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Quick Start Guide: Enrichment Programs (Revised)

Step-by-step setup for after-school clubs and enrichment activities — from adding providers to going live with enrollment.

This guide covers setting up an enrichment program from providers to live enrollment. Complete Account Setup (Start Here) before this guide. Estimated time: 30 minutes.

Before you start — have these ready

  • List of activities/clubs with names, descriptions, and max capacity per activity

  • Season start and end dates, plus all no-activity days (holidays, breaks)

  • Provider/instructor info: name, email, and phone for each

  • Pricing for each activity

  • Any compliance requirements for instructors (background check, insurance, etc.)

Step 1: Add your providers

Providers are the instructors or companies leading your activities. Add them first so you can assign them when creating activities.

  1. Click Providers in the left navigation

  2. Click Add Provider

  3. Enter the organization name, contact name, email, and phone

  4. Click Add Provider — they'll receive an invitation to set up their account

💡 Tip: Providers get their own Homeroom login. They can view rosters, submit compliance documents, and fill in activity details — saving significant back-and-forth.

✅ You're done when: The provider appears in your Providers list with a "Pending" status.

Step 2: Set up your compliance checklist

Most schools require background checks and other credentials for on-campus instructors. Set requirements up now so providers know what to submit before classes begin.

  1. Go to Providers → Compliance Settings

  2. Click Add Requirement and enter the name, instructions, and any forms to download

  3. Set expiration tracking if the requirement expires (e.g., every 2 years)

  4. Click Confirm to save — all current and future providers are notified

✅ You're done when: Each provider's profile shows a compliance checklist with items marked Missing, Submitted, or Expired.

Step 3: Create your season

A Season is the container for all your activities during a given period (e.g., Fall Enrichment, Spring Clubs).

  1. Go to Activities → Create Season

  2. Enter the Season Name (e.g., "Fall 2025 Enrichment")

  3. Set your Enrollment Period — when families can register (usually 1–3 weeks before activities begin)

  4. Set your Activity Start and End Dates

  5. Add No-Activity Days (holidays, breaks, PD days) — these are excluded from the activity schedule automatically

  6. Add a Registration Note if needed (e.g., "Early bird pricing ends October 1st!")

  7. Click Save

💡 Tip: The color-coded calendar on the right confirms your setup: blue = enrollment period, green = activity days, pink = no-activity days. Double-check before saving.

Step 4: Create and approve your activities

Activities are the individual clubs or classes families will enroll in.

Option A — Create activities yourself

  1. In your Season, click Create Activity

  2. Fill in the Activity Name, Description, Provider, Day(s), Time, Location, Capacity, and Price

  3. Click Save

Option B — Send a course request to a provider

  1. Click Create Activity and fill in the basics (name, day, time)

  2. Click Send to Provider — they get an email to log in and complete the details

  3. Review their submission and click Approve Activity when ready

⚠️ Important: Activities don't appear on the family registration page until they are approved. Even activities you created yourself must be approved. Select the activity and click Approve Activity in the Actions menu.

Step 5: Apply scholarship or discount invitations (optional)

Before enrollment opens, you can invite specific students at a discounted or fully-subsidized rate.

  1. Click on an activity name and go to the Enrollments tab

  2. Click Invite Student

  3. Enter the student's name and the family's email

  4. Adjust the cost to $0 or a reduced amount if applying a scholarship

  5. Click Send Invite

💡 Tip: Invite-only enrollment is ideal for grant-funded scholarship seats — only the families you invite can access the discounted price.

Step 6: Monitor enrollments and manage waitlists

Once enrollment opens, track registrations in real time from the Activities Overview:

  • The Overview tab shows live enrollment counts and waitlist numbers for each activity

  • When an activity fills, Homeroom opens a waitlist automatically — no configuration needed

  • If a student withdraws, the next person on the waitlist is notified by email automatically

  • To extend enrollment, go to your Season settings and update the enrollment end date

➡️ Next step: See Going Live: Invite Families for the test enrollment checklist and a ready-to-send launch email template.

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