Registration & Enrollment - Let's Put the Pieces Together

How does Registration and Enrollment work in Jackrabbit? We want to pull all the pieces together and help you step through the process and create a plan that makes the most sense for your business.

Let's start with a clear understanding of the difference between Registration and Enrollment in Jackrabbit.

Registration

When a NEW family's information is first added to Jackrabbit, we refer to it as registration. Registration for a family happens once to create the family's account. There are three ways to register a new family:

*Students can be enrolled in classes during these two registration processes. When applicable, registration fees can be set to automatically post to the new family's account.

Enrollment

When an EXISTING family (already registered in Jackrabbit) enrolls a student into a class we refer to it as enrollment. There are multiple ways a student can be enrolled in classes:

  • Internally by staff directly entered into Jackrabbit (multiple options).
  • Families enroll their students in classes through the Parent Portal and can optionally pay the tuition fees at the time of enrollment. Registration fees are not collected, if applicable, they will have to be posted separately.
  • Offer trial enrollments? Existing families will have to contact you directly and have you enroll their students into a new class as a trial.

Here are some recommendations to help you outline your process to be sure your registrations are received and recorded properly, student enrollments are correct, fees and payments are processed accurately, and families are notified along the way.


Create a Process that Works for Your Business

Every business operates differently. We hope you will use the information below to create the best process for your organization.

Plan Your Strategy

Spend a bit of time planning and ask yourself these questions:

Do you need to update your policies (agreement text/legalese)?
Do you want to offer priority enrollment for existing students through the Parent Portal?
Do you want to offer trial enrollment?
Do you offer discounts? Watch our webinar, Pay Yourself First - 5 Things to Consider Before You Discount featuring a CPA! 
Do you need to make adjustments to how you post tuition fees? Do you want to automate the process?
Do you use an online registration form and/or allow enrollment in the Parent Portal?
Do you charge registration fees?
Do you have a plan for retaining families at your activity center? Check out this blog article!

Get Jackrabbit Ready

After you are done planning your strategy, now it's time to get Jackrabbit ready for registration and enrollment.

Create and/or review your class schedule and add classes as needed. 
Transition current classes to a new session of classes.
Make any changes to your classes as needed. Use Edit All Classes to modify multiple classes.
Add class listings tables for your next session or group of classes to your website, classes will be available on the date you set for registration.
Set a new policy agreement date in the Parent Portal if your policies have been updated.
Uncheck the check box in class records for Has a Registration Fee? so new students enrolling in those classes during Online Registration or Quick Registration will not be charged a registration fee.
When ePayments are enabled, payment can be required with a Parent Portal enrollment. Use Edit All Classes to exclude classes from requiring payment.
Check to see if you need to update your Tuition Settings including any discounting and prorating. Check out this Discounting & Prorating Tuition webinar!


Communicate with Families & Staff

Communicate important dates, registration, and enrollment information to your staff and families.

Email your families.
Communicate with your families through the Parent Portal.
Use the Staff Portal News to keep your staff informed.
Check out this Jackrabbit blog article! Powerful Email and Communication Features in Jackrabbit Class.

Open Registration & Enrollment

For new families, they can register and enroll their kids in classes using your Online Registration Form. For existing families, already entered into your system, they can enroll in the Parent Portal.

Ensure that your current session has a Registration Start Date.
Confirm settings for all classes. Be sure they are all open for online registration and Parent Portal enrollment. These settings are located in the Class record on the Summary tab:
  • Status = Active  (inactive classes are not available for enrollment)
  • Display on Website = Yes
  • Allow Online Registration = Yes
  • Allow Portal Enrollment = Yes

TIP: Use Edit All Classes to work with all classes on the same page.

Review & Confirm

Now that you have promoted and opened your classes for enrollment, you'll need to keep track of the online registrations and Parent Portal enrollments so they can be reviewed and adjusted if needed.

Watch your Jackrabbit Executive Dashboard! As enrollments come in, your Dashboard numbers for online registrations and Parent Portal enrollments will begin to rise. This area gives you a real-time count at your fingertips.
Email notifications for online registrations and Parent Portal enrollments are sent from Jackrabbit to the email addresses defined in your email notification settings.
The Process Class Registrations report allows you to review all registrations and class enrollments including those coming in through online registration, from the Parent Portal, and those done from within Jackrabbit. Additions to waitlists are also displayed.

Post Fees

Not all fees are created equally! Review each section here to understand which fee is which and how they get posted to a family's account.

Registration Fees

Options for posting registration fees (for first-time registrations): 

  • Post registration fees automatically during online registration (defined in online registration settings).
    Note: Registration fees are not posted through the Parent Portal because those families have already registered (aka been added to Jackrabbit). See Annual Fees (below) for fees for existing families.
  • Post registration fees to existing families under the Transactions (menu) > Post Transactions > Annual Fees.
  • Post to an individual family. See Post Other Fees for details.
Annual Fees

Do you have fees that you charge annually, or fees that are charged when existing families enroll in a new session? These fees can be posted individually or in groups:

  • Post fees to a group of families using the Post Annual Fees function.
    NoteAnnual fees are not currently able to be posted through the Parent Portal.
  • Post fees to an individual family from a Family record, All Families, or from the Transactions (menu) > Post Transactions > Make Sale/Post Fees. See Post Other Fees for details.
Tuition Fees

Options for posting tuition fees:

Check out this blog! Tuition tips: How to enforce your tuition policy to ensure revenue.

Stay in Touch with Families throughout Enrollment

Keeping your families informed as they register and enroll in classes is key.

Email Confirmations - Jackrabbit sends a summary email to each family after they register online or enroll through the portal. This helps your parents feel confident that their child is enrolled. After you process payments, Jackrabbit will also email a receipt to each family.
Student Schedules - A few weeks before classes start, you can email families their students' schedules. If schedules are still changing, you can direct parents to the Parent Portal to view and print their student’s schedules.

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