IMPORTANT!
Pricing note: Each Location is billed separately. See our pricing page for details. If you're unsure whether your setup counts as multiple Locations, contact us via chat before adding or removing one.
This guide walks Admin users through everything you need to know about Locations: what they are, how they affect different areas of the Admin Portal, and how to add, publish, edit, and delete them.
By the end, you'll be able to confidently set up a new Location, assign the right Admins and payment methods, keep Location details up to date, and safely remove Locations you no longer need. Before you start, make sure you have Admin permissions for the Location(s) you want to manage.
Understanding Locations
What is a Location?
A Location is the physical Location of your Program. Any address entered under a Location should be the physical address of where Enrollees will attend Class. If you don't have a physical address or are an online Program, you can leave the address fields blank.
However, contact name and email address must be filled in on each Location. This can be a generic name and company email, such as "ABC Company Staff" and "info@abccompany.com."
Single Location Vs. Multiple Locations
Whether you have a single Location or many, the following is true:
The first Location (or the only Location) will be shown in the top right when you are signed in as an Admin user and can affect what you see on the page (see the pages the Location affects below).
The first thing a Customer is presented with on the Enroll Form is your Location. This feature allows you to keep information for different Locations separate and organized.
If you only have one Location, the Location will be auto-selected for the customer at enrollment . If you have multiple Locations (published), customers can select a Location.
If an address is entered for a Location, a map will show on the Enroll Form
If an address is entered, the Location will show on the default redirect page (see below)
How Locations Behave in the Admin Portal
The Location you have selected at the top of the Admin portal may or may not affect the information you see on the page.
If you have more than one Location, being in a certain Location will NOT affect the search bar at the top of any page in Enrollsy. You will know what Location you are currently in by the Location that is visible at the top right of the Enrollsy app:
Here are the pages that Location selection DOES NOT affect:
The Submissions page (Leads/Gift Cards)
The Programs Tab (within the Classes page or My Company page) - Check out How to Create a Program for why the Program page appears under multiple Locations.
The Memberships page (if unlocked)
The People page (if unlocked)
The Deposits page
If you are on one of the following pages, what shows up on the page will depend on which Location you are currently in:
The Ratios page (if unlocked) - The ratios that show for Classes will be dependent on the Location selected (Dashboard > Ratios).
Reports page - All the Report results will depend on which Location you are in. These include A/R Aging, A/R Payments, Transactions, Charge/Discount Items, Activities, and Check In/Check Out Reports.
Enrollees page - The only Enrollees who will show up are those enrolled in Programs at the Location you are in.
Classes page - Only the Classes in the Location you are in will show up
Invoices page - Only current, paid, and future Invoices will show up depending on the Location you are in
The Content page - Only content added to Programs in specific Locations will show up on this page (Classes > Content).
NOTE: Pay attention to which Location you select moving forward to ensure you are in the correct Location for what you are viewing or editing.
To switch to another Location or All Locations, simply click on your Location at the top and select another Location.
Add a Location
If you have permission to add a new Location, follow these steps:
Step 1 - Open Location
Click on either New Location or the currently selected Location on the upper right-hand side of the screen. A window will appear. Click the plus button and fill in the appropriate information (see Location Fields).
➨ Location Fields
Location Name
Country
Time Zone
Address and Contact information
Contact Name
Contact Email
Step 2 - Assign a User
Choose which Admin users have access to which Locations. Read How to Add New Admin Users to learn how to create Admins.
NOTE: To learn how to create Admins, read How to Add New Admin Users.
Step 3 - Select Payment Accounts
Decide which merchant account you would like available for each Location (you’ll only see one option if your payments are deposited into one bank account, regardless of Location).
For help setting up merchant accounts, read About Merchant Accounts.
Step 4 - Publish Location
Next, click the gear icon to the right of each Location and select the eye icon to publish your Location. Doing this makes Programs and Classes in this Location open for enrollment. You are also able to Archive and Edit your Locations.
You will need to make sure the Location is published before people can enroll. To do this, click on the cog icon and then the eye icon. If the eye is open, the Location is published.
To unpublish a Location, click the eye icon again. If the eye is crossed out, it means the Location is Unpublished.
Edit a Location
Admin users can edit Location information as needed. Follow these steps.
Step 1 - Select Location to Edit
Click on the currently selected Location in the upper right-hand side of the screen. A window will appear.
Step 2 - Open Settings
Click the cog icon on the right of the Location you are editing. Then click the pencil icon to edit that Location.
Step 3 - Edit Information
Click the plus button and fill in the appropriate information (see Location Fields).
Delete a Location
❗ Important Info on Removing Locations
❗ Important Info on Removing Locations
Removing Admin Users or Payment Accounts - Be careful when REMOVING Admin Users or Payment Accounts. When an Admin User is removed here, that User can no longer view that Location. When removing Payment Accounts, any Programs under that Location will no longer appear on the Enroll Form.
Removing Locations from Programs - Be careful about REMOVING any Locations from existing Programs! If you remove a Location from a Program and save it, then go back and add it back, any Classes (with no enrollments) will be deleted. If the Class has enrollments, you will see this page that allows you to re-enroll the Enrollees:
If you have created a Location and need to delete it, you will have to have access to the Location to delete it. That means that on your Admin profile, that Location is listed under Role & Assignments, like this:
NOTE: If you DO NOT have access to the Location, you can have another Admin user who does have access delete the Location. If no Admin users have access, contact Enrollsy via chat, and we can delete it for you.
Follow these steps to delete a Location you have access to:
Step 1 - Select Location
Click on the currently selected Location/your email address on the upper right-hand side of the screen. A window will appear.
Step 2 - Archive Location
Click the cog icon on the right of the Location you are editing. Then click the archive icon to FIRST archive the Location.
Step 3 - Delete Location
Once the Location is archived, click the cog icon again, then select the trashcan icon to delete the Location.
NOTE: If you make a mistake when archiving a Location, click the Unarchive button BEFORE deleting the Location. Once you delete the Location, it cannot be undeleted, so be sure you want to delete that Location.