Is there lingo I can learn that will help me learn how Enrollsy works?

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Updated On   
Mon
5 Oct
2020
11:38 am

The answer to this question is, yes! And, we've got a nice list of words with their definition and some additional information that will get you started.

Account

An Account is typically identified by a name and a unique email address (and optionally an ID). Accounts are owned by a primary parent or legal guardian who is the Account Holder and is ultimately responsible for payment. An optional secondary parent or legal guardian may also be included. In the event the Enrollee is an independent adult and not a dependent, the Account and the Enrollee might be the same person.

E.g. Sally Johnson, sally@domain.com, 2387 (optional)

Enrollee

An Enrollee is the person participating. The word Enrollee is a label and can be changed to Child(ren), Student(s), Registrant(s), Player(s), Subscriber(s), Member(s), Traveler(s), etc. Enrollees can be placed in one or many Programs during the enrollment process.

E.g. Billy Johnson (son of Account Holder Sally Johnson)

Program

A Program typically has a name, schedule, and a time. While programs can vary dramatically in structure, they always organize Enrollees into distinct groupings (usually funneling down to price). Programs may also have a capacity indicating the total number of Enrollees they can accommodate. The word Program is also a label and can be changed to Plans, Trips, etc. Many Programs have Classes which can also have a capacity.

E.g. Cake Decorating 101, Wednesdays, 7-9pm

Class

A Class is a physical or logical boundary or subset within a Program. In Enrollsy, a Class can be named whatever you’d like to call it. Some options we have seen include: group, pod, stage, etc. Classes have capacities and the sum of the Classes within a Program create the Program Capacity. Classes allow for bulk actions like texting, emailing, transactions, etc. Settings within Enrollsy allow you to decide whether you want to allow enrollment into the Program level (allowing you to make class assignments after enrollment) or directly into the Class level. Classes can also have Waitlists.

E.g. Main Floor Kitchen

Waitlist

Waitlists were designed to allow those who want to enroll in a Program or Class that is already full to make themselves known to you. Waitlist settings give you the ability to control whether a Waitlist shows up always or only when a Program or Class is full, so it can be used in other ways as well. Learn how to create a Waitlist.

Enroll Form

When we say Enroll Form, we mean the customized intake form in Enrollsy. This form is unique to your business and is the intake mechanism used to collect information from your customers. Learn more about the Enroll Form.

Charge

A Charge is an amount of money placed onto an Account's balance. When integrating with Quickbooks, it's important to note that a charge is equivalent to an invoice. Charges are red in the Transaction History and mean the Account Holder owes you money or has a negative Account Balance. Charges are placed on Accounts by Enrollsy (during Auto Billing) or by an Admin using Enrollsy. Charges can be made one at a time or in bulk.

Payment

A Payment is the literal transfer of money from an Account Holder or a Payer to you. Payments are green in the Transaction History and mean the Account Holder paid you money or has a positive Account Balance. Payments can be processed by Enrollsy (during Auto-Pay), by the Account Holder in the App, or by an Admin using Enrollsy. Payments can also be applied to multiple accounts using our bulk transactions feature.

Credit

A Credit is placed into an Account Balance and decreases any amount owed or as the word implies, adds a credit or a positive balance to the Account. Credits are blue in the Transaction History. Credits don't require you to actually transfer money to their account or Refund a transaction, rather it allows you to reduce the Account Balance or create a positive Account Balance. It's important to note that Accounts with a credit, who enroll in a new Program or Class will have the Credit amount applied at the time of payment for a reduced payment.

Refund

A Refund is giving money back to a customer. There are two types of refunds:

  1. Electronic Refund
  2. Physical Refund

These can be both be further categorized as Full or Partial Refunds.

Electronic Refunds happen in the Transaction History at the bottom of the Account's Billing Page. To perform an Electronic Refund, simply click the vertical dot menu on the right of the ACH or Credit/Debit card transaction you wish to Refund. In the event a transaction has not been batched, you will see an option to void the transaction. Partial voiding of the transaction is not allowed. If you see a Refund option, you'll be able to do a Full or Partial Refund.

Physical Refunds happen when you return money to someone in the form of check or cash. These types of Refunds can happen either from the Transaction History or by using the Transaction option in the Left Sidebar Menu of Enrollsy.

Transaction History

The Transaction History is the single source of truth about all things financial for each of your Accounts. This history works like your bank history, displaying the most recent transactions at the top. This history shows you who the transaction was posted by, what Program it was for, and who the transaction is connected to (it will default as a generic Account transaction unless a specific Enrollment is chosen). Also, the Payment Method is displayed and for electronic payments, the last four digits of the card or the bank account number will be displayed.

E-Signature Document

E-signature documents are PDF's that get pre-filled with the enrollment data collected from your customized Enrollsy Enroll Form and then digitally signed and initialed wherever necessary. Once signed, these documents come back into the platform for you to view/download. The great thing about these documents is that when you need to send them to a customer to sign at a renewal date, any updates that have been made to customer Accounts since their first signature gets pre-filled into the new document and can be signed again. Enrollsy also allows you to bulk send E-Signature Documents at renewal times, which saves hours of back-and-forth with customers.

One of the primary advantages of E-Signature Documents is that you can make fields required or not and rest easy knowing that each of your packets is complete when you get it back.

Sensitive Document

Sensitive documents are often required, but we currently do not allow for these to be uploaded. We are working hard to allow for more types of documents to be securely stored. In the meantime we ask that our customers collect and store things like birth certificates, other forms of ID, and highly sensitive information in person.

So, if you're collecting these sensitive documents in person, why bother adding them to Enrollsy? Glad you asked. If you use Enrollsy correctly, you'll be able to track every single required document (including these sensitive documents which are being stored somewhere safe offline). When a sensitive document is received it can be marked by you as received. This means you can search for and find those with outstanding documents without having to dig through a filing cabinet. You can also easily send reminders to those who have not submitted sensitive documents.

Non-Sensitive Document

Non-sensitive documents are documents (of any file type) you want to make available to your customers in the customer portal for download and/or upload. When you create a Non-Sensitive Document, you are given the option to attach a document that will be made available for download by your customer. The customer can download and print the document, provide any information, sign, etc. and then upload the document.

Once uploaded these documents come back to you in Enrollsy so that you can download or otherwise keep track of who still needs to submit them using our convenient Document Finder button.

Users

Users include anyone who Uses Enrollsy. Users of Enrollsy are distinguished as:

  • Accounts
  • Admins
  • Instructors

Admins

Admins are those with the ability to perform some or all of the actions possible in Enrollsy. Admins are assigned Roles in order to control what they are able to do with Enrollsy. Admin Users are required to have Multi-Factor-Authentication enabled on their accounts.

Instructors

Instructors can also be renamed to teachers, coaches, or anything else. These Users have no access to the Enrollsy web App where Admins manage the business, rather they have access to Class Roles for any of the Classes they are assigned to.

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