Enrolling a Client

Enrolling a Client


  1. Hover over Lead to Consult and click on Leads. 
  2. Click on the Add Enrollment Icon and it will take you to the Enrollment Form. (You can also access the Enrollment Form from the Student Profile Detail screen)
  3. The information we entered in the Lead Form and Consult Report has carried through, but review it to ensure accuracy. 
  4. Specify the preferences at the bottom CONTACT INFORMATION section. 
    • Don’t send YFS Survey: If the client doesn’t want to receive surveys. Default: OFF
    • Home Office Privacy Protection: If the client doesn’t want to receive any Home Office Communication (ie. newsletters/blog). Default: OFF
    • Session Reports Communication: If the client wants to receive the Session Report Communications. Default: ON
    • Local Privacy Protection: If the client doesn’t want to receive communication from the Local Office. If this button is clicked, ALL communication including session reports will not be sent to this client. Default: OFF
    • Receive Matching Email Communication: If the client wants to receive Matching Email Updates. Default: ON or based on Matching Preferences
    • Billing Communication: If the client wants to receive Billing emails (invoices). Default: ON
  5. Confirm student’s details in STUDENT INFORMATION. Note that if there were more than one student, you can select different availability for each student.
  6. In the HOURS SUMMARY section, you have the option to allocate your hours in three ways:
    1. No Allocation: use if you do not want to allocate hours ***Note: You will not be able to cast a job with non-allocated hours - you must use Quick Match feature to match a student with non-allocated hours***
    2. Allocate by Subject: split the enrollment based on the number of subjects the student wants tutoring for and assign hours to each one
    3. Allocate by Student: split the enrollment between the number of student
      1. If you completed a Consulation report, some details will have already been pre-populated:
        1. Rate
        2. Session Length in Minutes 
        3. Session Per Week
  7. Add the hours of the enrollment in the Hours field and click System Allocate. This will divide the hours equally between the number of subjects listed. You can still go in and edit them in case you want one subject to have more hours. As you work in this section, the numbers will be calculating on the right. 
  8. Confirm how many sessions you want to happen per week. In the Consultation Report you might have written 2x/week which is carried through to the Enrollment form for each subject instead of total. The weeks will update automatically to reflect the length of tutoring. 
  9. Adding Bonus hours in the fields will be used at the end of the enrollment and not affect the total costs. 
  10. The Registration Fee has carried through from our Enrollment Settings (if you set them up) but you can also change it here if you need to. 
  11. If your country has a tax it will calculate the amount here. 
  12. In the METHOD OF PAYMENT section, record the Deposit Amount and the Balance $ will adjust accordingly. 
    • Select a Payment Method from the condensed list that you defined in Settings
    • Confirm if the registration fee is included in the initial deposit
      • If you have entered a Registration Fee, this option will not be visible. 
    • Select the PAYMENT PLAN if applicable.
      • Paid in Full
      • Weekly
      • Bi-weekly
      • Monthly
    • The Payment Date (either day of week or regular day of month)
    • Installment Amount will update automatically
    • Installments will update automatically *Double check that the weeks are not longer than the tutoring
  13. In the BASIC section, Select the Expiry Date of the enrollment.
  14. Select a date and the Enrollment Expiry Date field will appear. Select the date you want the enrollment to expire.
    1. 12 months from the date of enrollment
    2. 12 months from the first session date
    3. 12 months from the last session date
  15. Click SAVE, and OK to submit the form. 

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