Lesson #3 - Enroll/Register Students into Classes

The third lesson in this Learning Series, Front Desk Staff, is designed to get you familiar with enrolling/registering students in classes.  You may wish to review the articles listed below before beginning.

• Active vs Inactive Families
• Work With All Families - View, Search, and Mass Actions
• Work with All Students - View , Search, and Mass Actions
• Search for People in your Database
• Enroll a New Family/Student with Quick Registration/Add Family

In the Student record > Classes tab you will see the enrollment type for the class. The drop-down list can be edited on the Drop-down List Editor page (Gear icon > Settings > General > Drop-down Lists > Student > Enroll Type). Some Enrollment Types (reserved) are the ones that Jackrabbit has created and cannot be deleted. You can create additional ones that match the needs of your business.

Sample Student Record > Classes Tab

In the Past Enrollment section (Student Classes tab), the Comp? column indicates whether the student completed the class (Yes) or did not complete the class (No).

There are many ways your office or front desk staff can enroll a student in Jackrabbit. This flexibility allows you to choose the most efficient workflow for you and your staff!

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Enroll Links Throughout Jackrabbit

Click on any Enroll link to open an enrollment page. Enroll link in the Family record > Summary tab
Enroll link in the Student record > Summary tab

Enroll from a Calendar Link

Click Jackrabbit's Calendar link (upper right) to open a weekly calendar.  Hover over a class to open and enroll with the buttons as shown here.

Use the Quick Registration Form to Enroll

The Quick Registration Form is accessible from two places in the Families (menu). Families (menu) > All Families > Add New Family button> Use Quick Registration Form button Families (menu) > Quick Registration

Open Enrollment Page in All Students/All Classes

An Enroll option is located under the Students (menu). Students (menu) > All Students (Row menu> Enroll)
The Enroll Student option is located under the Classes (menu). Classes (menu) > All Classes (Row menu> Enroll Student)

Enrollment Details Window

Depending on where you initiate student enrollment, the process will vary slightly. After you have searched for the class or the student, you will have a few options.

In the Enrollment Details window, you can:

• View additional class information (class name, session, location, start and end date, days of the week, start and end time, and openings). 
• Adjust the Enroll Date if the student is enrolling for a future date. This is only available if your database allows future enrollments.
• Change the Enroll Type, e.g., if the student is enrolling as a trial.
• Add a Future Drop Date if you know the student will need to drop before the class end date.
• Select a Future Drop Reason if applicable.
• Click Enroll Now if you are ready to process enrollment for just one class or student. 
• Click Select More Classes if you would like to enroll the student into more than one class at once.
  
  

If you are enrolling from the class record, you will see the option to Select More Students. Use this option when more than one student in the same family wants to enroll in the selected class.

After completing class and student selection, you can finish the enrollment process with posting fees. See Post Tuition Fees During Enrollment in Jackrabbit for more details.

Frequently Asked Questions

Q.  What are Adjusted Openings, and how are they calculated?

A.  Adjusted openings are shown in the class search pages when enrolling or transferring students from within your database. They are displayed for informational purposes only. The number does not control if a student can enroll in a class.

The calculation of Adjusted Openings in a class takes into account the following:

• Class max size
• Currently enrolled students
• Future enrolls
• Future drops
• Makeups
• Waitlist

Adjusted openings = Class max size - Currently enrolled students (size) - Future enrolls + Future drops - Makeups - Waitlist


Each class in the above screenshot has one current opening. The calculations for the Adjusted Openings on each class are:

• Adult Ninja Parkour > 8  (Max Size)  - 2  (Size) = 6 Adjusted Openings
• Ballet L1 - Mon 5pm > 8 (Max Size) - 5 (Size) - 1 (Future Enroll) = 2 Adjusted Openings
• Ballet L1 - Mon 6pm > 8 (Max Size) - 3 (Size) - 1 (Makeup) = 4 Adjusted Openings
• Cheer Essentials > 8 (Max Size) - 3 (Size) = 5 Adjusted Openings 

The Quick Registration Form is used by a Jackrabbit User to add a new family and enroll students in the family at the same time. 

The Quick Registration Form follows the settings selected for your Online Registration Form. See our Help section Customize your Online Registration Form for more details.

Access the Quick Registration Form

You can access the Quick Registration Form from the Families (menu):

• Families (menu) > Quick Registration
• Families (menu) > All Families and click the Add New Family (icon). Click the Use Quick Registration Form (button) in the Add Family window.

Add a Family in the Quick Registration Form

Complete as much of the Family Information section as possible. This will eliminate the need to add more details to the family record at a later date. There are some required fields designated with an asterisk (*).

Add Students and Enroll through Quick Registration

You can add up to 5 students in the Student Information section. Enter as much of the information as possible into the form. This will avoid additional work later on.

Use the Search button to search classes. Office staff can select up to 5 classes per student during the Quick Registration process. Additional classes can be added as needed after registration is complete. 

The options for enrolling during Quick Registration vary:

• If Allow Trial Enrollment is set to Yes on the selected class' Summary tab, you'll have the option of indicating whether or not the student is a Trial Enroll.  
• If Allow Future Enrollments is set to Yes under the Gear (icon) > Settings > General > Organization Defaults (left menu) > Class Settings, you'll see an option to adjust the Enroll Date and add a Future Drop Date.
• If Send Enrollment Email to Instructors is set to Yes under the Gear (icon) > Settings > General > Organization Defaults (left menu) > Class Settings, you can clear the Email Instructor checkbox when you don't want instructors to receive an email. See our Help article, Organization Default Settings - Class Settings, for more information.

Continue adding information and enrolling students in classes using the additional Student Information fields.

Enter Payment Information & Post Fees

In the Credit Card Verification section, enter the Credit Card or eCheck/Bank Draft information to be used for payment.

After all required information is entered, click Submit Registration Information. The Post Enrollment Fees window opens, and you have the option to post all fees immediately, check the classes to post fees for, add Registration Fees, and add Additional Fees.

Once all the fees are selected or added, select one of the buttons to complete the enrollment:

• Post Selected Fees Now
• Post Selected Fees & Pay Now
• Skip this... I'll Post Fees Another Time.

 The family is added to your database, and any students with classes selected have been enrolled accordingly.

All Classes, located under the Classes menu, generates a list of all active and inactive classes in the All Classes grid. From here you can access all your class data.

• View optional data visuals for key information at a glance with interactive charts.
• Drill down to specific classes using filters organized in a slide-out filter drawer.
• View classes in a filtered calendar (daily, weekly, or room view) and enroll students.
• Save your favorite view (filters, selected columns, etc.) as your default view.
• Display a list of classes in a powerful grid: you can group, sort, and customize the information.
• Take Action - add/copy classes, enroll students in classes, send messages, archive classes, and apply mass actions to multiple classes.

Sample All Classes Grid

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Data Visuals - Key Information at a Glance

Data visuals (charts) are interactive and provide a quick view of key information about your classes. The elements included in the data visuals are predefined by Jackrabbit. 

The All Classes data visuals are interactive and can be hidden. Use the Hide/Show Data visuals icon to toggle back and forth.

Locations	If you have multiple Locations in your organization, this element will display and show the proportion of classes in each Location. Hover to see the number of classes in each segment or click on a segment of the chart and the exact number of classes in a location displays. In addition, the classes from the selected location are listed in the grid.  Click the breadcrumb red x  to reset the grid and remove the sort.
Status	Class Status shows the number of active vs inactive classes. Hover to see the numbers of classes in each segment or click on a segment of the chart and the number of active classes shows. In addition, the active classes will populate in the grid.  Click the breadcrumb red x to reset the grid and remove the sort.
Sessions	Sessions that have active enrollment are shown in this data visual. Hover on a segment to view the session name and the number of classes in the session. In addition, click the segment and the session/classes in the session will populate in the grid.  Click the breadcrumb red x to reset the grid and remove the sort.
Category 1	This data visual shows Category 1 classes with active enrollments. Hover on a segment to see the number of Category 1 classes. Click on the segment and those classes will populate in the grid. Click the breadcrumb red x to reset the grid and remove the sort.
Absences (last 14 days)	If your organization tracks absences, this data visual shows classes with absences, within the last 14 days, in 3 views: Classes had absences # of absences Top 5 classes with absences Click on the links or graph to show more details. When you click on a visual, the classes are listed in the grid. Click the class name in the Top 5 list to open the class record in a separate tab.  Click the breadcrumb red x to reset the grid and remove the sort.
Drops (last 21 days)	Shows the number of classes that have dropped students, within the last 21 days, in 3 views: Classes had drops # of drops Top 5 classes with dropped students Click on the links or graph to show more details. When you click on a visual, the classes are listed in the grid. Click the class name in the Top 5 list to open the class record in a separate tab.  Click the breadcrumb red x to reset the grid and remove the sort.
Classes with Openings	This data visual shows classes with openings: Classes with openings # of openings Top 5 classes with the number of openings in the class Click on the links or graph to show more details. When you click on a visual, the classes are listed in the grid. Click the class name in the Top 5 list to open the class record in a separate tab.  Click the breadcrumb red x to reset the grid and remove the sort.
Classes with Waitlists	Classes that have students who are waitlisted display in this section: Classes with waitlists # of students Top 5 classes with waitlists Click on a link or the graph and the class information is listed in the grid. Click the class name in the Top 5 list to open the class record in a separate tab.  Click the breadcrumb red x to reset the grid and remove the sort.

Use Filters to Search for Specific Classes

Select the Filter icon to open the Filter Drawer, which houses various criteria to help you drill down to specific classes, for example, to list all classes that have openings for enrollment. You can select multiple filters to narrow the results down further. 

Alternatively, you can click on a Data visual to filter the data in the grid.

• Once filters are selected and applied, they will appear in the breadcrumbs. Use the red x next to a filter in the breadcrumbs to clear it and refresh the displayed classes.
• Filters are grouped and organized into sections for ease of use and pull information from the Class record, on the various tabs.
• Use the arrow to expand a section to see the filters within, or use the Expand All/Collapse All option at the top of the Filter Drawer.
• Search for a filter by entering a keyword in the search box at the top of the Filter Drawer. For example, enter "enrollment" to quickly locate and select from the Enrollment Details group of filters. Select the filter and click on any field to see a drop-down list to make additional selections. Choose as many filters as needed.
• Select date fields by clicking on the calendar icon or manually enter dates.

Save your Favorite Filtered Grid Views

Save time and effort each time you open a grid page to view your data! After you have applied filters or clicked on a data visual, set the grid column widths, and you can save the filtered data as a Favorite.

Saved favorites can be set as a default view and shared with other Jackrabbit Users in your organization. There is no limit to the number of filtered grid views you can save. 

Save a Favorite	Once filters are selected, it's simple to save your favorite views: Filter the grid for the information you are looking for.  Use the filter (icon) or click on a data visual. Adjust column widths as needed. Click the Save as favorite (icon). Enter a favorite name. Select if you want to set the favorite as the default view. This view will automatically load when you return to the page. Select if you want to share with your team.  Click Save. Your filtered data, column width, and column-locked positions are all saved.
Open a Favorite	Load or open a saved favorite: Click the Favorites (icon). Select your saved favorite from the drop-down list or start typing in the search field. Choose one of the saved views and click Load. The grid populates the data, and the breadcrumbs indicate the selected filters. If you opened a saved favorite grid view and would like to make it your default view, resave it as a favorite and toggle the Make this your default view? to the right. Click Save.
Delete a Favorite	If you created a Favorite, you will be able to delete it: Click the Favorites (icon). Select the favorite you would like to delete. Click Delete.

Contact Jackrabbit Support if you want to delete a Favorite filtered view created by another User.

View Class Calendar and Enroll Students

View your class calendar in a daily view, weekly view, and room view. Use the calendar to enroll an existing student or register a new student.

1. Go to Classes (menu) > All Classes, filter as needed, or select a data visual to populate classes in the grid.
2. Click the Filtered Calendar (icon)and choose how you'd like to view your filtered classes (daily, weekly, room). The calendar defaults to the current day for daily and room views, and to the current week in the weekly view.  
   • The daily calendar displays a single date's class schedule.
   • The weekly calendar opens a calendar view of your classes by the week.
   • The room view calendar displays a single date's class schedule by room.
3. Click on a class in a calendar to open the class information, see the enrolled students, and enroll an existing student or register a new student.

There are checkboxes in the filtered calendar to Show Students on Hover and Show Full Classes (defaults to checked).

Work with the Information in the Grid (Table)

Jackrabbit grids, located throughout the system, are very powerful and allow you to group and sort your data to customize the way your results are displayed. Each grid has core features, such as grouping data by dragging a column to the grouping bar. Row menus and column menus offer different options depending on the grid.

To learn more about working in our grids, visit our Help article, Work with Reports - Grid Style, where you'll pick up lots of tricks and tidbits like this one:

Use Column Search to quickly find information in a column. For example, in the search field for the Class column enter a class name or part of a name, and all matches will populate in the grid. Use the red x to remove the information from the search field.

Take Action for a Single Class

Use the Row Menu (icon)to edit that row and access options for working with an individual class. Click on the icon and a new browser tab or pop-up window will open depending on the action you select. 

Click directly on the row menufor the class you want to work with; do not use the checkbox in the 1st column. When any checkboxes (for use with mass actions) are selected in the 1st column, the row menus are deactivated and won't display.

• View/Edit - opens the Class record
• Enroll Student - opens the Find students page to locate students to enroll in the selected class
• Email/Text Class - opens the Email/Text Class page
• Enter Absences - opens the Enter Absences page for the class
• Post Class Transactions - opens the Post Class Transactions page
• Copy Class - opens a window to copy the selected class
• Mass Drop - opens a window to mass drop all the students in the selected class
• Add Note - opens the Add a note pop-up window
• Add Resource - opens the Add a Resource pop-up window
• Archive Class - opens a window to archive the class
  
  

Take Action for Multiple Classes (Mass Actions)

Choose one of these options to select classes in the grid and to perform a mass action:

• Select all classes - leave the checkbox in the 1st column unchecked and all classes in the grid are selected. You will be able to Send a Message (email, text, or push notification), Add a New Class, and perform all the mass actions in the drop-down list including Print and Export to Excel.
• Select one or more classes - select the checkboxes for individual classes in the 1st column to Send a Message and to perform mass updates to the selected classes. These include the following: Add Resource, Mass Drop, Mass Edit, and Add a note.
• Current classes displayed on the page (max. 250/page) - select the checkbox in the 1st column header.

	Send a Message - Choose to send an email, push notification, or text message to chosen recipients in the selected records, e.g., Primary Contacts only, or Primary, Billing, and Other Contacts.  Select the checkbox for classes you want to be included in the message. You can select individual classes across multiple pages. To send to all classes currently displayed in the grid (max 250 items/page) select the checkbox in the column header.  To send to ALL classes on ALL pages, leave all checkboxes empty. All classes will be included.
	Add Resource - Opens the Add a Resource pop-up window. Enter the Name of the resource, define the Audience, choose the Resource location (upload or select a link to the resource), and click Add. This will add a resource to the class records selected in the grid. To modify an added resource you have to open the individual class record to make an edit or delete. Refer to Resources in Jackrabbit for more information about resources.
	Add Policy Groups - Opens the Add Policy Groups pop-up window. Click in the Begin typing... field and select from the list to add Policy Groups to the selected classes. Refer to Legal Policies & Policy Groups for more details.
	Remove Policy Groups - Opens the Remove all policy groups window for the selected classes.
	Mass Drop - Opens a Mass Drop Students pop-up window. Complete the details in the window, select a Reason from the drop-down list*, add a Note (if applicable) and click Drop. This will drop the students in the selected classes. *Note: To create the drop-down list go to the Gear (icon) > Settings > Users & Permissions > Drop-down Lists (left menu) > Student (left menu) > Drop Reason.
	Mass Edit - Opens an Edit Classes page. Use the top row to make global changes to the selected classes in the grid or edit individual classes as needed on the page. Click Save Changes.
	Add a note - Opens an Add a note pop-up window. Create the note, add a Title, compose the contents of the note for the selected classes, include tags (if needed), and click Add.  A new note is added to the class records selected. To modify notes you have to open the individual class record to make an edit or delete. Refer to Notes in Jackrabbit for more information about notes.
	Print - Opens a print window to print the class information shown in the grid (max. 250 items/page) or save it as a file for future use. The print option is only available when the checkboxes remain unselected in the 1st column.
	Export to Excel - Downloads an excel file of all the filtered information in the grid to your computer. This option is only available when the checkboxes remain unselected in the 1st column and all classes in the grid will be included.

Frequently Asked Questions

Q.  How can I search for classes with openings?  

A.  Go to the Classes (menu) > All Classes and use the top scrollbar to scroll over to the Classes with Openings data visual. Click the large blue number (that's the number of classes with openings) and all classes with openings will display in the grid.

The Weekly Calendar button on the Executive Dashboard opens a calendar view of your classes by week. This is your class command center and allows you to manage almost all areas of your classes from one screen! Note: The Weekly Calendar is for internal use only, it is not available to your families.

You'll also have access to the Weekly Calendar using the Calendar link above the blue menu bar on all screens in your database. 

The Weekly Calendar opens in a new window and displays a week-long calendar of classes. While the Weekly Calendar is most easily accessed from the Executive Dashboard, you can also navigate to this calendar from the Reports (menu) > Find a Report > Classes/Enrollment (left menu) > Classes (tab) > Weekly Calendar. Other calendar/schedule views, such as a monthly or by room, are also available. These are discussed in more detail in our Help article Class Calendars and Schedules.

Note: The Weekly Calendar and other calendar options (daily, monthly, and room) only include your class offerings. At this time your Events are NOT included. Access to the Events calendar can be located at Events (menu) > Calendar.

Weekly Calendar Features

1. Calendar Criteria and display buttons allow you to customize your calendar view.
   • When first opened your Weekly Calendar will bring up the current week's schedule with no criteria selected (no filters applied, all classes showing). 
   • Use the Prev and Next buttons, or the date field, to change the week you are viewing. 
   • The currently selected criteria are displayed. 
   • Use the Change Criteria button to edit those selections.
   • Use the Add Class button to quickly add a class. You can also add a class by clicking into a specific time slot.
   • Click the Settings button to change the time range that your calendar displays. Set this to your facility's opening and closing time.
   • Select Show Students to add the enrolled students' names to the class information that displays when you rest your mouse pointer over the class on the calendar (hover without clicking).
     
     
     
   • The Show Full Classes checkbox defaults to checked to display full classes as well as classes with openings. Clear the checkbox to hide classes that are full which makes it easier to find a class with an opening to enroll a student in.
     
     
2. Click the link on a date to look at the daily view. The display criteria you have selected will also be applied to that daily view. For more information on the daily view see our Help article Class Calendars and Schedules.
3. Review the summary information for each class on the calendar at a glance. Click the linkfor quick access to the class record.
   • Class name
   • Number of openings (#)
   • Number of future drops #FD
   • Number of future enrolls #FE
   • Number of absences for that day (#a)
   • Number of makeups for that day (#m)
4. Accurate enrollment counts are displayed in real-time! A full class (0) that has a future drop scheduled for the following week will accurately reflect that opening (1) when you advance the Weekly Calendar to that date. 

More Calendar Actions

• Double click into any open time slot to add a class. The Add Class window will open with the start date and time for the slot that you clicked into pre-selected; these values can be edited. You can also use the Add Class button in the Criteria section to open the Add Class window with no pre-selection made.
• Click a link for any of Future Drops, Future Enrolls, Absences, or Makeups to open a window with more detail including student names. 
• Click Enroll Existing Students to enroll an existing student into the class or click Register New Students to open the Registration Form to add a new family and enroll a student in the class. If the class is full you will see CLASS FULL and a Waitlist button to click to add a student to the class waitlist. Once the waitlist is also full the button will drop off and you will only see CLASS FULL.
• When the Show Students checkbox (in the criteria/settings section) is not checked private lessons (max size = 1) will display with the enrolled student's name. If Show Students is checked the calendar will display the class name and openings information (0) and the enrolled student's name will appear in the class information window that displays when you hover over the class.
• Classes can display color-coded by Category 1 if you assign colors to your Category 1 drop-down values in the Drop-Down List Editor (Gear icon > Settings > General > Drop-down Lists). When darker colors are chosen the text display will change to white. This makes it easy to distinguish between the different types of classes you offer!
  
  

Office staff can enroll students into classes using the Daily, Weekly, or Room Calendars in Jackrabbit. 

1. Go to the Classes (menu) > Class Reports > Weekly/Daily/Room Schedule.
2. Use the Search Criteria to narrow down results as needed.
3. Select the calendar view of your choice - Weekly Calendar, Day View, or Room View.
4. Hover your cursor over any class to see class details and select to Enroll Existing Students or Register New Students.
   • If the student belongs to a new family who is not in your database, click the Register New Students button. Follow the instructions for how to Enroll a New Student into Classes using Quick Registration.
   • If the student is already in your database, click the Enroll Existing Students button. Follow the instructions for Methods for Staff to Enroll a Student.
     
     

To complete the enrollment process by posting fees, see our Help article Post Tuition with Enrollments from within Jackrabbit for more details.

When a student is enrolled in classes from within Jackrabbit, i.e. internally, staff can be given the option to post enrollment fees, including tuition fees. A staff person with the required User Permissions will be taken to the Post Enrollment Fees screen.

When posting tuition fees in the Post Enrollment Fees screen, Jackrabbit uses the settings you've saved in several places to calculate tuition. 

• Tax Settings under the Gear (icon) > Settings > General > Organization Defaults (left menu) > Tax Settings.
• Tuition Settings under the Gear (icon) > Settings > Tuition & Discounting.
• Class Settings (Tuition Fee) on the Class Summary tab.

A detailed breakdown of the calculations can be accessed using the icon in the Details column in the Tuition Fees section.

You can edit the Tuition Post Date, Subtype, Orig Fee, or Disc fields as needed. Clear the Post checkbox if you do not want to post tuition fees at this time. Note: Edits made to the Orig Fee or Disc are not updated in the Fee Details window.

The Post Enrollment screen also provides an opportunity to post enrollment fees other than tuition.

Registration Fees

Jackrabbit uses the settings you've saved under the Gear icon > Settings > Registration Fees > Existing Families (left menu) to populate the fields in the Registration Fees section. See Post Registration Fees to learn more about those settings.

You can edit most fields as needed. Clear the Post checkbox if you don't want to post the registration fees at this time.

Additional Fees

This section allows you to post fees other than tuition or registration fees, for example, a uniform fee or equipment fee.

To post the selected fees and complete the enrollment process choose from the following options:

• To print an Enrollment Summary for the family, clear the Skip Enrollment Summary checkbox.
• To post the fees and collect payment at a later time, click the Post Selected Fees button.
• To post the fees and collect payment now, click the Post Selected Fees & Pay Now button.

If you decide not to post any fees at the moment, click Skip This...I'll Post Fees Later.

The Openings report provides you with a list of classes that display your classes that have openings. In addition, there is a % Full column that displays a graphic representation of how full your classes are. This report can be found under the Classes (menu) > Class Reports > Openings.

Some of the columns contain clickable links that open additional information.

Located in Class Reports from the Classes menu, the Class Schedule report Search Criteria can be used to:

• Display a listing of classes by Location, room, session, instructor, or Category 1, 2, 3.
• Display a list of classes based on specific start/end dates.
• Display a list of classes w/gender specifications or ages.
• Display a list of classes for a specific student.
• Display # of openings in a list of classes. 

Example

The following criteria will generate a schedule of Dance classes in the Winter 2022 session that have openings:

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. 

Get to this report from the Classes menu > Class Reports > Enrollment tab > Process Class Registrations.  

• Streamline registration workflow and improve efficiency.
• Review pertinent information and process registrations and class enrollments from a centralized location.
• Identify families who did not have fees posted with their registration or class enrollment.
• Find Parent Portal enrollments and post fees accordingly.

Note: The date range for this report is limited to 60 days.

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Access the Process Class Registrations Report

Jackrabbit Users with the Process Registrations permission (in the Reports category of User ID Permissions) can access the Process Class Registrations report from either the Executive Dashboard or from the Students, Classes, or Reports menu.

Select Search Criteria

When you access Process Class Registrations from the Students, Classes, or Reports menu, you can use search criteria to narrow down your results to a very specific group of registrations, class enrollments (including trials), or waitlist additions. Note: This report does not include Event enrollments.

Report Results

Review the results, and you can use the checkbox in the last column select multiple rows and email and/or process registrations.

• Select the top checkbox in the last column to select all, or select checkboxes for individual rows, and use the Email button to generate a confirmation email to those families.
• Use Show/Hide Columns to select which columns of information you want to be displayed. In this example, 25 columns are hidden.
• The Registration Source column indicates where the registration request originated from.
• The More button opens a window with additional Family Information.

Process New Class Registrations

The Registration Status column indicates the status of each registration or enrollment. All statuses default to New when the registration/enrollment is created. Use the In Progress status to indicate that work has been started on that registration/enrollment. Click the Pencil (icon)to edit and process new enrollments.

Registrations/enrollments are automatically changed to Complete if a student is dropped or transferred out of the class. You can change the status from either New or In Progress to Complete when you have finished working with a row.

• Internal Notes are automatically populated when a student is dropped from a class or when a student is enrolled from a waitlist. When you edit a row, you have the option of adding a note which will display in the Internal Notes column.
• Process multiple class registrations at one time! Use the checkbox column on the right to select the registrations/enrollments you want to update and then click the Edit icon to change the status of each row and optionally keep, delete, or replace all Internal Notes for those registrations.
  
  
  
• The Type column provides details about the type of each enrollment or registration (Waitlist, Enrollment, Registration, Trial).
• Comments that a parent makes during Online Registration or during Parent Portal enrollment will be displayed in the Comments column.
• The New Family as of column identifies families that are new to your facility. This makes it quick and easy to send those families a welcome email!
• The Card/Acct on File column lets you know which families have ePayment information on file and alerts you to those whose payment information is expiring soon.
• Select the More button to view additional information for the family.
• Use the links throughout the report for quick access to related records.

There might be occasions when you need to update a student's enrollment date, perhaps to adjust an enrollment that came in through online registration or to fix administrative mistakes. Don't worry; we've got you covered!

Individual student enrollment dates can be edited in two places in Jackrabbit.

Process Class Registrations Report

From the Reports menu, select Find Reports. Add the word process in the Keyword Search field to locate the Process Class Registrations report. 

Select your desired Search Criteria and Submit. On the report results, use the Pencil icon to access the student enrollment you want to edit.

Class Record > Enroll List Tab

A student's enrollment date can also be edited from the Class record on the Enroll List tab.

The Rules

A student's enrollment date can affect many things, such as tuition billing when you use prorating or a student's attendance history. Because of this, some rules control when a User can edit an enrollment date.

The enrollment date:

• Can be edited for Registration Types Enrolled and Trial.
• Can only be edited to today's date or a date in the future.
• Can be edited for individual students only, not in mass.

• Can't be edited to a date that falls before a class' start date or after a class' end date.
• Can't be edited to a date that falls before a student's start date.
• Can't be edited to a date that falls after a future drop date.
• Can't be edited if there are attendance records associated with the student for the class.

Want to practice what you've just learned?  Great!  

• Go to https://app.jackrabbitclass.com/jr4.0/Login  and log in with the credentials below for your Jackrabbit edition.  
• Go through some or all of the practice scenarios below as they apply to you.

Enroll a student in a class, you can either:

All Students page

1. Search for the student by entering a filter to narrow down the records in the grid or by entering a search in the Search Fields below the column headers.
2. Click on the Row Menu icon (three vertical dots) for the student and choose Enroll.
3. Select the Enroll link for a class.
4. Change the Enroll Date if needed and click the Enroll Now button.

Class Record

1. Open a class by going to Classes on the menu bar and selecting All Classes. 
2. Select a class.
3. Select the Enroll Student button (only visible when there are openings in the class). 
4. Search for the student and then click the Enroll link (Enroll is underlined) in the row for the student.

Student Record

1. Search for the student page for a student by entering their last name (or the first few characters) in the "find a family..." Global Search field.
2. Locate and select the student link in the Student column. 
3. On the Student page for the student, select the Enroll button.
4. Select the Enroll link for a class.
5. Change the Enroll Date if needed and click the Enroll Now button.

Weekly Calendar

1. Click on the Weekly Calendar button from the Executive Dashboard.
2. Use the Search Criteria to narrow down results as needed.
3. Select the calendar view of your choice - Weekly Calendar, Day View, or Room View.
4. Hover your cursor over any class to see class details and select to Enroll Existing Students or Register New Students.

When you have worked through all of the articles outlined in the lesson above, select the Take the Quiz button to be taken to the Lesson #3 Quiz where you can test your understanding of the concepts in this lesson.  You will be asked to enter an email address for quiz results to be sent. The quiz includes Review questions.

Quiz #3 - Enroll/Register Students in Classes

Return to Front Desk Staff Menu to continue to next lesson

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Review the following articles if they apply to your organization.

Jackrabbit allows you to offer a class as a trial. The ability to enroll in a class as a trial is a per-class option, and the class record must have Allow Trial Enrollment set to Yes on its Summary tab. For more details, see Classes/Lessons.  

When a student is enrolled as a trial, the enrollment will be given an Enroll Type of Trial, which lets your staff know that the student is a trial student. When posting tuition fees, Trial Enroll Types can be excluded, so fees are not posted to those students in trial classes.  

Trial Enrollments for New Students from Within Jackrabbit

Students can be enrolled as a trial using the Quick Registration Form.  

1. Go to the Families menu > All Families > Quick Registration.
2.  Complete the Quick Registration form.  
   • Select a Class.
   • Set the Trial Enroll? field to Yes.
     
           
3. Select a Future Drop Date (if needed) that is the day after the actual trial date so that the student will drop from the class after their trial class automatically.    
   • After submitting the Quick Registration, the student's Enroll Type will be set to Trial.

Trial Enrollments for Existing Students from Within Jackrabbit

Students can be enrolled as a trial when you or your office staff enroll students from within Jackrabbit.

If a student has already enrolled in the class, you can also set the Enroll Type to Trial on the student's Classes tab. 

If you want to use Jackrabbit's Trial Enrollments, you can also offer a class on a trial basis "online" for NEW students using the Online Registration Form.

To allow a new customer to be able to select and enroll in a class as a Trial, set "Allow Trial Enrollment" to YES at the bottom of the Class Summary page (Online Registration must also be set to Yes) in the Class record.  Trials are not available in the Parent Portal; they are only available to new customers using the Online Registration form.

You should explain on your website your organization's "rules" regarding Trial classes for students (as each organization has different rules regarding trial classes).

If the class is set to "Allow Trial Enrollment"= Yes, when a new customer selects this class, the below wording will appear under the Class in the Registration Form.  The customer may select Yes or No from the drop-down.  It defaults to No. 

If the customer selects YES and submits the Online Registration form, the following occurs for the trial class:

• Class tuition is NOT posted for this class, even if you have auto-posting set to Yes. Trials can not have tuition auto-posted.
• The customer's confirmation email, and your organization's notification email, will include "Trial" beside the class name.
• The Enroll Type will be set as "Trial" for this student for this class in your database in all the locations that show the enroll Type.
• The archived Online Registration will show this class was selected as a Trial.
• The system does NOT set a future drop date. This means the student enroll type of "Trial" will remain "Trial" until your staff either drops the student from the class OR changes their enroll type to "Trial-Enrolled".

To keep all of your staff on the same page, it's a good idea to develop a procedure for handling trial enrollments. This will ensure that your enrollment reports are consistent and accurate.

Establish a workflow to:

• Track incoming trial enrollments.
• Handle the enrollment for students who don't enroll in the class after the trial.
• Change the Enroll Type for students who liked their trial and then enrolled in the class.

Track Trial Enrollments

The ability to track and report on trial enrollments is based on the Enroll Type. 

The Enroll Type of Trial is assigned to all trial enrollments, whether they come in through Online Registration or were enrolled from within Jackrabbit, which allows you to report on trial enrollments using reports that include the Search Criteria or Filter = Enroll Type.

The Type (Enroll) is displayed in both the Class record and the Student record.

Any enrollment with the type of Trial triggers an Executive Dashboard Alert to bring the trial enrollments to your attention. Use the link to generate a report of upcoming trials.

Change Enroll Type Based on Trial Outcome

• If a trial becomes an enrolled student, delete any Future Drop date from the class Enroll List tab and change the Enroll Type to Trial-Enrolled. This can also be done from the student's Classes tab.

• If the student doesn't enroll after taking the trial class, staff should make sure a Future Drop is in place that will automatically drop the student. If not, the student should be dropped from the class using the date after the trial occurred.

If no change is made, and the student remains as Enroll Type = Trial, it's possible that the student will be excluded from your tuition posting. This could happen if you always clear the checkbox for Post tuition to students with Enroll Type = Trial when using Post Tuition Fees.

After a trial is completed, there are three reports that track trials:

• Drop History
• Enroll History    
• Enrollment Detail     

Select Trial as the Enroll Type in the Search Criteria.  

If a trial does not become a student or was a no show, leave the Enroll Type as Trial and drop the student from the Class. Enter a drop reason (Example: No Show). 

Report on trials that did not become students by going to Students (menu) > Student Reports > Drop History. Be sure to select Enroll Type = Trial.

Track students who enrolled from a trial by setting the Enroll Type in Students (menu) > Student Reports > Enrollment Detail to Trial - Enrolled.

When Jackrabbit is set to Allow Future Enrollments, staff can change the enroll date to a date in the future when enrolling a student from within Jackrabbit. This feature is not active in your Jackrabbit database unless you make it available.

To change the setting:

1. Go to the Gear (icon) > Settings > General > Organization Defaults (left menu).
2. Scroll down to Class Settings (section).    
3. Set Allow Future Enrollments to Yes.    
4. Click Save Changes.    
5. Log out of Jackrabbit and then log back in for the change to become active.

When enrolling students from within Jackrabbit, staff has the option to set the Enroll Date to a future date. 

Important Notes on Future Enrollments

• The Executive Dashboard Alert for WaitList for Classes with Openings takes future enrollments into account. If your organization allows future enrollments, the report shows the number of future enrollments and the adjusted openings (the class's maximum size minus the number of students enrolled).  If the adjusted openings count is less than 1, it will appear in yellow.
  
  
• During online registration, the number of future enrollments in the class will always be factored into the number of openings available to prevent a family from creating an overbooking.  To further reduce the chance of overbooking, it is possible to allow future enrollments to impact the openings in a class when using the Quick Registration form. From the Gear icon, select Settings > Online Registration > Settings (left menu) > Class Search Settings > What impacts the number of Class Openings? (section), and set Future Enrolls to Yes for Quick Registration. 
  
  
• Future enrollments are enrolled and active in the class on the date of the future enrollment at 5 am Eastern time.

If a student is enrolled with a future start date, the future date details can be seen via the Family record, on the Summary tab, and via the Student record, on the Classes tab. Details of the future enrollment can also be accessed from the Weekly View calendar.

Family Summary Tab

Student Classes Tab

Weekly Calendar

Click the Weekly Calendar button on the Executive Dashboard. The number of future enrollments in a class is indicated (FE) after the class name. 

Hover over the class name and a small window with class details appears. Use the Future Enrolls link to view details of the future enrollments.

Future enrollments can be deleted from the Summary tab of the Student record.

1. Click  View # Future Enrollment(s) on the Summary tab of the Student record.
2. In the Future Enrolls for (student name) window, use the X to delete a future enrollment.
3. Click OK in the confirmation pop-up windows.
4. Click Close.

To accommodate different workflows, future enrollments can also be deleted from the Classes tab in the Student record and the Enroll List tab of the Class record using the Trash Can icon in the Future Enrollment section.

The best way to track future enrollments in Jackrabbit is with the All Students page from the Students menu. 

Create a listing of all students with enrollments in the future using the Enrollment Status filter Future enrolled.

Go to Students (menu) > All Students. Click the Filter icon to open the Filter Drawer. Enter the keyword future in the search field to navigate to the Enrollment Status filter. Click into the filter field to drop down the options; select Future enrolled. Click Apply. The Filter Drawer will close, and your display will now show only those students with enrollments in the future.

 

Waitlists help manage class demand efficiently and ensure fairness for your students. They can also boost participation rates, minimize no-shows, and optimize resource allocation.

• Get instant alerts on the Executive Dashboard when classes have openings so you can fill spots quickly.
• Prioritize your waitlist based on enrollment status, skill level, date added, and more.
• Plan for the future; class waitlists indicate how popular a class is.

When you have worked through all of the articles outlined in the lesson , select the Take the Quiz button to be taken to the Lesson #3 Quiz where you can test your understanding of the concepts in this lesson.  You will be asked to enter an email address for quiz results to be sent. The quiz includes Review questions.

Quiz - Optional - Enroll/Register Topics

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