Programs are the foundation of enrollment in Enrollsy. Each Program defines what people can enroll in, how they pay, and what information you collect during enrollment. Every time you create a new Enrollment Period — or add Programs and Classes inside an existing Enrollment Period — you'll need to build one or more Programs before that Enrollment Period is available for enrollment.
A quick note about the Programs page itself: it is the ONLY page in Enrollsy that shows ALL Locations, regardless of which specific Location you currently have selected. Programs can live in more than one Location, and editing the same Program across multiple pages would be difficult and error-prone, so this page is intentionally accessible to every Location.
You can see which Locations are tied to each Program directly in that Program's row. No matter which Location you select in the upper-right corner, the same Programs appear, and each row lists the Locations attached (for example, "Alpine Location" and "Lehi Location").
To get started, select the person icon at the top right of the screen and open the Programs tab. From there, follow the steps below.
Before You Begin (Enrollment Period Setup)
Each new Enrollment Period (or any new Programs and Classes inside an existing Period) needs at least one Program before customers can enroll. To set this up, confirm the following:
Create or select the Enrollment Period you want the Program to live in.
Make sure that Enrollment Period sits inside a published Location.
Confirm the Enrollment Period itself is published.
Select the Enrollment Period at the top-left of the screen so your changes apply to the right place.
Step 1 - Create Program Options
rogram Options are the reusable building blocks you'll attach to your Program (Program Name, Schedule, Days, Grade, Locations, etc.). Create them before you build the Program so they're ready to assign.
To create Program Options:
Select the + icon to start a new Program.
Create all the Program Options you need to build the Program (Program Name, Schedule, and so on).
Add those Program Options to your new Program under the "Program Options" section.
Add an internal nickname (optional). NOTE: This nickname will not show on the Enroll Form; it is an internal field only. This means it is NOT a Program Option that any of your Customers will be able to view on the Enroll Form.
See Enrollsy Setup Guide: Programs, Classes & Enrollment Models for more detailed information on Program Options.
Step 2 - Add Program
Once you have at least one Enrollment Period and have Program Options inside it, you are ready to create a Program. Navigate over to the My Company section in Enrollsy and select the Programs tab at the top. Click the round plus button in the top right of the page (see below).
Step 3 - Enter Program Options
This is the step where you select the combination of Program Options from what you created earlier. If you need to edit your Program Options, click the back button and go to "Manage Program Options." See Enrollsy Setup Guide: Programs, Classes & Enrollment Models for how to create Program Options. You can also enter an Internal Nickname for your Program that only Admins can see.
Next, choose one of the following options (Simple, Days per Week, or Classes) under Enrollment Model, then move on to Program Pricing.
Step 5 - Choose an Enrollment Model
Depending on what your enrollment process looks like, you'll want to select the correct Enrollment Model for your Program. For a more detailed breakdown, read Enrollsy Setup Guide: Programs, Classes & Enrollment Models.
Simple Pricing Model
Use this if your pricing is not determined by days of the week or Class selection. (If pricing is determined by this, use one of the following two models.) This model applies one price to all Class enrollments in the Program. It also assumes that Classes are not selected during enrollment, but an Admin or Instructor makes assignments post-enrollment.
One example of a Simple Enrollment Model Program would be a preschool. Most preschools don't let parents pick a specific Class or Instructor, although they may take requests. Parents enroll and pay, and then the Director makes the Class/Instructor assignment.
Read on if this sounds like a suitable model for your Programs and Classes.
How to Create a Simple Enrollment Model Program
How to Create a Simple Enrollment Model Program
Use the Simple Enrollment Model when pricing is the same for every Enrollee — pricing is not determined by which days of the week they attend or by which Class they're assigned to. A good example is a preschool, where most parents don't get to pick the specific days their child attends; everyone pays the same rate regardless of Class/Instructor assignment.
Steps:
Under Enrollment Model, choose Simple.
Select the days of the week the Program runs.
Save your selections before moving on to Program Pricing.
Note About Editing Program Enrollment Models
If you select dates or days of the week in another Enrollment Model and then switch to the Simple Enrollment Model, those dates will stay active. You will need to delete any dates before switching.
Also, if you have any accounts with Payment Plans and Invoices, they will disappear if the Enrollment Model is switched. You will need to add those back in if you change Enrollment Models. (If the Enrollment Model is switched BACK, they will reappear.)
Skip to Program Pricing below to finish setting up your Program.
Days per Week Pricing Model
The Days per Week Enrollment Model applies pricing based on the number of selected days per week. It allows enrollment into the specific day(s) of the week your rules allow for. Each Class in a Days per Week Program comprises the days of the week. If you want to create rules around minimum and maximum days allowed and determine the corresponding pricing, this model is for you.
A few examples of the Days per Week model include after-school programs and summer camps. Tuition is based on the number of days per week chosen at enrollment.
Read on if this sounds like a suitable model for your Programs and Classes.
How to Create a Days per Week Enrollment Model Program
How to Create a Days per Week Enrollment Model Program
Use the Days per Week Enrollment Model when tuition is determined by the number of days per week an Enrollee attends. This model is ideal for after-school programs, summer camps, and any setup where you want to create rules around the minimum/maximum days allowed and define corresponding pricing for each range.
Steps:
Under Enrollment Model, choose Days per Week.
Select the days of the week the Program runs.
Set your Enrollment Parameters (see below).
Save before moving on to Program Pricing.
Enrollment Parameters
An additional step is required for this model: setting Enrollment Parameters, which build your pricing logic based on the number of days selected at enrollment.
Click Add under Set enrollment parameters to create a new pricing block. Each block tells the system: "If a person signs up for X number of days, charge them Y amount."
Define the Min/Max Days range for that block. For example, you can set a price for exactly 1 day, or for a range like 2–3 days.
Add the appropriate Charge Item(s) that correspond to that pricing block.
Repeat for each pricing tier you want to offer.
Note About Auto-Assigning to Classes
The only time the system will auto-assign an Enrollee to a Class in the Days per Week Enrollment Model is when both of the following are true:
There is only one Class in the Program, AND
The "Auto assign enrollments" setting is turned on on the My Company page.
Skip to Program Pricing below to finish setting up your Program.
Classes Pricing Model
The Classes Enrollment Model applies pricing based on Class(es) selection during enrollment or Class(es) assignment by an Admin User after enrollment. Fees other than tuition can apply at the Class or Program level, depending on the settings selected.
Industries using this pricing model include various schools and universities, art and music schools, kids programs, and community & corporate training programs.
Read on if this sounds like a suitable model for your Programs and Classes.
How to Create a Classes Enrollment Model Program
How to Create a Classes Enrollment Model Program
Use the Classes Enrollment Model when pricing is based on Class(es) selection — either chosen by the Enrollee during enrollment or assigned by an Admin User after enrollment. Fees other than tuition can apply at the Class or Program level, depending on the settings selected. This model is used by schools and universities, art and music schools, kids programs, and community & corporate training programs.
Initial Settings
Under Enrollment Model, choose Classes.
Make sure "Enrollees can pick their class" is checked. This setting is REQUIRED if you want Enrollees to choose their own Class during enrollment. (If you leave this unchecked, the Program behaves like a Simple Enrollment Model and Admins will assign Classes manually.)
(Optional) Enable Enrollees to re-schedule their Classes if you want them to manage Class changes from within their Customer portal.
(Optional) Require a minimum or maximum number of Classes. If you require a minimum and/or maximum number of Classes at enrollment, enter those numbers here. You can set just a minimum, just a maximum, or both.
Choose a Class View
Next, choose the Class view — how Enrollees will see and choose their Class. The Class view options are:
List View (pick from one list)
Multi-List View (pick from several labeled lists)
Week View (pick from a Week view calendar)
Month View (pick from a Month view calendar)
Class Selection Lists (only for Multi-List View)
For the Multi-List View, you will also add Class Selection Lists where your Classes will be placed. (Select the dot/plus icon to add a list.)
NOTE: When using Multi-List View, you must add the Class Selection Lists here AND in each Class on the Classes page.
You can also include instructions under each Class Selection List that will appear on the Enroll Form to guide Enrollees.
Pricing Overview
Enable "Pricing is the same for each Class" to set a single pricing for all Classes within this Program.
Note about Pricing on the Class
If you have selected the Classes Model and decide to have pricing determined by the Class rather than the Program, see How to Create & Duplicate a Class.
If you set one single pricing on the Program, you will then choose your pricing logic based on Class or # of Credits:
Per Class — lets you decide whether pricing is the same for each Class or not. If you choose to make pricing different per Class, the pricing will be set on each individual Class instead of the Program.
# of Credits — lets you decide what a Credit is called (Day, Class, Event, etc.) and enables you to set Min and Max credits an Enrollee can sign up for.
Option 1 - Price Per Class
Total Cost of Each Class (Fixed Cost Only: If you have FREE or Subscription Pricing, skip this section.)
The Total Cost of each Class is the cost of each Class for the duration of the enrollment period. Add the Charge Items that correspond to that total cost.
For example, if you are running a Program where the Classes have the same pricing, add a Charge Item for the tuition. If you have a Registration Fee, add that under the Total Cost of each Class as well. Once you have all your Charge Items added, the total will populate.
NOTE: Total Cost of each Class and/or Payment Plans will be done on the CLASS level if your pricing is different per Class.
Program Enrollment Fees
These are fees that apply at enrollment that pertain to the Program as a whole — not individual Classes.
NOTE: The Program Enrollment Fees can apply even if your pricing is on the Class level.
Option 2 - Number of Credits Pricing
Choose your Program Cost (see explanations above). Then you will need to add your Credits Categories and Enrollment Parameters.
Credits Category
Set up your Credits Categories to start building your pricing. Click the +/- button to add a new Credits Category. Click the blue plus/minus button to put in your Label. Check the box beside the Credit Category to have it show.
Enrollment Parameters (Enable Credit Categories)
Next, you will need to start building your pricing based on the number of credits enrolled in each credit category. Enter the number of minimum and maximum credits, then click the blue plus button with the outline to add each enrollment parameter.
Enter the credit category and Save. Check the box beside the credit category to enable it to be visible. In this example, our Credit Category is Enrichment FT and Enrichment PT.
Next, build your pricing based on the number of credits enrolled for each category. Click the plus button to enter the minimum and maximum credits.
❗Class-Level Follow-Up Tasks
Add Credits to Classes
The last (but important) step is to add the Credit Category to EACH Class in the Program. To do this, head to the Classes page.
Scroll down to the "Price" section and click "Add/Remove Credits Category" to add the same credit categories you built in the Enrollment Parameters.
lick Save to save the changes. Be sure to add these credit categories to EACH Class in the Program.
Add Class Selection Lists to Classes
If you need to remove or add Class Selection Lists, you will first need to remove them from any Classes they're currently attached to.
IMPORTANT: If you REMOVE a Class Selection List from a Program first, any Classes that have that list attached will drop off the Enroll Form until the list is re-added.
Head to the Classes page and click the arrow beside the Class you need to edit, then select the pencil icon.
Under "Selection List," uncheck the current Class Selection.
Click Save.
Continue to the next section to add or remove the Class Selection Lists on the Program level.
You can re-order the Class Selection Lists by clicking "Add/Remove selection list" then hovering and dragging them into the desired order.
Step 6 - Program Pricing
Program Cost
The following is a breakdown of each Program Cost option:
Free – This is an entirely free program (no costs associated). An example of a free Program is a state-funded preschool program. If you do not charge for your program, then simply select Free, click save, and then you're done! Move on to the next step.
Fixed Cost – Fixed Cost means a set cost at enrollment, whether that cost is paid in full or in scheduled or installment payments. Examples of Fixed Cost Programs are summer camps and private lessons. Select this option if your Program collects Installments, Scheduled Payments, and/or Pay-in-full Options.
Next Step: Enter the total cost of the Program and then select one of the following Payment Plans (unless you don't want a payment plan option):
Installment Plan – The total price is invoiced immediately, but the balance is paid over time.
Scheduled Plan – The total price is split into payment events due on specific dates.
Subscription Plan – The price of the Program and/or Class is invoiced and paid on a fixed frequency that recurs starting on the date of enrollment.
Subscription – Subscription is a set amount due at a specific interval until canceled (hence, no pay-in-full options). However, you can create an annual, monthly (1-6 months), or weekly (1-6 weeks) Subscription, and each can have its unique costs. Examples of Subscription Programs are membership bundles and software subscriptions. Use this option if your program has repeated payments from the date of enrollment, with no pay-in-full option.
This step is where you enter your Program pricing. This is done in two ways:
Total Program Cost
Payment Plans
Total Program Cost
This is the total cost (or pay-in-full cost) of the Program. You get this Total Program Cost by adding Charge Items that correspond to each of your fees. These fees can be optional or required at enrollment. They can also be included in Payment Plans or not.
For example, if you are running a Program that runs for 9 months and tuition is $1,800, you will add a charge item of tuition and enter the value of $1,800. If you also charge a registration fee of $50, you will likewise add that. It would be best to remember that what you enter here should reflect the total enrollment cost.
Once you have all your Charge Items added to the Program, Enrollsy generates a Pay-in-full plan for you.
Discounts (Optional)
Within the pricing section, you will also have the opportunity to create automatic discounts for your customers. If you haven't created Discounts Items, click on the links to create those. Simply select the dollar sign symbol next to whichever charge item you would like to attach a discount.
Payment Plans (Optional)
The next step is to decide if you want to add Payment Plan(s). To add a Payment Plan, click the plus button, then select one of the three Payment Plan types:
Schedule – Select specific dates for the future payment events on the calendar.
Installments – Set a dynamic number of payments until a paid in full date or select a set number of payment that will occur weekly, monthly, or annually from the date of enrollment.
Subscription – Payments repeat from the enrollment date or on a specific day of the month.
Step 7 - Enroll Form Section
The Enroll Form section is an optional section where you can add a variety of customizations. This is where you pull together all the pieces that you may have already created. These settings customize what the Enroll Form looks like once a specific Program has been selected. Here is the list of things you can add (click on the links for more information):
Enrollment Ends On
Is Enrollment Conditional on Age?
Prerequisite Program
Coupon Codes
Additional Program Fields (or Program Forms)
Required Documents
E-Signature Documents
Terms and Conditions
Enrollment Welcome Message
Override Program Instructions/Description
Step 8 - Advanced Section
This is another optional section where you can do the following:
Make private – This setting makes the Program a Private Program that cannot be accessed from the general Enroll Form but instead from a private link.
Allow cancellation – From the Customer portal. Account Holders can cancel their Class or Program from within their portal.
Uses Kiosk PIN – Within the Customer portal. Primary Account Holders are able to create a pin for check-ins and outs using their portal.
Metadata – Metadata allows you to store information about a Program that might not otherwise be stored inside Enrollsy. This information can be used in E-Signature Documents and will come into play with future software integrations.
Zapier Segments – If you use the Zapier integration, you must include the Zapier segments (or events) in the Program(s).
Save & Finish
Click Add or Save, and you have created a Program! Congratulations!
Next Step - Create a Class
Now you will need to create one or more Classes within each Program you created. Learn how to create a Class.