We've got a nice list of words with their definition and some additional information that will get you started in learning our platform.
An Account is typically identified by a name and a unique email address (and optionally an ID). Accounts are owned by a primary Account Holder, who is ultimately responsible for payment. An optional secondary account holder may also be included. In the event the Enrollee is an independent adult and not a dependent, the Account and the Enrollee might be the same person. Learn where to find the Account page.
E.g. Sally Johnson, sally@domain dot com, 2387 (ID is optional)
Primary Account Holder
The Primary Account Holder is typically the person who enrolls an Enrollee/Student in a program and/or has legal custody. This person is also called the Primary Parent/Legal Guardian for preschool/schools.
E.g. Sally Johnson (Primary Parent of Enrollee Billy Johnson)
Secondary Account Holder
The Secondary Account Holder is another Account Holder that can be a parent or legal guardian of the Enrollee. Secondary Account Holders are not required in Enrollsy.
E.g. Bill Johnson (Secondary parent of Enrollee Billy Johnson)
An Enrollee is the person participating. The word Enrollee is a label that can be changed to Child(ren), Student(s), Registrant(s), Player(s), Subscriber(s), Member(s), Traveler(s), etc. Enrollees can be placed in one or many Programs during the enrollment process. Learn how to assign an Enrollee to a Class.
E.g. Billy Johnson (son of Account Holder Sally Johnson)
Activities are recorded on Enrollee's Activity Timelines. These are historic records that are not deleted and available to the Admin, Teacher, and Customer Account views of Enrollsy and the apps. Admins can make their own customized Activities. Learn how to create Activities.
An Enrollment Period is a period of time when you have programs/classes happening. If you have enrollment year-long, you can still have an Enrollment Period per year because it will make it easier for you to keep track of separate yearly enrollments. Examples of Enrollment Periods:
"School Year [20XX]"
"Summer Camp [20XX]"
"Early Childhood Classes"
"Group Classes [20XX]"
A Program typically has a name, schedule, and time. While programs can vary dramatically in structure, they always organize Enrollees into distinct groupings (usually funneling down to price). The word Program is also a label and can be changed to Plans, Trips, etc. Programs may also have a capacity indicating the total number of Enrollees they can accommodate. Many Programs have Classes that can also have a capacity. Learn how to get started creating Programs.
E.g. Cake Decorating 101, Wednesdays, 7-9pm
A Class is a physical or logical boundary or subset within a Program. In Enrollsy, a Class can be named whatever you’d like to call it. Some options we have seen include group, pod, stage, etc. Classes have capacities, and the sum of the Classes within a Program creates the Program Capacity. Classes allow for bulk actions like texting, emailing, transactions, etc. Settings within Enrollsy allow you to decide whether you want to allow enrollment into the Program level (allowing you to make class assignments after enrollment) or directly into the Class level. Classes can also have Waitlists. Learn how to create a Class.
E.g. Main Floor Kitchen
Waitlists were designed to allow those who want to enroll in a Program or Class that is already full to make themselves known to you. Waitlist settings give you the ability to control whether a Waitlist shows up always or only when a Program or Class is full, so it can be used in other ways as well. Learn how to create a Waitlist.
When we say Enroll Form, we mean the customized intake form in Enrollsy. This form is unique to your business and is the intake mechanism used to collect information from your customers. Learn more about the Enroll Form.
A Program Form is a set of questions that only pertain to certain Programs and show up along with your generic Enroll Form at enrollment. Learn more about Program Forms.
You may hear this term, especially when we begin talking around Enroll Forms. On the Enroll Form this includes adding 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.” Learn more about Conditional Logic.
A Charge is an amount of money placed onto an Account's balance. When integrating with Quickbooks, it's important to note that a charge is equivalent to an invoice. Charges are red in the Transaction History and mean the Account Holder owes you money or has a negative Account Balance. Charges are placed on Accounts by Enrollsy (during Auto-Billing) or by an Admin using Enrollsy. Charges can be made one at a time or in bulk.
A Payment is the literal transfer of money from an Account Holder or a Payer to you. Payments are green in the Transaction History and mean the Account Holder paid you money or has a positive Account Balance. Payments can be processed by Enrollsy (during Auto-Pay), by the Account Holder in the App, or by an Admin using Enrollsy. Payments can also be applied to multiple accounts using our bulk transactions feature.
A Credit is placed into an Account Balance and decreases any amount owed or, as the word implies, adds a credit or a positive balance to the Account. Credits are blue in the Transaction History. Credits don't require you to actually transfer money to their account or Refund a transaction, rather it allows you to reduce the Account Balance or create a positive Account Balance. It's important to note that Accounts with a credit, who enroll in a new Program or Class, will have the Credit amount applied during payment for a reduced payment. Learn how to give a customer a credit.
A Refund is giving money back to a customer. There are two types of refunds:
These can be further categorized as Full or Partial Refunds.
Electronic Refunds happen in the Transaction History at the bottom of the Account's Billing Page. To perform an Electronic Refund, simply click the vertical dot menu on the right of the ACH or Credit/Debit card transaction you wish to Refund. In the event a transaction has not been batched, you will see an option to void the transaction. Partial voiding of the transaction is not allowed. If you see a Refund option, you'll be able to do a Full or Partial Refund. Learn more about Electronic Refunds.
Physical Refunds happen when you return money to someone in the form of a check or cash. These types of Refunds can happen either from the Transaction History or by using the Transaction option in the Left Sidebar Menu of Enrollsy. Learn more about Physical Refunds.
Auto-Billing is the term Enrollsy uses for automatic billing of your Programs, which is set on a company-wide schedule. Learn how to edit your company auto-billing settings here. You can also set custom Auto-Billing schedules per Program.
Auto-Pay is the company-wide automatic payment schedule, which can be customized per Account. Click here to learn how to edit your company Auto-Pay settings. You can also set a custom Auto-Pay schedule per Account or Customer. Learn how to do that here.
The Transaction History is the single source of truth about all things financial for each of your Accounts. This history works like your bank history, displaying the most recent transactions at the top. This history shows you who the transaction was posted by, what Program it was for, and who the transaction is connected to (it will default as a generic Account transaction unless a specific Enrollment is chosen). Also, the Payment Method is displayed and for electronic payments, the last four digits of the card or the bank account number will be displayed. Learn how to post transactions.
E-signature documents are PDFs that get pre-filled with the enrollment data collected from your customized Enrollsy Enroll Form, and then digitally signed and initialed wherever necessary. Once signed, these documents come back into the platform for you to view/download. The great thing about these documents is that when you need to send them to a customer to sign at the renewal date, any updates that have been made to customer Accounts since their first signature gets pre-filled into the new document and can be signed again. Enrollsy also allows you to bulk send E-Signature Documents at renewal times, which saves hours of back-and-forth with customers.
One of the primary advantages of E-Signature Documents is that you can make fields required or not and rest easy knowing that each of your packets is complete when you get it back. Learn how to send out E-Signature Documents.
Sensitive documents are often required, but we currently do not allow for these to be uploaded. We are working hard to allow for more types of documents to be securely stored. Meanwhile, we ask that our customers collect and store things like birth certificates, other forms of ID, and highly sensitive information in person.
So, if you're collecting these sensitive documents in person, why bother adding them to Enrollsy? Glad you asked. If you use Enrollsy correctly, you'll be able to track every single required document (including these sensitive documents, which are being stored somewhere safe offline). When a sensitive document is received, it can be marked by you as received. This means you can search for and find those with outstanding documents without having to dig through a filing cabinet. You can also easily send reminders to those who have not submitted sensitive documents.
Required documents are documents (of any file type) you want to make available to your customers in the customer portal for download and/or upload. When you create a Required Document, you are given the option to attach a document that will be made available for download by your customer. The customer can download and print the document, provide any information, sign, etc. and then upload the document.
Once uploaded, these documents come back to you in Enrollsy so that you can download or otherwise keep track of who still needs to submit them using our convenient Document Finder button. Learn how to require a document be signed and/or uploaded.
Users include anyone who Uses Enrollsy. Users of Enrollsy are distinguished as:
Admins are those with the ability to perform some or all of the actions possible in Enrollsy. Admins are assigned Roles to control what they can do with Enrollsy. Admin Users are required to have Multi-Factor-Authentication enabled on their accounts. Learn how to login for the first time.
Instructors can also be renamed to teachers, coaches, or anything else. These Users have no access to the Enrollsy web App where Admins manage the business, rather they have access to Class Roles for any of the Classes they are assigned to.
The Customer App is how your Account Holders login to their Account. When your customers sign in with the email they enrolled with, they can see and interact in a variety of ways:
Enroll in another program or another Enrollee
View invoices, set up a bank account (ACH) and/or credit/debit card, and make payments (partial or full)
View their contact information and make changes
See their child's Activities (see below)
Send and receive text messages
View any content available for the Program(s) enrolled in
Reset their PIN
The Instructor App is how your instructors or teachers access their portal. The link is app.enrollys.com/instructor. The Instructor App allows your instructors to do a host of activities, including:
View their classes
Check in and out Enrollees
Post Activities to Enrollee' timelines
View Enrollees' medical and allergy information
View Account Holder contact information
Send and receive text messages