The Heart Of Enrollsy
At the heart of Enrollsy is the concept of bringing payments and data intake together into one seamless experience. The Enroll Form is our customizable solution for streamlining enrollment. It integrates with robust payment processing solutions and custom E-Signature workflows.
NOTE: We currently only have one Enroll Form for all Programs. You can create Program Forms that you attach to individual Programs that show up on the Enrollment Card. The Program Form is designed to be attached to specific programs, allowing you to gather information that is relevant to each particular program.
The 5 Basic Sections:
Account Info - This is where we collect information about the Account Holder(s). It is also the section where you can add custom fields (under General Account Info).
Enrollee Info - This is where we collect information about the person who will be participating (might be the same as the Account Holder). You can also add custom fields under this section.
Program Selection - This is where the person enrolling makes selections from the Program Options you have made available. There are almost limitless possibilities for creating options. The final intent of this selection process is to arrive at a price and/or a series of selections required to complete enrollment. This section also provides a way for you to require additional information based on the Program selected.
Under Program Selection is the section titled "Plan Costs," which can be customized based on your pricing.
Payment Info - This is where the person enrolling will enter their preferred payment method for enrolling if payment is required. If not, this step will be skipped automatically. NOTE: Enrollsy offers both credit/debit card and ACH options for payment methods. You can offer either one or both.
Confirmation - This is the final step of the process and includes a summary of enrollment(s) and charge(s), password creation for account management, and a final agreement to legal terms, policies, and/or other conditions that you set.
Enroll Form Example:
Here is an example of an Enroll Form and all the sections as it looks on the Admin side:
Field Elements
The following are the types of Field Elements you can add to customize the Enroll Form:
Headers - used for visual distinctions between sections or questions.
Toggle - used for yes or no questions. These also allow for conditional logic based on the response.
Text Field - used for basic free-form responses and ideal for short-form responses.
Text Area - used for free-form responses that require long-form or multiple sentences/paragraphs.
Single Select - used for collecting standardized responses. Hint, you can create an "other" option on any single select list and create a nested text field with conditional logic that will only show the text field if "other" is chosen.
Multi-Select - used for collecting standardized responses just like a single select, but more than one selection can be made.
Email - used for collecting emails. This field has validation, which means only entries with an email format will be accepted.
Phone - used for collecting phone numbers. This field has validation, which means only entries with a valid phone number will be accepted.
Date - used to collect the date in DD/MM/YYYY format.
Number - used to collect one or more numbers, with no exceptions.
ID - used to assign an ID to each Account. This ID can either be auto-generated or user-generated.
Enrollment Links
Enrollment Links give you an easy way to funnel people from your website or social media pages or a text or email directly into the right Program or Class. In various places throughout Enrollsy, you can find links to your Enroll Form. See this article for more information on Enrollment links and these topics:
Where to find Enroll & Account links
How to send a customized Enroll Form link
How to generate a private Program Enroll link
How to use URLsy to customize links (and send a QR code)
How to embed the Enroll Form on your website
Reservation System
Because the Enroll Form manages enrollment capacities, we also have a true Reservation-style system that prevents your Programs and Classes from being over-booked.
When someone selects a Program or Class, that spot is held or reserved while they complete their enrollment. If the enrollment is not completed within 30 minutes, the system will ask if more time is needed. If no response is received and the time runs out, the spot is released and made available to someone else.
To turn this on, go to the Enroll Form setting on the My Company page. Check the box beside "Enforce enrollment capacities."
Pop-Up Map
If your Company has more than one Location, a map will pop up after selecting a Location on the Enroll Form that says, "Verify Desire Location." Customer will need to click "OK" to continue selecting their Program.
The address located on this map is based on that Location's street address (and helps Customers identify where your Location is).
If you do not want this map to show, you will need to delete your Location's address. To complete this, follow these steps:
Click on the down arrow beside the Location
Click on the cog wheel icon, then the pencil icon
Next, delete the street address, suite, city, state, and zip code
Click Next, Next, then Save.
View & Print the Enroll Form
There are four ways to print an Enroll Form. Which method you choose depends on whether you use our E-Signature Document feature or not.
Print from Documents Page (E-signature Feature)
NOTE: This is ONLY for those who use the E-Signature Document feature
If you need the Enroll Form to download as a PDF document, you are using our E-signature feature, (and you want it to look "pretty"), then print it like this:
Head over to the Documents page. You can get there in multiple ways:
The Enrollee's Tab (search for their name in the search bar, then click on the name to go to their Timeline. Click "Go to" inside the appropriate Enrollment box, then click Document.
Click on Enrollees (or whatever you call this, i.e., Students, Children, etc.) on the left menu, then Documents.
Click on the Notification symbol (a bell) in the upper-right corner and click on Documents. If you haven't yet set up this Notification, click here.
On the Documents page, find your Document (if you need help with this, this support article shows you how to search for Documents).
Click on the Enrollee to the left to see the Documents for that Account/Enrollee/Enrollment.
Next, click on the name of the Document you want to print to download it to your computer. When it downloads, open it up to either send it to your printer or print it as a PDF.
NOTE: Read this article for a trick if you have multiple documents to print.
Create a Mail Merge
You can also use Mail Mergic to use the data collected from your Enroll Form to create, print, or email a customized PDF. Click here for a support article about this integration tool and how to use it.
Create a Custom View
Through the Enrollees Table or the People page (for those who have it unlocked), where you can customize which columns you see from the enroll form. Please see the following support articles for in-depth steps to creating a custom report to view enroll form questions.
Print from the Account page
If you DON'T use the E-signature feature, just need the Account and/or Enrollee information from the Enroll Form, and don't need it to look pretty, then you can print it this way. Follow these steps:
Account Page - Head over to the Account by typing in the Account Holder's name or Enrollee in the search bar. You can also click on the Account from the Classes page or Enrollee table.
Print - Scroll down to the very bottom and click the Print button.
Print Preview - In the Print Preview, you may have to make some adjustments to the layout, paper size, margins, and/or scale. You can then either send it to your printer or print it as a PDF.
How to Hide a Class/Program
Depending on your use case, there are various ways to hide Programs or Classes on the Enroll Form and basically stop enrollments.
Stop ALL Enrollments
To stop ALL enrollments in every Enrollment Period, you can do BOTH of the following:
Hide the Enroll button in the Customer Portal AND
This will keep customers from enrolling in the portal and using any enrollment links. You will also need to be sure to delete any enrollment links published on your website or other places.
Stop Enrollment Period Enrollments
To stop one or more Enrollment Period enrollments, you can unpublish the whole Enrollment Period IF ALL the Programs in that Enrollment Period are ones you want to stop enrollment in.
Stop Program Enrollments
To stop one or more Program enrollments, again, you can unpublish the whole Enrollment Period IF ALL the Programs in that Enrollment Period are ones you want to stop enrollment in.
If there are some Programs in the Enrollment Period, you would like to continue enrollment; you have some options:
Make the Programs that are still open for enrollment "Private Programs" (only accessible with a private link). Click here to learn how to make your Programs private.
Reduce the Class Capacity of one or more Classes within the Programs you want to stop enrollment for. Click here to find out how to change your Class Capacity.
Stop Class Enrollments
To end enrollments in one or more Classes, you will need to reduce the Class Capacity to equal the number of Enrollees currently enrolled. Click here to find out how to change your Class Capacity.