What is the Re-Run and Auto-Enroll Feature?
The Re-Run feature helps you prepare future terms quickly and efficiently. With just a few clicks, you can duplicate an existing term, update the dates and pricing, and create your new term without having to set everything up from scratch.
The Auto-Enroll feature allows you to automatically enroll children who will be returning for the new term, saving you time and reducing manual administration.
Once your new term has been created, you can also send booking confirmations to parents/carers and begin collecting payments before the term starts, helping you prepare for a smooth transition into the upcoming term.
How to Re-Run and Auto-Enroll
Locate the term you want to re-run from your Schedule, then click 'Rerun Term' followed by '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! If you need to pause payments for a subscription, ensure they are resumed before the start of the new term to maintain continuity. For example, if the term starts in September, resume payments before the 1st of September.
Select the first and last week of the term you want to rerun:
Click 'Add in any holidays' to select any dates when your sessions will not run, such as bank holidays. Selected dates will be highlighted in red on the calendar.
You do not need to mark days when your classes do not normally run as holidays.
For example, if you don't normally run classes on Saturdays, you do not need to mark Saturdays as holidays.
Edit Your Class Details
Once you click 'Save', you'll be able to:
Deselect any classes you don't want to include by unticking the checkbox next to the class.
Edit the class capacity.
Update the full term price, pro rata price, or the default subscription plan.
The term price is automatically calculated based on your previous term's pricing and any holidays you've added. However, you can adjust this if needed.
If you would like to offer a discounted price to returning children, this is the best stage to do so. As discount codes cannot be applied when re-running a term and auto-enrolling children, updating the class price here ensures all auto-enrolled children are charged the discounted amount.
Once auto-enrolment is complete, you can edit the class price from the class register so that any new bookings are charged the standard price.
If your classes use subscriptions, you'll need to create a new subscription plan with the updated pricing and move parents to the new plan. This ensures the new subscription price is applied without affecting existing subscription plans.
Once you click 'Continue' and confirm your term details are correct, click 'Re-run selected classes' to create your new term:
Auto-Enrolling Your Registers
We recommend using Auto-Enroll, as it provides the quickest and easiest way to copy your class registers from your current or previous term into your new term.
Before sending booking confirmations to parents/carers, you'll have the opportunity to review the enrolments, edit booking details, transfer children between classes, or remove bookings as needed.
Use the checkbox next to each child's name to deselect any children who won't be returning next term.
Children currently on a trial booking will be deselected by default. If you'd like to offer them a full-term place, simply tick the checkbox to include them in the auto-enrolment.
Sending a Booking Confirmation
Select whether you'd like parents/carers to automatically receive a booking confirmation for the new term.
The notification email thanks parents/carers for attending the previous term and invites them to confirm their child's place by completing payment for the new term.
The email includes a direct link to their account, where they can review and pay for the booking.
Below is an example of the auto-enrolment email that parents and carers will receive:
If you need to make changes to any bookings or would prefer to send the booking confirmation email later, you can do so from the class register.
To send booking confirmations, select all children using the checkbox above the register, then click 'Message' followed by '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 chose not to use Auto-Enroll during the re-run process, you can still enroll children from a previous term at any time.
From the Schedule page, locate your newly created term and click Auto-Enroll next to it.
You can then copy bookings from a previous term into your new term in bulk:
From there, select the children you want to auto-enroll into the new term:
You can then choose to send the booking confirmation email immediately or send it at a later time:
Alternatively, you can auto-enroll children on a class-by-class basis from the class register by clicking 'Add to register':
Select 'Re-book from last term' to add any children who attended the term you re-ran to the current class register:
Alternatively, select 'Re-book from another register' to transfer children from a different register into this one. You can re-book children from past, current, or future terms:
Within both options, you can deselect any children that you don't want to book
Please note: Neither of these options sends booking confirmation emails automatically.
If you'd like parents/carers to receive a booking confirmation, you'll need to send it manually using the 'Message' feature within the class register.
FAQ
Will This Affect my Current Term?
No. Re-running a term does not change your existing term or bookings. The system creates a copy of your term, including its settings, classes, and pricing. If you choose to use Auto-Enrol, it also copies the children and their parents or carers into the new term. Your current term, bookings, and booking details remain unchanged.
How do I Change the Prices to Suit my Holidays in the New Term?
When re-running a term, you can add any holidays when your classes won't be running. If you use pro rata pricing, the system automatically calculates the new term price based on the session price from your previous term and the number of sessions in the new term. If needed, you can manually adjust the calculated price before completing the re-run.
Do Parents/Carers Get Notified Straight Away?
No. Sending booking confirmation emails is optional. During the auto-enrollment process, you can choose to send booking confirmations to parents/carers immediately, or you can send them later from the class register using the 'Message' feature.
Does it Work with Discounts?
Partially. Sibling discounts are applied automatically, provided both children are included in the same booking order. However, discount codes cannot be applied during auto-enrollment, as bookings are created on behalf of the parent/carer. Since the parent/carer is not completing the booking themselves, they do not have the opportunity to enter a discount code.
Are Existing Balances from the Old Term Carried Over to the New Term?
No. Each re-run creates a new booking order, so any outstanding balance from a previous term is not carried over to the new term. If you have unpaid invoices from a previous term, you can view and manage them from Financials > Outstanding.
How do I Transfer Children During Auto-Enroll?
If a child is moving to a different class for the new term, you have two options:
If you're sending booking confirmations during auto-enrollment: Deselect the child during the auto-enrollment process. Once the new term has been created, add them to the correct class register and send them a booking confirmation.
If you're planning to send booking confirmations later: Leave the child enrolled during the auto-enrolment process. Once the new term has been created, transfer them to the correct class within the new term. After you've finished organising your class registers, send the booking confirmations from the register using the 'Message' feature.
Does Auto-Enrollment Alter Existing Payment Plans?
No, auto-enrollment does not alter existing payment plans. Subscription amounts and pricing remain unchanged unless manually updated.
How Does the Waiting List Work with Re-Running and Auto-Enrolling?
When you re-run a term, the waiting list is automatically copied to the new term, regardless of whether you choose to auto-enroll children immediately or at a later stage. If additional children join the waiting list for your previous term after you've re-run it, you can copy them to the waiting list for the new term using the 'Copy Waiting List' option available from the class register.