***Please be careful about deleting Enrollee records!***
If you accidentally delete a record, contact us via chat, and we MAY be able to restore it. However, it's possible we may not, so keep this in mind before deleting any Enrollee records.
You can delete the Enrollee record by scrolling to the bottom of their profile page and clicking the Delete button. You will only want to do this if no transactions have been made for the Enrollee, and you don't need to keep any history.
Deleting an entire Enrollee record WILL do the following:
The Enrollee will be deleted completely from the Account
The Enrollee will be removed from their Class assignment/the Enrollment will be deleted
All Payment Plans will be deleted and Invoicing will stop
All charges and payments specified for that Enrollee will be disconnected within the Transaction History, meaning their name will no longer be attached to the charges and payments.
The Enrollee will no longer exist in Enrollsy.
If there are other Enrollees on the Account, they will continue in the Class(es) they were enrolled in and be billed and paid as normal. If the deleted Enrollee was the ONLY Enrollee in the Account, the following will happen:
All of the above PLUS
If the Account has any current Invoices, Auto-Pay will continue to run until the Invoices has been collected or reconciled
Current Invoices will remain
The Account is still searchable in the Search bar.
How to Remove Duplicate Enrollee Records
When we say "duplicate Enrollees," we mean that when you go to a Customer's page, there are two of the same Enrollees as seen below (two tabs at the top show the same Enrollee name).
This will sometimes happen when instead of clicking on the Enrollee's name on the Enroll Form, the Customer will enter their name again. If this is the case, there are several ways to handle this.
Move Enrollments
If both Enrollees have active (or inactive) enrollments, then you can add the enrollments that are on the Enrollee you want to delete to the Enrollee you want to keep by doing one of the following:
Option 1 - Enroll Button
Use the "Enroll" button on the Enrollee page to go through the enroll form (you can bypass payment as an admin). Learn more about how to enroll someone as an Admin here.
Option 2 - Add & Assign on Classes Page
Change the name of the Enrollee you want to delete (add "DELETE" in the name, for example) so you don't get confused about which is which. Then go to the Classes page and add the Enrollee you want to keep to the Unassigned List of the Class you need to add, then assign them to the Class. Learn more about how to re-assign Enrollees here.
Option 3 - Add Enrollments on the Enrollee's Page
On the Enrollee page, click on "Actions," then "Edit Enrollment." A new window will open where you will see the current enrollment checked. Here, you can either remove the Enrollee from a current Class or add one or more Classes (only if the Program is NOT set up in the Simple Enrollment Model where Customers cannot choose their own Class).
Delete Enrollee
The next step after moving the enrollments is to delete the duplicate Enrollee. Before you do that, make sure that the one you are deleting is the right one, as there is no undo button on this action. Also be sure the following are complete BEFORE deleting:
All active (and inactive if you want to keep past enrollments for your records) are moved to the Enrollee you want to keep. See Options #1 and #2 above.
All Enrollee information is on the Enrollee you wish to keep (enroll form questions). Add any information under the Enrollee you want to keep.
All Program Forms under each enrollment are filled in. Program Forms fields are attached to a specific Program, so they will appear under that Program enrollment. You may need to transfer any previously entered information onto the new enrollment Program Form.
Merge Enrollees
If there are too many enrollments for you to move on your own, we can merge the two Enrollees into one. Just let us know which Enrollee to keep and which to delete via the chat button within Enrollsy by choosing the following options:
View Support Menu
Merge Accounts
Fill out the Merge Account ticket