The Enrollment process looks mostly the same. Some similarities include:
Existing Accounts automatically load if the same email address is used.
Customers and Admin users can choose the Program(s) or Class(es) for Enrollees.
However, Admin Users' view of the Enroll Form in Enrollsy differs from that of Customer/Primary Account Holders. Admin users have a "backend" view, while Customers have a "frontend" view of the software. The following are some elements that Admin users can see that Account Holders can't (and vice versa).
Key Differences:
Required Fields
Admins are not required to fill out all required fields. For example, regardless of which fields are required for a Primary Account Holder, Admin users can skip most fields except the default required ones (Primary Account Holder's first name and email address, and Enrollee's first and last name). Customers must fill out every required field to get through the Enroll Form.
Enrollment Conditional on Age
The setting that restricts enrollment in a particular Program based on age is overridden by Admin users when testing the Enrollment Form.
Unpublished Enrollment Periods
Admin users can view unpublished Enrollment Periods in the list of Programs:
Full Programs or Classes
Admin users can also view and enroll customers into full Programs or Classes. They will be marked by a red "Full" beside the name. Customers are not able to enroll in full Programs or Classes at all.
Required Pricing Options
If any payment is required, the Customer must pay before finishing enrollment. Admin users can skip over the payment section, even if it's required. Admin users can check/uncheck the required fees (see below). These are automatically checked for the Customer (cannot be changed).
Uncheck Payment Info to Bypass Pricing
As an Admin User, you can enroll someone and bypass the payment section, even if it's required. In doing this, you must manually add any pricing onto the account (if applicable). This might include creating an Invoice for any fees due at enrollment or adding a Payment Plan.
When enrolling using the Enroll Form, you will need to uncheck any boxes under Pricing Options or Payment Plans so that all Pricing shows zero. See the screenshots below for pricing examples depending on your setup.
NOTE ABOUT TEST MODE: If you are still in TEST mode, you can go through the Payment Info with a test credit card/ACH account. If you are NOT in test mode, keep the boxes unchecked, and this section will be skipped.
If you have Payment Plans, you need to UNCHECK all boxes in the payment plan section to zero to bypass the payment part! See below for how to do this in different Program setups.
Simple/Days per Week Enrollment Model
Simple/Days per Week Enrollment Model
If you have a Program set up on the Simple or Days per Week Enrollment Model, any fees due at enrollment or on a Payment Plan, will show up under "Pricing Options" or "Plan Costs," depending on your set-up. This is where you can uncheck the box beside each Charge Item to bypass payment for that item.
Classes Enrollment Model - One Pricing Option (Pay-in-Full or Payment Plans)
Classes Enrollment Model - One Pricing Option (Pay-in-Full or Payment Plans)
If you only have one pricing option, either Pay in Full (due at enrollment) or a Payment Plan, (whether the pricing is on the Program or the Class), after making the Class selection, select "View" to see all pricing options. Here, you can uncheck the fee box to bypass pricing on that charge item.
If your Program is set up on Multi-Select and has Class selection lists, you will select "View" on the "Class Selection" to view the pricing.
Classes Enrollment Model - Multiple Pricing Options
Classes Enrollment Model - Multiple Pricing Options
If you have multiple pricing options, Pay in Full (due at enrollment) and one or more Payment Plans, (whether the pricing is on the Program or the Class), click "Select Payment Options" to view the pricing. Here, you can deselect the fee box to bypass pricing on that charge item.
Coupon Codes
Coupon Codes will NOT work when Admin users enroll if they are not submitting payment at enrollment (and are changing any charges to zero). However, if the Customer has a payment method on file and the Admin user uses that payment method when enrolling, Coupon Codes will work.
Forced Auto-Pay
If you have the "Force Auto-Pay" setting under Payment Settings on the My Company page, Customers will see a message on the Payment Information pay:
That message does not show up for Admin users in the Enroll Form.
Enrollment Email
New enrollment email notifications are NOT automatically sent to Admin users or Customers when Admins manually enroll someone. The Admin user must check the boxes to send email confirmations and any E-signature Documents.
Customers see a message similar to this on the enrollment confirmation page:
E-signature & Required Documents
Any E-signature Documents attached to the Program will automatically be emailed to the Customer regardless of who enrolls the Customer.
Required Documents, however, are automatically sent to the Customer via the Customer Portal (a red banner will show at the top of the portal). Admin users have to check this box for any Required Documents attached to the Program to be sent to the customer:
Password
A generic, unknown password will be created for the Customer that they will have to reset if an Admin user does their enrollment. If a Customer enrolls themselves, they will create a password.
To learn how to enroll someone as an Admin user, click the support article.