enrolment | Not Eligible (Can Invite to Book) |
✅ Bookings made after re-enrolment was enabled | ❌ Bookings made before re-enrolment was enabled |
✅ Block bookings | ❌ Individual session or subscription bookings |
✅ Paid via card | ❌ Free bookings |
| ❌ Manually added bookings |
| ❌ PonchoPay bookings |
For these ineligible attendees, we provide a way for you to invite them to Re-book separately.
On the Invite attendees to book screen:
You’ll see a list of attendees who can’t be auto re-enrolled, and the reason why they can't be re-enrolled
Keep them selected to send them an Invite to Book email. You can see what this email looks like from the Communications section in the side navigation.
6. Review & Set Auto-charge Date
Before confirming a Re-enrolment, you’ll see a Review Screen containing the following sections:
6.1 New Schedule Summary
This section provides a summary of the schedule you’ve set up.
6.2 Excluded Attendees
Lists any attendees you’ve chosen to exclude from Re-enrolment or the Invite to Book process.
6.3 Capacity
Here, you can adjust the capacity for each block within your new schedule.
By default, the capacity for each block is set to the number of attendees being re-enrolled into it.
However, since Invite to Book emails are sent immediately after confirming the Re-enrolment, you can increase the capacity here to make room for additional attendees who have been invited to book.
6.4 Auto-charge Date
You can set an auto-charge date, which automatically charges each customer’s original payment method. This allows customers to be re-enrolled and charged without taking any action themselves.
Important notes:
The auto-charge date must be at least 5 days in the future.
Payments will run automatically from 06:00 on the chosen date.
When you confirm a Re-enrolment, customers will immediately receive an email notifying them of their attendees’ new schedule.
This email includes an opt-out option. If a customer chooses to opt out:
Their auto-charge will be cancelled.
Their attendee(s) will be removed from the associated register.
You’ll be notified by email.
7. Confirming the Re-enrolment
Upon confirming the Re-enrolment:
7.1 Re-enrolled Attendees
These attendees will be added to the registers with an “Unpaid” tag. (See more in the Re-enrolment Status section below.)
Customers will receive a booking confirmation email that:
Shows the details of the activity their attendee has been re-enrolled onto.
Communicates the auto-charge date.
Provides an option to opt out of Re-enrolment before the auto-charge date.
7.2 Invited Attendees
Customers will receive an Invite to Book email encouraging them to make a booking.
These attendees will not be added to registers until a booking is completed.
8. Further functionality
8.1 Communications
Who gets it | What It Includes | |
Re-enrol Booking Confirmation | Customers - straight after re-enrolment | Their new booking details, auto-charge date + link to cancel |
Invite to Book | Customers - straight after invite | Link to book manually |
Auto-charge Reminder | Customers - 24h before payment date | Reminder + link to cancel if needed |
Cancellation Notification | Providers (you) - Straight after customer cancels | Information about booking that was cancelled |
8.2 Re-enrolment Status
Stage | How Attendees Appear |
Before auto-charge | Unpaid (registers, AO, bookings page, customer view) |
After auto-charge (failed) | Failed Payment (visible everywhere + Failed Payments section) |
After auto-charge (success) | Paid & confirmed (no status) |