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When a student purchases or agrees to purchase a number of units, an enrollment must be entered. This enrollment allows the program to track the use of units by the student and their related costs. Enrollment information is also vital to creating the weekly performance and sales reports.

To add an enrollment, you must first open the student's financial information.

At the top of the student's financial page, there are four links to add enrollments.

• Enrollment with Full Payment
• Enrollment with Full Payment and Refinancing
• Enrollment with Payment Schedule
• Enrollment with Payment Schedule and Refinancing

Click the appropriate link for the type of enrollment you wish to add.

The four types of enrollment share many of the same options.

Choose the staff that will be credited with this sale. This selection directly affects the staff performance report.

Choose the executive that will be credited with the sale. This selection directly affects the staff performance report.

Choose whether the enrollment is Pre-Original, Original, Extension, or Renewal. This determines where the enrollment is listed in the Summary of Studio Business Report. This value is also listed for each enrollment on the Weekly Royalty Report. If you are entering free lessons you do not want to include on the report, choose the “No Sale” option.

Choose whether the enrollment is Front Department (Interview) or Back Department (Renewal). This only affects where the enrollment is placed on the Staff Performance Report.

Choose the appropriate level for the enrollment. The choices are Sample, Beginner, Social, and Advanced. This selection will immediately change the student's level, default lesson length, and default units per lesson. The level of a lesson is based on the enrollment that that lesson was taken using, and will be displayed on the Lesson Sheet. Use the Levels guidelines for deciding which level an enrollment is.

Choose the staff that will act as the student's primary instructor. The enrolled student's primary instructor will immediately be changed. This affects the lesson sheet when scheduling a lesson for this student, as well as the Instructors This Week report.

This optional entry allows you to make a note of any special details involved with this enrollment. The notes are shown with the enrollment on the student financial page and on the student's lesson card.

This is the date and time that the enrollment took place. This date is used when reporting sales figures. It defaults to the current date and time.

Enter the number of units that this enrollment is for. For non-unit enrollments, enter the number of lessons purchased.

This will only display if you have enabled Group Lesson Tracking. Enter the number of Group Lessons the student will gain from this enrollment.

This will only display if you have enabled Party Tracking. Enter the number of parties the student will gain from this enrollment.

Enter the total cost to the student for the entire number of units purchased. This should not include taxes or 3rd party loan fees, where applicable.

If the enrollment involves a payment plan, there are additional fields which must be filled out.

This is the amount that the student is paying at the time of enrollment. This may be left blank if there is no down payment.

Enter one or more dollars and cents amounts that the student will pay to fulfill the enrollment, separated by spaces. If the sum of the amounts is less than the balance of the enrollment, the last amount will be repeated until the enrollment is paid off. The final payment will be less, if necessary, to make the total of the payments equal to the amount of the enrollment.

Therefore, if the enrollment is $10,300 and the student will be making monthly payments for 10 months, enter a single amount of “$1,030”. If the student wants to make a payment of $2,000 the first month and $1,000 per month after that, simply enter “2000 1000” (Commas, dollar signs, and decimals are optional on all numeric entries). This would schedule 1 payment of $2,000, 8 payments of $1,000 and 1 payment of $300 to complete the enrollment.

This is the date that the student will make their first payment, not counting any down payment. For example, this may be the first day of the upcoming month. Regular payment cycles (e.g. monthly payments) are scheduled from this date. If this date is left blank, one payment period after the enrollment date is assumed.

Payments are scheduled to be due every certain number of months or days. A weekly payment plan would be entered as every 7 days. When a payment is due, a $ symbol is shown on the lesson sheet and a “Payment Due” notification is shown to the left of the lesson sheet with the student's information.

If the previous enrollment is to be refinanced (that is, the original enrollment will not be completed at the original price or payment plan) you must enter the monetary and unit amounts to be refinanced under the “Remove from Previous Enrollment…” section.

The number of units entered will be subtracted from the students available units, and the monetary amount entered will be subtracted from the amount the student owes. Because payment plans after refinancing differ between students, the payments for the student's previous enrollment are not automatically adjusted. See Reconciling Payments for information on how to reconcile the new amount owed with the amount of payments to be made.

50 units were originally purchased at $120 per unit, but after 40 units were used, a new enrollment was made for an additional 100 units at $105 per unit and the remaining 10 units are to be at the lower price. The new enrollment would be for 110 units with a total cost of 110 x $105 = $11,550. The refinanced amounts that should be entered here would be 10 units and 10 x $120 = $1,200. (Enter only the final amount.) When saved, you will see a cancellation of 10 units and $1,200 and a new enrollment of 110 units for $11,550. The sales reports will show the net sale of 100 units and the net amount of $11,500 - $1,200 = $10,300.

If your studio provides third party loans to students through a loan company, there is an addition field for enrollments with a payment plan (if you do not see this field, see Changing Studio Information for instructions on how to turn it on).

This field is called “Loan Fees”, and should be filled with the amount of money that the student will be paying to the loan company in interest and fees. This amount will not show up as studio income for financial reports. Leave the field blank if the enrollment does not involve a third party loan. If this field is filled, even with a 0, the enrollment will be considered a loan. The loan fees will be evenly divided among the periodic payments (but not the down payment, if any). The payment amount(s) entered for the payment plan include the loan fees.

A student enrolls for 100 units at $115 per unit, for a total of $11,500, and wishes to use a third party loan. The enrollment is entered for 100 units at a cost of $11,500. The student makes a $2000 down payment, and there are $500 in loan fees. Monthly payments of $1000 are entered. The studio will receive $9500 from the loan company, but the student must pay $10000 because of the fees. At $1000 a month, this is 10 monthly payments of $1000 each, $50 of which is for loan fees.

When the form has been completed and double-checked, click the Save button to finalize the enrollment. If a down payment was made, proceed to enter the unit payment as described in Entering a Payment.

See Deleting an Enrollment.

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