Add an Enrollment Video
In this video we cover how to add and schedule an enrollment
Add an Enrollment
Select Enrollments from the navigation menu
Choose Add New Enrollment
Complete the Primary Enrollment Details and Participant Details
Primary Enrollment Details
Name:
Subheadline (optional)
Primary Category
Subcategories (optional)
Enrollment Description
Participant Details
Level of Difficulty (optional)
Age Requirement (optional): Age requirements and prerequisites do not automatically restrict bookings.
Prerequisites (optional):
What is this enrollment good for? (optional)
What should clients bring with them for this enrollment? (optional)
Additional Details
Is there anything you would like to include for this enrollment at Om So Fresh - Tenderloin? (optional)
Restriction on Booking: Choose to restrict or to not restrict to members.Choose Save and Add to a Location, then choose a location
Complete Additional Details
Is there anything you would like to include for this enrollment at specified location? Enter enrollment details that are unique to the enrollment that is scheduled at the specified location.
Restriction on Booking? Select Yes, restrict to members if you'd like to only have members book the enrollmentSelect Next
Add Enrollment Pricing
Before we proceed with adding enrollment pricing, there are a couple important things to know about your enrollment pricing options in Walla that we’ve outlined below.
Drop-in pricing: Clients must enroll in all days of an enrollment, there is no drop-in pricing for enrollments that are more than one day. If you have drop-in pricing you will need you will need to create a separate enrollment that is just for the drop-in pricing option.
Retreat pricing: Currently, one price for your enrollment is allowed. If you have multiple prices for your enrollment, such as different options for a retreat, you will need to create a separate enrollment for each payment option.
Enter Standard Pricing for the enrollment for Members and Non-Members. If you have a deposit, the pricing you enter is the full amount including the deposit. Deposits will be set in the next section after you enter pricing.
Check the box to create Early Bird Pricing for both members and non-members. You will set the period that Early Bird pricing is offered on the enrollment schedule page, not on the pricing page.
After setting the pricing, select Next
Add a Payment Plan
Enter a deposit amount if your enrollment has a deposit. The deposit amount is included in the enrollment total. For example, if an enrollment is $100 and the deposit is $10, the client will pay a $10 deposit at checkout and $90 overtime either via a payment plan or $90 paid in full.
If you do not have a payment plan select No under Allow Payment Plan? To set a payment plan choose Yes under Allow Payment Plan?
Payment Plan Settings
Run all billing as scheduled: All payments based on the schedule above.Ignores start and end dates of enrollment. Enrollment may be paid in full before, during, or after the enrollment takes place.
First day of enrollment: End active plans and bill any remaining money due on first day of enrollment.
Enrollment will be paid in full on the first day of enrollment if the payment plan goes the over the enrollment's start date.
Last day of enrollment: End active plans and bill any remaining money due on last day of enrollment.
Enrollment will be paid in full on the last day of the enrollment if the payment plan goes over the enrollment's end date.After setting your enrollment payment plan details select Next
Cancelation policy and terms
Clients can not cancel enrollments, staff must cancel a client from an enrollment.
Enter your Cancellation policy. If your enrollment has cancelation terms enter them in this section. If your cancelation policy is more than 1,000 characters create a document that you can upload with the detailed cancelation policy and refer to the document in the cancelation policy.
Attach any documents under Policies & Contracts. The documents attach here are created underneath the section Waivers and Terms, found under Business Settings. The documents you created under Waivers and Terms can be chosen from the drop-down.
Select Save
Schedule an Enrollment
Now that you've created your enrollment, you can now add schedule dates.
From the Enrollment Details page, select Add to Schedule
Select if your enrollment is offered in-studio and/or via livestream
Select if you want to show the enrollment on the class schedule. This will display the enrollment on the Class Schedule widget. This does not mean the class will display on the Walla App class schedule.
Set your capacity settings and enter the number of in-person spots available and the number of livestream spots available
Registration
Enter a Registration Start Date and a Registration End Date
Registration Start Date: The date clients can start booking an enrollment
Registration End Date: The last day clients can book into an enrollment. It is important to note that when the enrollment registration date passes the enrollment will not display on the Walla App. When the enrollment registration date passes the enrollment tile will remain on the Enrollment widget but will note that registration has closed. The registration end date can extend past the enrollment start.If you have earlybird pricing set the Earlybird pricing end date. It is the final date discounted pricing is available and standard pricing resumes. Clients can purchase earlybird pricing starting the registration start date to the earlybird end date.
Set the instructors for the enrollment and select their pay rates
Multiple instructors
Only the pay for the first instructor added will appear on payroll. Currently, additional instructors are not included under payroll calculations.If multiple instructors are assigned to the enrollment, only one instructor will display on the enrollment widget. There can be multiple instructors scheduled but you can not have a different instructor teaching different days completely.
Add to Schedule
Once this enrollment has been scheduled, you can easily edit, update and add dates and times directly from the Schedule tab. Start by setting the initial scheduled day and time for enrollment. Once you've done that, you have the flexibility to customize the schedule further. For instance, if you begin with enrollment at 7 am on Tuesdays for three weeks, you can then add a Friday session at 8 am and include a recurring Wednesday session at 6 am every other week. It's easy to incorporate these specific dates and times after establishing the initial schedule, allowing you to create a personalized and varied enrollment schedule based on your preferences. You can do so after you save your initial scheduled day and time.
Start date: Set the enrollment start date. You can go back and add more times and days after setting your first scheduled days
Start time: Set a the enrollment schedule start time
Duration (length): How long the scheduled instance is for
Repeating
Does not repeat: Select this option if the enrollment only happens once
Weekly on day of week: If it is repeating every week on a specific day. To achieve scheduling every other day you can choose this option then go back to the schedule and delete the enrollment every other day.
Monthly on the first, second, third, or fourth day of week: If the enrollment happens once a month on a specific day.
Every Weekday (M to F): If your enrollment happens Monday to Friday.
Custom: Choose any day of the week to set the schedule for specific days of the week.
This scheduling configuration allows for repeating enrollment scheduling that occurs every week, starting from a specified date on selected days. This allows you to have the enrollment set to repeat every 1 or more weeks. The sessions are scheduled on specific days of the week and if a specific end date is set, the scheduling pattern will continue to repeat in this manner until the specified end date or if a total number of occurrences is chosen the enrollment schedule pattern will continue until it reaches the total number of occurrences. For example, if the enrollment is scheduled on Monday, and the toal number of occurrences is set to 6, there will be three scheduled Mondays and thee scheduled Tuesdays.From the room drop-down, choose a room or location from the drop-down. This allows you to enter a custom address.
Select Save
After selecting save, you will see an enrollment schedule tile appear with your scheduled enrollment dates.
Add More Enrollment Dates
Once you've set the initial enrollment schedule, you can easily add more dates if necessary. For instance, if you initially scheduled specific days and times, you can extend the enrollment by adding extra dates. This gives you the freedom to broaden the schedule to include additional days or times beyond the original plan. You can effortlessly modify the enrollment schedule according to your preferences by adding more occurrences after saving the initial schedule. Keep in mind that you cannot choose a different instructor when adding more schedules to the same enrollment schedule.
If you are not under the enrollment already under Enrollment Management navigate back to the enrollment schedule by selecting Enrollments from the main navigation menu, select the location you are adding the schedule to and select Go on the enrollment tile, then choose Manage Calendar on the enrollment series tile.
On the top right of the enrollment schedule choose Add More Occurrences
A pop-up will appear where you can add more instances to the schedule. Here you can enter either the same or different enrollment time, date, duration, schedule pattern, and room/location. ou can not have a different instructor/instructors scheduled under each enrollment, so you will not see the option to select an instructor when adding more occurrences of an enrollment to the enrollment schedule.
After completing these details, select Save
Add Another Enrollment Series
If you are offering the same enrollment more than once, you can add additional enrollment schedules to the same enrollment. An enrollment series is a new separate enrollment schedule that the client will pay for. Each enrollment tile that says Manage Schedule is an enrollment series.
To add additional series:
From the main navigation menu select Enrollments
Choose the location your enrollment is at and select Go
Select Add to Schedule
Follow the same steps as listed under Schedule an Enrollment
After completing the steps to schedule an enrollment you will see a new enrollment schedule tile appear with your new scheduled enrollment dates for the additional series.
Common Questions
Can clients cancel an enrollment?
Enrollments can only be canceled by staff.
How do clients sign up for an enrollment?
Clients sign up for enrollments on the Enrollment Widget. Or, single day enrollments appear on the Class Widget.
Can clients sign up for enrollments on the Walla App?
Yes, clients can book enrollments on the Walla App.
Can I book a client into a completed enrollment?
Yes, clients can still be registered by staff after an enrollment has completed.