The Terms View in Groovio helps you organize courses within specific timeframes, manage multi-course discounts, and set payment options. This feature ensures that your studio can offer structured courses with flexible enrollment and payment options.
Accessing the Terms View
To manage terms, go to Groovio > Manage Studio > Terms. Here, you’ll see a list of defined terms and have the option to create, view, edit, or delete terms.
Managing Terms
In the Terms View, you can:
View Existing Terms: See an overview of current terms, including their key settings.
Create New Terms: Add new terms to organize classes for specific periods, set discount rules, and configure payment settings.
Edit Terms: Update term details, such as name, dates, and discount rules, as needed.
Delete Terms: Remove terms that are no longer relevant.
Viewing Term Details
When you select a term to view its details, you’ll see the following information:
Term Name: The name of the term, such as “Term 1 - 2023.”
Dates: The start and end dates for the term, defining when classes within this term will be held.
Can Join Until: The last date students can enroll in classes within the term, even if the course has already started.
Publish Date: The date when students can start seeing and enrolling in classes within this term.
Payment Options:
Pro Rate: When selected, students can join classes at a prorated (discounted) rate based on the number of sessions remaining. For example, if a course is $100 for 4 classes and a student joins in the second week, they’ll pay $75 for the remaining 3 classes.
Pro Rate + Payment Plans: Lets students pay the term in installments (weekly, fortnightly or monthly). Choose the Installment Frequency and an optional Payment Plan Completion Date under Payment Plan Settings. A student who pays upfront instead is charged the per-class cost for the classes remaining. The first installment is taken at checkout by default; to charge it on the term start date instead for students who enrol early by card, turn on Charge first term payment on term start in Studio Profile > Studio Settings > Payment & Tax. See Payment Plans Within Terms.
Full Charge: When selected, students are charged the full course price, regardless of how many sessions remain. Enrollment is only allowed up until the Can Join Until date.
Only one of these three options can be selected per term. Once classes have been scheduled under the term, you can no longer switch the term to or from Pro Rate + Payment Plans (if the term is on Pro Rate + Payment Plans, all three options are locked, though you can still adjust the installment frequency and completion date) — contact our support team if it needs changing. Deposits (for example 50% at booking) are not a term setting; they are set on each class using Deposit payment (Full Payment also allowed).
Term Discount Rules:
Rule: Defines specific discount conditions for the term.
Tags: Tags used to specify classes eligible for the discount, helping organize which classes the discount applies to.
Discount on Additional Courses: Discounts applied when students enroll in multiple courses within the term (e.g., discounts on the 2nd, 3rd, etc., courses).
If students are unable to enroll in full courses, ensure that one of the "Pro Rate", "Pro Rate + Payment Plans" or "Full Charge" options is selected. These settings are critical for allowing full course enrollment and preventing issues where students can only book individual sessions.
Setting Up a New Term
To create a new term:
Go to Groovio > Manage Studio > Terms and click Create New Term.
Fill in the term details, including name, dates, enrollment options, and discount rules.
Choose the payment option — Pro Rate, Pro Rate + Payment Plans or Full Charge — based on your studio’s policies. Choose carefully: once classes are scheduled under the term, you can't switch to or from Pro Rate + Payment Plans.
Set Publish Date and Can Join Until dates to control visibility and enrollment flexibility.
Important: Ensure that the "Can Join Until" date is set appropriately and that a payment option ("Pro Rate", "Pro Rate + Payment Plans" or "Full Charge") is selected to avoid enrollment issues. These settings are essential for allowing students to enroll in full courses.
One-Off Term (Enrolment) Fees
If you charge an enrolment fee — or any fee you want to charge a student a single time when they book a course for a term — you can set this up on the term itself. Note: term fees are not yet available to all studios — if you don't see a Fees section when editing a term, contact our support team. The fee is charged once for the term rather than per class, so a student who books several classes in the same term is only charged the fee the appropriate number of times based on your rules.
Setting up a term fee
Go to Manage Studio > Terms and click Edit on the term.
Scroll down to the Fees section and add your fee (for example, "Enrolment Fee").
Connect the fee to tags to control which class types it applies to. If a student books any class matching those tags, they'll be charged the fee once in total for that term.
Separate fee rules
You can create more than one fee rule for a term by using different tags. For example, if a student should be charged one enrolment fee for booking a "Junior" class and a separate enrolment fee for booking a "Senior" class, set up a rule for each — a student who books both would then be charged both fees.
Save the term once your fee rules are configured. The fee is applied automatically at checkout when a student enrols in the relevant classes.
First Course Booking Label
When a student books into a course, Groovio marks their first class of that course with a "First Course Booking" label. This label now appears only on the first class of the course, rather than next to the student's name on every class in the course. This keeps your rosters cleaner while still making it easy to see at a glance which session is a student's starting point in the course.