The following are what can be edited on a Program.
How to Bulk Edit Programs
How to Bulk Edit Programs
It's easy to update the settings of multiple Programs at once by using the Bulk Update tool on the Programs page. Follow the steps below.
Step 1 - Select Programs
Select all the Programs you would like to update by clicking the checkboxes on the left side of the Programs. Click the top checkbox to "Select All."
Step 2 - Bulk Update Button
Click the Bulk Update button with the selected Programs, which will open up the Bulk Update view with your selected Programs listed at the top for you to review before applying the updates.
Step 3 - Bulk Update Button States
There is a toggle button next to every setting that lets you update that setting for all selected Programs.
When you first click the Enable Editing Button, it will turn yellow. If you leave it yellow when you bulk update, it will clear/erase the setting previously on any of the selected Programs.
If you configure the setting, it will turn green. This means it will update all the selected Programs with that configured setting.
Step 4 - Apply Setting Updates
Apply all the setting updates you would like to make to the selected Programs by
clicking the Bulk Update button at the bottom. Then confirm with the warning dialog that pops up.
How to Edit Program Options
Program Options act as a series of choices that funnel the person enrolling down to a final choice. Think of them as the means of presenting all your possible options to the customer without completely overwhelming them.
Sometimes, you may decide you need to edit the Program options your Customers will choose upon enrollment. This is an example of Program Options:
Two pre-set Program Options come standard:
Locations
NOTE: Locations are NOT FREE! Our pricing is on a per-Location basis.
If you have questions about what constitutes a Location or feel your set-up should be considered an exception, please get in touch with us through the chat before adding or removing Locations.
Adding Locations
Before adding a Program to multiple Locations, you'll need to have more than one Location created. Learn how to add Locations here.
Once you have created multiple Locations, when you add a Program, you'll notice that the Location field of the Edit Program section now has all of your Locations in it. This multi-select list allows you to associate the Program with as many Locations as you wish.
Deleting Locations
In case you have multiple locations, when editing Programs on the Programs page, DO NOT edit the Location of the Program unless you are sure you no longer need those Programs or Classes again. When removing a Location and adding it back, the system restores the Programs, however, it removes the Classes that were in those Programs and they are NOT restorable. If the Class has enrollments, you will see this page that allows you to re-enroll the Enrollees:
NOTE: Removing Locations from Programs is NOT a temporary way to remove certain Programs or Classes from the Enroll Form. We suggest one of these methods:
Make the Program(s) private so no one can enroll via the general enroll link
Reduce the Class Capacity of one or more Classes to stop enrollment into those Classes.
Duplicate the Program first so you have a backup if you decide you need to add the Location back in. You can archive the duplicated Program until you no longer need it.
Enrollment Period
Enrollment Periods are used to break enrollments into other types of segments.
Other Program Options
After these first two selections, the rest of the options are 100% customizable by you within the settings section of the Program page, including how many options you present. In the above example, the options added were a Program name and a Schedule.
The above terms can be customized and renamed under the My Company > "What Do You Call Things?"
Edit Program Options
Step 1 - Open the Programs tab in the My Company settings and click the setting "Manage Program Options."
Step 2 - Click on the blue pencil icon beside the Program Option to edit (or delete) the name. In this example, "Program Name" is the Program Option name.
Step 3 - Click on the outlined pencil icon to edit or delete the individual names underneath the Program Option.
IMPORTANT: Make sure your Programs do not have the SAME Program Options (especially the same name)! If they do, one of the Programs may not show up on the Enroll Form (if one Program is public and the other is private).
Step 4 - The Program Options are listed in the order in which they will be presented to your customers (from left to right). Reorder them by using the six dots in the upper-left corner and dragging them into the correct order.
Re-Ordering Program Options
To change the order of the Program options, go to the Programs page and click on "Manage Program Options" at the top.
Under the Program Name "Program Options," hover over the dots and drag the options in the order you want them.
Deleting Program Options
If you delete one or more Program Options underneath a Program Option Category that is currently in use by a Program, the option will no longer show on the Enroll Form. For example, if we deleted "Fall" and "Spring," under "Semester," those options will no longer show on the Enroll Form:
Your Program page will show these deleted Program Options like this:
When you delete a Program Option, a red caution icon will appear where that option once was. When you see that caution icon, you have two choices:
Reassign the Programs to the new/edited Program Option by clicking on the pencil icon beside the affected Program and filling in the option.
Archive or delete the Programs that were affected by the deletion. To archive the Program, click the checkbox beside the Program you wish to archive and then the Archive button. The Program will then be moved under Archived.
These options can easily be added back to the Program Option Category ("Semester") and to each of the Programs, and they will once again show on the Enroll Form. This only applies to deleting and not to renaming or changing images or descriptions.
If you delete the entire Program Option Category (i.e., "Semester" above), the Program Option will also no longer show on the Enroll Form, and it will disappear from the Programs page completely.
You can always add back in Program Options as long as you add them back to each of the Programs as well.
Steps to Delete a Program Option
To delete or edit the title of a Program, follow these steps:
Open the Programs tab in the My Company settings and click the setting "Manage Program Options."
Click on the blue pencil icon beside the Program Option to edit (or delete) the name.
Or click on the outlined pencil icon to edit or delete the individual names underneath the Program Option.
Reassign Program Options
When you delete a Program Option, a red caution icon will appear where that option once was.
When you see that caution icon, you have two choices:
Reassign the Programs to the new/edited Program Option by clicking on the pencil icon beside the affected Program and filling in the option:
Archive or delete the Programs that were affected by the deletion. To archive the Program, click the checkbox beside the Program you wish to archive and then the Archive button. The Program will then be moved under Archived.
Hide Program Options
You can also hide Program Options on the Admin portal. Follow these steps to hide Program Options:
Step 1 - Open the Programs tab in the My Company settings and click the setting "Manage Program Options."
Step 2 - Click on the blue pencil icon beside the Program Option to hide.
Step 3 - Turn on the switch beside "Hide" under the image upload, then click "Save." This will hide the Program Form on the admin page (and make it not visible in the Program editor). See Step 4 on how to view hidden Program Options.
Step 4 - To view all hidden Program Options, on the main Program Options window, turn the switch on beside "Show Hidden." All hidden Program Options will show up under whatever label with the crossed-out eye icon.
To unhide the Program Option, simply click the pencil icon and toggle off the "Hide" toggle and click "Save."
How to Change the Order of Programs on the Enroll Form
If you need to adjust the order Programs appear on the Enroll Form, here's how.
The order of your first Program Option controls the order of Programs on the Enroll Form. By "Program Option," we mean the series of choices that funnel the person enrolling down to a final choice.
To edit the Program Options, follow these steps:
Open the Programs tab in the My Company settings and click the setting "Manage Program Options."
If you have a lot of Program Options listed, click the "Expand/Shrink" icon in the upper-right corner to expand the list to view all options.
The Program Options are listed in the order in which they will be presented to your customers (from left to right and top to bottom). Reorder the Program Options by using the six dots in the upper-left corner and dragging them into the correct order.
Reorder the different Program Option Categories by clicking the six dots and dragging them to a different order.
Reorder the different Program Options within a Program Option Category by clicking the six dots and dragging them to a different order.
How to Edit Program Dates
Sometimes the dates for Programs can change. To edit the Program dates, head over to the Programs page, then follow these steps:
Click on the pencil icon on the right to edit the Program.
Scroll down to the heading "Enrollment Model." Click on the pencil to edit the start/end days/dates the Program occurs.
Next, you will choose which type of schedule the Program runs: Weekly Schedule or Pick Dates. See below for each of these types.
Weekly Schedule
Choose this selection if the Program meets on specific days each week for a set duration. Choose the days of the week, then the calendar start date and end date.
Pick Dates (doesn't recur)
Select this if the Program meets on specific dates. Choose those dates from the calendar widget.
If you chose the Weekly Schedule, you may need to add a Holiday Calendar with closings. To add Holiday closings, see this support article.
How to Edit Program Pricing & Payment Plans
Sometimes pricing goes up, and you have to edit the costs of your Programs and/or Classes. Here's how to do that for program and class prices.
Program Pricing
Suppose your pricing is at the Program level, head over to the Programs page (accessed from My Company > Programs or Classes page > Programs). Follow these steps:
Click on the pencil icon beside the specific Program to edit one Program.
Select the blue pencil icon beside the Program to edit. NOTE: At this time, you cannot edit pricing for multiple Programs.
Once the editor is open, click on pricing on the left to get to the Pricing section. Choose either Fixed Cost or Subscription under Program Cost.
Adjust pricing in the following places:
Total Program Cost - Enter a new amount beside each Charge Item.
Payment Plans - Click on the pencil icon to manually edit the current payment plan's pricing. Change to "Manually set pricing" and click the + button to add the Charge Item. Also, add any Charge Items due at Enrollment below:
NOTE: See this support article to edit any existing Payment Plans or create a new one. You can change the plan name, due dates, and/or invoice settings. To edit an individual's Payment Plan, click here.
Be sure to click "Save" to save any changes made.
Class Pricing
Suppose your pricing is at the Class level, head over to the Classes page (accessed from the left menu). Follow these steps:
Click the down arrow beside the specific Class and then the pencil icon.
Once the editor is open, click on pricing on the left to get to the Pricing section.
Adjust pricing in the following places:
Total Class Cost - Enter a new amount beside each Charge Item.
Payment Plans - Schedule Payment Events - Click on the pencil icon to manually edit the current payment plan's pricing. Change to "Manually set pricing" and click the + button to add the Charge Item. Also, add any Charge Items due at Enrollment below:
Be sure to click "Save" to save any changes made.
Customize Enroll Form Settings
In the Program settings, there is a section called "Enroll Form" that includes a variety of settings pertaining to the Enroll Form. See below for more information on these settings.
To get to the settings, go to the Program Page and click on the pencil icon beside the Program. Select "Enroll Form" on the left menu.
"Enrollment Ends On" Date
"Enrollment Ends On" Date
The "Enrollment ends on" section in the Program Editor does just what it says: It ends enrollment and hides the Program from the Enroll Form starting at 12:00:01 AM (your company's time zone) on the date you enter into the box.
People typically use this field when a Program runs for a specific amount of time, and they want to close enrollment on a particular date in the future.
Add or Edit "Enrollment Ends On"
To add or edit the "Enrollment Ends On" field, go to the Programs page. Either click on the pencil icon of one Program or select the Programs and click on the Bulk Edit button at the top (the middle icon).
Select "Enroll Form" on the left menu or scroll down to the Enroll Form section. Add the date you want enrollment to stop. See the example below.
Example
For example, Summer Camp runs from June 1 to July 30. You want to open enrollment from April 1st - May 27th. In this case, you would add May 28th (meaning the Enroll Form will allow enrollments until midnight on the 27th and then close on the 28th) in the Schedule section under the field labeled "Enrollment ends on" (see below).
NOTE: If an "Enrollment Ends On" date is in the past, a red "Not Visible" tag will show on the Programs page on every Program where the date is past. This is how you will know which Programs are not visible on the Enroll Form (or if you need to adjust the "Enrollment Ends On" date.
Enrollment Conditional on Age/Age Restrictions
Enrollment Conditional on Age/Age Restrictions
If you need to ensure that Enrollees fall within a specific age range, you can set parameters. Age restrictions are set on the Program level, NOT on the Class level.
IMPORTANT NOTE: Age restrictions are based on the birthdate field of your Enroll Form. You have to have this field visible for age restrictions to work. If you create a different birthdate field, the age restrictions will NOT work.
To do this, go to the Program Page and click on the pencil icon beside the Program. Follow the steps below.
Click on or scroll down to the Enroll Form section. Click the box beside "Is enrollment conditional on age?"
The first section of the dialog lets you pick the youngest age allowed.
The second section lets you pick the oldest age allowed. NOTE: You can have the youngest age restriction without the oldest age restriction and visa-versa.
The final section is optional, allowing you to set a date on which to apply these restrictions. If no date is selected in this step, the age restrictions will be enforced using the Enrollee's birthdate and the enrollment date.
Prerequisite Programs
Prerequisite Programs
You can make enrollment into one Program dependent upon enrollment into a "Prerequisite" program. This means that the prerequisite Program has to be enrolled in or already taken to enroll in the current Program.
Important Notes About Prerequisite Programs
The prerequisite Program setting cannot be enforced unless the Program and its prerequisite are connected to Locations of the same "payment account" (also called merchant account). This means if you have more than one merchant account, both Programs must be connected to the same one.
If you have a prerequisite Program, customers cannot use a prefilled enroll link (the sytem will not go to the prerequisite program). They will need to use the general enroll form link (My Company > Links).
To create a prerequisite Program in Enrollsy, follow these steps:
Navigate to the Programs page (My Company > Programs). Click on "Create Program" or edit an existing Program by clicking the pencil icon beside the Program.
Proceed to the "Enroll Form" section to the "Prerequisite Program" option. Select the Program that you want to set as a prerequisite for the current Program you are creating or editing.
By setting a prerequisite Program, you ensure that enrollees must have completed the prerequisite Program before they can enroll in the current Program.
Make sure to save your changes once you have selected the prerequisite Program.
Coupon Codes
Coupon Codes
If you need to create a Coupon Code, click here. If you just need to add one that has already been created, follow these steps:
Head to the Programs page. Here you add one or more Coupon Codes to just one Program or to multiple ones. To attach it to one Program, click the pencil icon beside the Program to open up the Program Editor. To add a coupon code to Programs in bulk (more than one), select the Programs on the left side by checking the boxes. Then click the bulk pencil icon that appears on the top right to open up the Program Editor.
Next, click on "Enroll Form" on the menu. There you will see the "Coupon Codes" section. If you are only editing one Program, click the down arrow to see a list of created Coupon Codes. If you are editing multiple Programs, select the switch to the far right of the Coupon Codes section to enable it for editing.
Click the down arrow to see a list of created Coupon Codes. Check the box beside each Coupon Code you want to add to the Program. When finished, click off to the side of the window to close it. If you successfully attach the Coupon Codes, you will see the number of Coupon Codes selected.
Be sure to click the "Save" button to save the changes made to the Program. If you are editing multiple Programs, you will see a warning message pop up to verify that you want to bulk update the Programs selected. Click the "Update" button again to save the changes made.
Add Program Fields/Forms
Add Program Fields/Forms
Here you can add already created Program Forms, which are questions asked on the Enroll Form that are specific to certain Programs. Click here to learn how to create a Program Form. To add the Program Forms, follow these steps.
If you need to add it to just one Program, go to your Program Setup Form (My Company > Programs > Pencil icon on the right side). If you need to add it to multiple Programs, select the Programs on the left, then click the bulk edit icon.
Click on the Enroll Form section, then select the down arrow under Additional Program Fields.
Select the name of your Program Form(s) to add it to the Program(s).
Add Required Documents
Add Required Documents
Under "Required Documents," you can add any created Required Documents, which is any document hat you require of at least ONE Customer. Click here to learn how to create a Required Document.
NOTE: The Document must be required for EVERYONE who enrolls in the specific Program you add the Document to!
Here's how to add one or more Required Documents to one or more Programs:
Head to the Program page and click on the pencil icon of the Program you want to attach the Document to. To attach it to more than one Program, select the Programs on the left (or select all) and click the bulk update button.
Scroll down to Enroll Form settings at the bottom left. Click on Required Documents (you may need to click the toggle button to turn this on). Then select the Document you previously created.
Click the Save button to save your settings. 🛑 NOTE: After this is finished, everyone who enrolls in that Program will see a red banner at the top of the Customer Portal with a button to either download or upload a Document.
Add E-signature Documents
Add E-signature Documents
After you have created your E-signature Document, you will need to attach it to the Program(s) it belongs to. E-signature documents are automatically emailed when someone enrolls in the Program the Document is attached to. Click here to learn how to create an E-signature Document.
Follow these steps to attach the E-signature Document to a Program:
Head to the Program page and click on the pencil icon of the Program you want to attach the Document to. To attach it to more than one Program, select the Programs on the left (or select all) and click the bulk update button.
Select "Enroll Form" on the left menu or scroll down to the Enroll Form settings. Click on E-signature Documents (you may need to click the toggle button to turn this on if you are adding the Document to multiple Programs). Select the Document you previously created from the dropdown list:
Click the Save button to save your settings.
After this is finished, everyone who enrolls in that Program will be sent an email asking them to sign the Document. If they DO NOT sign it, they will be sent a reminder email in 3 days, then in 7 days. No more automatic reminders will be sent after 7 days; however, you can manually send reminders anytime.
Add Terms & Conditions
Add Terms & Conditions
Here is where you add any specific Terms & Conditions to a specific Program. Follow these steps:
To add your newly created Terms & Conditions to your Program, go to your Programs page. Click on the pencil icon beside the Program to open up the editor. To add the Terms to multiple Programs, check the Program or click “Select All” and click the Bulk Edit button (third button from the left).
Scroll down to the section "Enroll Form (optional)" on the left side.
Click under "Terms and Conditions," then check the box beside the Terms for that Program. To add the Terms to multiple Programs, scroll down to Enroll Form and click the toggle button beside “Terms and Conditions.”
Be sure to click Save to save any changes made.
Add Enrollment Welcome Message
Add Enrollment Welcome Message
Here is where you can add any specific Enrollment Welcome Messages to specific Programs. Follow these steps:
Head to the Programs page and click on the pencil icon beside the Program. To add the Welcome Message to multiple Programs, check the Program or click “Select All” and click the Bulk Edit button (third button from the left).
Scroll down to Enroll Form and click on the Enrollment Welcome Message you want to add. To add the Welcome Message to multiple Programs, scroll down to Enroll Form and click the toggle button beside “Enrollment Welcome Message.” Then you can select the correct message
Click Save or select “Update” to save multiple Programs.
Override Program Instructions
Override Program Instructions
You can override the overall Program Instructions with instructions that apply to a specific Program. These instructions can be found in the Program Editor of any Program. To edit or delete this text, go to the Programs page, and click on the pencil icon of the Program. Scroll down to the "Enroll Form" section.
Any instructions written in this area will OVERRIDE the default overall Program Instructions:
NOTE: These instructions/descriptions can be different for every Program, or you can put the same message for one or more Programs. To do this in bulk, click this support article.
The specific Program instructions show up in the same place as the overall Program instructions on the Enroll Form.
How to Delete a Program
Make sure you want to delete the Program
Deleting a Program will do the following:
Removes it from the Enroll Form
Removes it from the Customer Portal
Removes it from the Instructor Portal
Classes within the Program will not be accessible on the Classes page
Cancels any future Class Reminders
Cancels any future Invoice and Payment events scheduled
If you still want to delete a Program, follow these steps:
Step 1 - Programs Page
Open the Programs tab in the My Company settings.
Step 2 - Remove Enrollments (if applicable)
No Enrollees can be in the Program (within the Classes) to delete a Program. If there are any enrollments in the Program, you will see a warning page that instructs you to re-enroll those enrollments (or delete them, if applicable) before you will be allowed to delete the Program.
To view the enrollments still in the Program, click on the enrollments link. In the example above, you would click on "14 enrollments" (as shown below).
See this support article for detailed steps on how to delete an Enrollment. If there are multiple Enrollees, see how to delete multiple Enrollees from a Class.
NOTE: If there are any UNASSIGNED Enrollees within that Class, you will have to reassign them to a new Class before you can delete the Program.
Step 3 - Delete the Program
After moving all Enrollees out of Classes, you can now delete the Program. Click on the three dots beside the Program you want to delete. Click the "Delete" button.
You will get the following warning showing what deleting a Program will do:
Removes the Program from the Enroll Form
Remove the Program from the Customer Portal and the Instructor Portal
Classes in the Program will no longer be accessible on the Classes page (they will be deleted)
Cancels any future Class reminders
Cancels any future Invoice and payment events
If you still want to delete the Program, click "Delete" again. Once you click the "Delete" button, the Program will be deleted. You will have to do this for each Program, as there is not currently a way to bulk delete Programs.
BE SURE YOU WANT TO DELETE THE PROGRAM!
There is no undo button! Any Classes that were in the Program will also be deleted. If you accidentally delete a Program and need it recovered, contact Enrollsy Support through the chat button. We can sometimes recover things, but we need to know as soon as possible.
Alternative: Archiving
An alternative to deleting a Program is to archive it. To archive a Program, click the three dots beside the Program you wish to archive and choose "Archive." To archive more than one Program, select the Programs you wish to archive and then the bulk Archive button. The Program will then be moved under Archived.
When you click on the archive button, a confirmation dialog will display. This dialog lists the effects of archiving a Program. If you still want to archive the program, click "archive."