Do you require more than one Enrollment Period?
If you have year-round Open Enrollment, you can get away with having just one Enrollment Period. However, it may be beneficial for you to make a different Enrollment Period per year because it will make it easier for you to keep track of separate yearly enrollments.
How start and end dates affect Enrollment Periods
If you have start and end dates for Programs or Classes, and need people to enroll in a specific period, semester, cohort, etc., you can create as many Enrollment Periods as you'd like.
NOTE: Programs created in one Enrollment Period are not visible or available within other Enrollment Periods. Programs cannot currently be duplicated into other Enrollment Periods.
Where to Find Enrollment Periods
Enrollment Periods are essential if you have start and end dates for Programs or Classes and need people to enroll in a specific period, semester, cohort, etc.
The Enrollment Period dropdown menu is displayed on these pages:
From any of these pages, you can not only access your Enrollment Periods, you can also do the following:
Create new Enrollment Periods
Duplicate existing Enrollment Periods
Archive or delete Enrollment Periods
If you haven't made at least one Enrollment Period, please see this article to learn how to create one. You must have at least one Enrollment Period to create Programs and Classes.
Enrollment Period Options
When you click on the cog icon within the Enrollment Period widget, you need to be aware of a few options. The widget icons look like this:
Each of these options is explained below:
Duplicate - The first icon is the Duplicate icon. This duplicates all settings, including the Programs, Classes, and Waitlists, into a new Enrollment period that you can then rename. This allows you to quickly and easily create a new "school year" without remembering how you had everything set up. Modify dates, fees, pricing, or anything else that has changed, and you're all set for enrollment.
Archive - The second icon is the Archive icon. No data from that enrollment period is lost when it is archived. Archived Enrollment periods will not be visible to you or anyone else throughout the app except in the Archived tab, where you can unarchive them at any time.
When an Enrollment Period is archived, it is no longer viewable on the Enroll Form or in the Customer or Instructor Portals. Archiving cancels any future Class reminders and any future invoice and payment events scheduled. However, any historical context of enrollment is preserved.
Publish/unpublish - The third icon is the Publish/Unpublish icon. Unpublished Enrollment Periods are not visible on the Enroll Form. By default, newly created or duplicated Enrollment Periods are unpublished. When you are ready for them to be used, publish them.
Payment Plans - The next icon is the Payment Plans. Enrollsy allows you to add any number of Payment Plans to your Enrollment Periods. Payment plans are payment events that happen on a given date/time. They do not have a price associated with them; instead, they are simply the payment events themselves. Learn more about Payment Plans here.
Edit - The last icon is the Edit icon. This allows you to edit an Enrollment Period by renaming it.
Publish Enrollment Period
After creating a new Enrollment Period, click the cog and click the "eye" to publish it. Publishing an Enrollment Period means it will not be visible on the Enroll Form.
NOTE: No Programs/Classes will show up on the Enroll Form if your Enrollment Period is not published.
Enrollment Period Templates
Enrollment Period Templates
What makes Enrollsy such a flexible online enrollment solution? All the stretching we do. Kidding. But really, what makes Enrollsy such a flexible solution is that Enrollment Periods can be named anything you'd like. But that doesn't seem like that big of a deal. And you'd be right about that. What makes Enrollment Periods special is that each can contain a unique set of Program Options.
The scenarios below outline some of the most common Enrollment Periods, as well as the Programs and Classes inside them. Look at this Go Live Checklist to see a clearly defined list of all (or most) of the choices that impact enrollment.
Scenario 1 - Program Enrollment with Fixed Schedules
Let's say I teach school-aged kids group basketball classes during the Summer. The Classes all follow a similar structure regarding how the options are displayed during enrollment.
For example, Enrollees must select their respective grade or age grouping and establish a schedule and time preference. Making this distinction will not only guide the Customer through the enrollment process in steps but also help you organize your Classes, track capacities, and even price differently based on grade/age or schedule/time.
Remember, Enrollsy isn't just about data intake. It's about automating the assignment of things like tuition, fees, and payment schedules so that you don't have to do any of that post-enrollment.
In this scenario, I would create an Enrollment Period, call it Group Classes, and build my Program Options like this:
Program Name
Little Dribblers (Ages 5-7)
Shooting Stars (Ages 8-11)
Board Crashers (Ages 12-15)
Fast Breakers (Ages 15-18)
Schedule
Mon | Wed | Fri
Tue | Thu | Sat
Mon-Sat
Time
Early Mornings (8 - 10 AM)
Mid Mornings (10:30 AM - 12:30 PM)
Afternoons (1:30 - 3:30 PM)
Everything I do from this point forward to create Programs and Classes in this Enrollment Period will rely on these Program Options.
However, this is a problem because I also run a Summer League. The teams practice and compete in a tournament at the end of the Summer. During the school year, I also teach private lessons for skill development. These other Programs need entirely different Program Options. What should I do? Create another Enrollment Period!
Scenario 2 - Summer Camps Using Class Selection
My Summer Camps run all Summer long, but families often come and go with vacations and other commitments. At the end of the Summer, the tournament is part of the experience. Still, campers only have to pay for the days they register to attend, regardless of whether they attend or play in the tournament.
In this example, I would create an Enrollment Period, call it Summer Camp, and build my Program Options like this:
Grade Level
8th Graders (Next School Year)
9th Graders (Next School Year)
10th Graders (Next School Year)
11th Graders (Next School Year)
12th Graders (Next School Year)
Because I need to let Enrollees pick the days of camp they wish to attend, this is all I need to present through Program Options. All other considerations are determined in the Program Settings and at the Class level. Let's look at that next.
To extend the enrollment experience beyond mere Program selection, I need to enable a different pricing model than what I used in Scenario 1: Enrollsy's Simple model. What I want to allow is the Classes model.
I also want to check the box allowing Enrollees to pick their Class(es). This will let them select the days they want to come, so we don't have to manually build rosters or calculate pricing after enrollment.
When Setting enrollment parameters, I will check the box that says "Require enrollment into a minimum or maximum number of Classes" and uncheck the box that says "Pricing is the same for each Class" to set some rules.
My rules for Summer Camp are as follows:
The minimum number of days someone can enroll is 5
There is no maximum number of days, every day of camp is available unless capacity has been reached
The capacity per day is 35
The price per day is $20 for a full day or $12 for a half day
There is a one-time Registration Fee of $25 per student, but families enrolling multiples pay a $10 registration fee for their second student and a $0 registration fee for their 3rd+ student(s)