What is the Re-Run and Auto-Enroll Feature?
Our re-run feature saves clubs a great deal of time when setting up future terms, in just a few clicks you can duplicate all the details of your current term, update the dates and prices and the system does the rest!
Not only can you set the term up, but the auto-enroll feature can re-book the children you know will be attending next year.
You can also send booking confirmations out to the parents/carers and start taking payments before the term even starts, putting your club in a great position for the new upcoming term.
How to Re-Run and Auto-Enroll
Find the term that you want to re-run from your schedule and click 'Re-run Term' and then 'Confirm'
Enter your Term Name, Payment Method, Dates and Holidays
To make it clear which dates this term will cover, we have found naming terms after seasons works well! For example: 'Summer Term 2023'
Select the 'Standard' payment option for term payments or the 'Subscriptions' option if you are running subscription classes. If you need any information about running subscription classes, have a look at our subscription guide!
Select the first and last week in your term:
Then click the 'Add in any holidays' button to select any days you aren't running within your sessions (for example, bank holidays). These will show as red on the calendar.
You don't need to add any days your classes don't usually run as a holiday!
For example, if you aren't scheduling any classes on a Saturday, you don't have to mark this as a holiday.
Edit Your Class Details
Once you have clicked the 'Save' button you will be able to:
De-select any classes you aren't running using the checkbox on the left side of the class
Edit the capacity of the class
Change the price for the full term and pro rata price or the default subscription plan
We calculate your term price based on your previous term pricing and any holidays you have entered but you can change this!
As discount codes cannot be used when re-running and auto-enrolling, the best way to offer a discount is to change the price of the class at this stage.
Then when you auto-enroll, everyone will be charged that price. You can edit the price of the class later from your class register to make sure new bookings will be charged the correct price!
Once you click 'Continue' and confirm your team details are correct you can 'Re-run select classes' and you will have re-ran your term!
Auto-Enrolling Your Registers
We always recommend auto-enrolling! This is an easy way to copy your registers from your current/ past term over to your new term.
You will be able to edit any details, make transfers or delete bookings before you send any confirmations to parents and carers!
By clicking the box to the left of the child's name, you can deselect any children you know won't be attending next term. Children on a trial will be deselected, but you can re-tick if you want to offer them a full-term place next term.
Sending a Booking Confirmation
You can choose whether you want parents and carers to be automatically notified of the new term booking.
Within this email, parents and carers are thanked for attending the recent term and are asked to confirm their place by paying. There is a direct link that takes them to their account and to pay for the booking.
Here is an example of what the auto-enroll email will look like:
If you want to make changes to any bookings, or want to send the booking confirmation email later on, you can do this from the class register!
To send this, multi-select all children using the box above their names, then click 'Message' and 'Booking Confirmation'
Here is an example of what the booking confirmation email will look like:
How to Auto-Enroll After You Have Set Up Your Term
If you didn't auto-enroll during the re-run process, you can always re-book the children from another term!
Your term can be auto-enrolled at mass from the 'Schedule' page.
Next to the term you have re-ran, click 'Auto-enroll' -
From there, you can select the children you want to auto-enroll -
Then you can choose to send out a booking confirmation email from there, or can choose to send this out later -
This can also be auto-enrolled per class from the class register by selecting 'Add to Register.'
Then you can choose 'Re-book from last term' to book anyone who has attended the term you re-ran:
Or you can click 'Re-book from another register' to transfer children from another register to this one! You can choose to book children in from past, current and future terms!
Within both options, you can deselect any children that you don't want to book
Please note: Neither of these options will send the parent/carer automated booking confirmations, so you will need to do this manually using the ‘Message’ feature within the register.
FAQ
Will This Affect my Current Term?
No, it won't! The system clones your term details, and copies the parents and carers into the new term (if you choose to auto-enroll). It doesn't affect the current bookings, or any of the current terms details.
How do I Change the Prices to Suit my Holidays in the New Term?
When re-running, you can mark in any holidays where you won’t be running, and if you use pro-rata pricing then the system will use your old term session price to calculate the new term prices. You have the option to change this if the price the system has calculated for you is incorrect.
Do Parents and Carers Get Notified Straight Away?
Not unless you want them to! When you auto-enroll you have the option to send booking confirmations to parents and carers straight away, or you can do this later from the register.
Does it Work with Discounts?
Yes, and no. Sibling discounts work automatically as long as both children are in the same order. Discount codes can't be applied as you book on behalf of the parent/carer so they do not get the option to generate the booking and invoice by themselves.
Are Existing Balances from the Old Term Carried Over to the New Term?
No. The new term is treated as a new order, so the balance isn't carried over. If you've got invoices outstanding from the previous term, you can see them all from your financials tab under 'outstanding.'
How do I Transfer Children During Auto-Enroll?
If you are moving children to a new class for the new term then you should un-tick them during the auto-enroll process. Once your new term is created, simply add them to the new register as normal and send them out a booking confirmation.
Alternatively, if you aren’t sending out booking confirmations automatically. You could keep them in the new register during auto-enroll, then transfer them within the new term. Once you have organised your new registers you can then send booking confirmations.
How Does the Waiting List Work with Re-Running and Auto-Enrolling?
When you re-run your term the waiting list is carried over automatically to the new term. The waiting list is carried over irrespective of whether you choose to auto-enroll immediately or at a later time.
If anyone joins the waiting lists of your old term you can copy them into the new waiting list using the option shown below. You'll find this in your register.