Important Info About Activities
Important Info About Activities
Activities are recorded on Activity Timelines. These historical records are not deleted and are available to the Admin, Teacher, and Customer Account views of Enrollsy and the apps. Here are a few things to make a note of:
Activities have a display order. The display order on this page is everywhere throughout Enrollsy and in the Instructor and Customer Portals. You can easily change the order by clicking on the six dots to the left of an Activity's icon and dragging it up or down.
There are system Activities. These are commonly used defaults that come with Enrollsy. You can hide all of them except the Check-In and Check-Out (if you don't need to use this Activity, we recommend moving it to the bottom). If you hide an Activity, you can see and add the hidden ones by clicking on the Show Hidden link at the top right of the panel.
Admin users can edit or delete Activities. An Activity can be edited or deleted by any Admin user. Once an Activity is deleted, it cannot be undeleted. You'll have to re-create the Activity and change the posted date/posted time.
Admin users and Instructors can post an Activity on multiple days. Admin users and Instructors can post one Activity to one Enrollee at a time on multiple Classes for multiple dates.
Account Holders can post an Activity to multiple Enrollees for multiple Classes on multiple days. Account Holders can post one Activity to multiple Enrollees in multiple Classes for multiple dates.
Default Activities
You'll notice that Enrollsy has created default Activities. Hide or show these Activities by sliding the colored nob on the right-hand side of each.
You can also rearrange the order of these Activities (they will show up in this order on all portals throughout the Enrollsy software). Select the six dots to the left of the Activity and drag it into the order of your choice.
Create a Custom Activity
Follow these steps to create a custom Activity:
Step 1 - Choose the Correct Entity
Head to the Activities page (My Company > Activities tab). Most Activities are done under the Enrollee entity. Select the plus button inside the dotted box to create a new Activity.
More About Activity Entities (Enrollee/Instructor/Class)
More About Activity Entities (Enrollee/Instructor/Class)
Enrollee Activities/Entity
The Enrollee timeline can be seen in the Admin portal in the following places:
Classes page (click on timeline icon beside an Enrollee)
Ratios page (click on Enrollee name)
Activity page (click on Enrollee name)
Enrollee page (click on "Go to > Activities")
The Enrollee timeline can be viewed in the Instructor portal in the following areas:
Classes page (click on timeline icon beside an Enrollee)
Activiities page (click on info icon)
The Enrollee timeline can be viewed in the Customer portal on the Activities page.
Instructor Activities/Entity
The Instructor timeline can only be viewed in the Admin portal and the Instructor portal. Admin users can view the Instructor timeline on the Instructor page (click on timeline icon beside the Instructor). Instructors can view their own timeline under "My Timeline"
Class Activities/Entity
The Class timeline can also only be viewed by Admin users and Instructors. Admin users can view the Class timeline on the Ratios page (click the "Timeline" button). Instructors can view the Class timeline on the Class Timeline page.
Step 2 - Set Activity Settings
A drawer will appear on the right-hand side of the screen. From here, do the following:
Label the Activity
Select a relevant icon from the Default Icon List or by typing in the search bar
Pick the color from the color blocks or enter your color hex
Assign who can post and who can view this Activity (For an internal Activity for Admins only, leave all boxes unchecked. For an internal Activity for Admins only, leave all boxes unchecked. For an internal Activity that includes Instructors, check whether they can only view or post the Activity.
Step 3 - Set Notifications
Depending on who is allowed to post the Activity (see the step above), you will see one or all of the following:
When Admin posts
When Instructor posts
When Primary Account Holder posts
For each of these notifications, you can customize an email and/or SMS text to send out to the Primary Account Holders AND Secondary Account Holders (if there is one) who had the Activity posted to one of their Enrollees' timelines. Select the option "Email" or "SMS" then insert your message in the boxes.
Note about Field Values: Click "Insert field value" under Emails or "Insert field" under SMS to pull in dynamic data like the Company name or the date.
Step 4 - Attach Activity Form (optional)
You can also attach an Activity Form.
NOTE: Activities with attached forms force required fields on the Activity Form to be completed before the Activity can be posted.
Click Save when finished.
Step 5 - Order Activity List
Don't panic if you don't see your new Activity because it's just at the bottom of the list. Scroll down and click the dots to reorder your list as you see fit. That's it!
Create an Activity Form
Do you need to create a customized Form that Customers can fill out on the Customer App? Head to Activity Forms in the My Company settings (click the person icon at the top right-hand of the screen and select "My Company." Under the Forms tab on the top banner of the screen, select "Activity Forms.") and follow these steps:
Step 1 - Add Form
Click the plus button to add a new form. Enter the Form’s title and save.
Step 2 - Add Elements
Next, click the plus button, and a list of field elements will appear. Type in your label and click on the appropriate field for the type of question you want to ask. Click Add to continue.
These Field Elements are the same as those on the Enroll Form builder. See this article for more information on Field Elements.
Step 3 - Edit Field Settings
After adding the element in Field Settings, you can further customize your question. The cog beside the question also opens up these settings:
Click the long label format button if your question is longer than 100 characters.
Make your question required
Change the maximum characters allowed
Under Design, choose an icon (or keep it at the default icon shown beside each element). Type in a keyword to search that type of icon:
Edit the width for Desktop/Tablet and Mobile (open up the Enrollsy page on a mobile phone to check if the Enroll Form is easy to read; you may have to adjust the width if some of your questions are long). Just slide the bar to adjust the width. The width is in 12 column lengths, so the width can be anywhere between "1" and "12."
If your question is a select (either Single or Multiple), add Options. There is also a Upload button in this field where you can upload a CSV document straight into the field. See this article, "How to create a CSV file," for more information.
Step 4 - Other Info
Conditional Formatting
Add additional questions under Yes/No, Single Select, or Multiple Select questions based on a person’s answer. For example, you could add “Please describe” if the answer to “Do you have any allergies” is “Yes.”
In the Enrollsy world, this is called conditional formatting, and it’s simple to do. Click here to learn more about Conditional Logic and how to use it in Enrollsy. Here is an example where if the question "How is the student doing?" is answered with "Not Good," the follow-up question "Explain" shows.
Delete
The red trash can lets you delete a question if you mess up.
If you decide to keep the question after hitting delete, there is an "undo option that will restore the field:
Plus Sign
The plus is to duplicate a question.
Cog Icon
The cog is the settings option. Open this to adjust any field settings.
Arrows
The up/down arrows move a question above/under another question.
The other arrow, the return arrow, will move a question inside another, making it a child or nested question (see conditional formatting above).
How to Edit an Activity
Head to the Activities page (My Company > Activities tab). Click the cog icon to open the settings beside the Activity you want to edit.
Step 1 - Edit Activity Settings
In the window that opens, you can edit the following:
The name of the Activity under "Label"
The icon - Choose from the Default Icon List or by typing in the search bar
The Activity color from the color blocks or enter your color hex.
Step 2 - Edit Visibility
You can edit who can view and/or post the Activity under "Visibility." For an internal Activity for Admins only, leave all boxes unchecked. For an internal Activity that includes Instructors, check whether they can only view or post the Activity.
Step 3 - Edit Notifications
Depending on who has the ability to post, add or edit the email or SMS notifications to the Primary Account Holders AND Secondary Account Holders (if there is one) who had the Activity posted to one of their Enrollees' timelines. Select the option "Email" or "SMS" then insert your message in the boxes. Note about Field Values: Click "Insert field value" under Emails or "Insert field" under SMS to pull in dynamic data like the Company name or the date.
Step 4 - Attach Activity Form
You can also attach an Activity Form (optional).
NOTE: Activities with attached forms force required fields on the Activity Form to be completed before the Activity can be posted.
Click Save when finished.
Step 5 - Order Activity List
Click the dots beside an Activity and drag it to reorder your list as you see fit.
