Enrolment Rules - Overview

Introduction

In Perfect Gym, Enrolment Rules serve as the logic center for your course module, defining how members sign up for classes, how much they pay, and what happens if they need to cancel. They allow you to link specific payment plans to class categories, set up "pay-per-class" models, manage refund policies, and control transfer eligibility between course levels.

• In this article, you will learn how to configure Enrolment Definitions and Rules, set up refund policies, make-up tokens, and cancellation limits, and manage pricing schedules and payment methods.

• This article will be helpful for: PG Champion, Club Manager, and Sales Team.

Before you start 

You must have access to the course module, please contact your Sales Representative for more information.

• This guide will reference both cost per class and cost per interval model.
• You will need to have the following configured prior to setting up an enrolment rule
  • Payment Plan:
    • Payment plan for courses.
  • Class Category:
    • Class categories.
• The following configured prior to setting up an enrolment rule if using these features
  • Make up lessons:
    • Product for make up lesson (if used).
  • Semesters

Feature Description

To access the enrolment rule setup, navigate to PGM -> Classes -> Courses -> Enrolment rules.

Main Screen

This will load up the following screen with a list of all enrolment rules.

• Name – the name of the enrolment rule, this will be displayed in PGM and Client Portal.
• Status – this shows if the enrolment rule can be sold. If active (tick) then the enrolment rule can be used on a new enrolment. If deactivated, then the enrolment rule will not be shown during the enrolment stage.
• For class categories – displays the list of class categories the enrolment rule is used.  A member who is using this enrolment rule can transfer into any class categories listed here.
• Edit – After selecting … you can edit the existing enrolment rule.
• Activate/Deactivate – After selecting … you can set the enrolment rule to be active or deactivated.
• Delete – After selecting … delete the enrolment rule.

Enrolment Rules Settings

These settings are found in the main Add/Edit modal and control the definition's overall behavior, including its name, associated categories, and cancellation policies.

Definition Details

• Name

  • Description: The unique name for the enrolment definition.

  • Usage: This is a required text field used to identify the definition.

  • Example: Standard Member Access, Summer Promotion Rule

• For groups of class category

  • Description: Links the definition to one or more class categories.

  • Usage: This is a required multi-select dropdown. The definition will only apply to groups that belong to the selected categories. You can also click Create category to add a new one on the fly.

• Description

  • Description: An optional text field for internal notes about the definition's purpose.

Enrolment Rules

A single definition can contain one or more Enrolment Rules. A member only needs to meet the requirements of one rule to enrol. These settings are in a separate form that opens when you add or edit a rule.

• Contract payment plan

  • Description: The specific payment plan a member must have to use this rule. This controls the payment schedule, due dates of payments, taxes as well as access. 

  • Usage: This is a required dropdown menu.

• Additional charge

  • Description: Determines if there is a cost per class, in addition to any contract fees.

  • Options:

    • No additional charge: There is no extra fee per class.  This can be used to control free classes, or costs on the payment plan.

    • Payment per class: The member is charged a fee for each class.

• Payment method

  • Description: (Appears only if Payment per class is selected). Defines how the per-class fee is collected.

  • Options:

    • Paid in advance: Payments due on the closest interval prior to the class start date.

    • Paid in arrears: Payments due on the closest interval after the class start date.

    • Paid on booking date: Payment due date matches the class start date.

• Base gross payment amount per class

  • Description: (Appears only if Payment per class is selected). The base fee charged for each class.

• Fixed number of classes

  • Description: (Appears only if Payment per class and Paid in advance are selected). This sets a specific number of future classes the member will be enrolled in.

  • Usage: If left empty ("all"), the member will be enrolled in all future classes for the group.

• Available semesters

  • Description: A multi-select field to link this rule to specific, predefined semesters. This will force the start and end date to match the semester.

• Allow Member To Cancel Booking

  • Description: When checked, allows the member to cancel their own booking for a class in this group in client portal.

• Allow member to book a trial lesson

  • Description: When checked, allows a member to use this rule to book a single trial lesson.

• Show Schedule

  • Description: (Appears only if Payment per class is selected). A toggle switch that reveals the Pricing Schedule section. This allows you to set different per-class prices that become effective on future dates.

• Add another rule: 

  • Description: (Button) Ability to have multiple rules within the same definition.

Refund Policy

• Refund policy when booking off the class

  • Description: Defines what happens when a member cancels a class booking made through this rule.

  • Options:

    • Return money if paid: The contract charge line which is connected to the class is deleted from the system. If the member has already paid for this class, the payment settlement will be applied to another transaction

    • Give a makeup product: The system grants a specific "make-up" product. You must select the product from the Makeup product to return dropdown. You can also check Makeup products expiration on enrollment's end date to make the returned product expire when the member's enrollment ends.

    • No refunds: The contract charge line which is connected to the class remains on the club member contract.

• Number of returns after booking of the class

  • Description: Sets a limit on the number of refunds (of any type) a member can receive. This is not visible if the policy is "No refunds".

  • Options:

    • Unlimited refunds

    • Refunds per X weeks

    • Refunds per X months

    • Refunds per whole course

  • Usage: If you choose a limited option, you must fill in the No. of returns and (if applicable) the Per period fields.

Transfer Settings

• Transfer availability in applications

  • Description: Selects the applications (e.g., Client Portal, POS) where transferring from this definition is allowed.

• Transfer only to a group of a higher activity level

  • Description: If checked, members can only use the transfer function to move to a group with a higher skill level than their current one.

• Transfer Limit

  • Description: Sets the maximum number of times a member can transfer out of a group using this definition.

Additional Setting

• Availability in applications

  • Description: Selects the applications (e.g., Client Portal, POS) where this definition can be used for new enrollments.

• Availability in clubs

  • Description: Controls which clubs this definition is active for.

  • Options:

    • Available for all clubs: The definition is global.

    • (If unchecked) You must select specific clubs from the multi-combo list. You can also check Automatically add newly created clubs to keep this list updated.

• Enrollment start date behaviour

  • Description: Defines the default start date for a member's enrollment when they are added to a group.

  • Options:

    • Today: The enrollment starts on the day they are added.

    • Date of first class: The enrollment starts on the date of the next upcoming class in the group.

Configuration instructions

The main Enrolment Definitions screen displays a grid of all existing definitions. From here, you can add, edit, or manage them.

How to Add a New Enrolment Definition

1. Navigate to the Enrolment Rules section. Ensure the Enrolment Definitions tab is active.

2. Click the Add new definition button located above the grid.

3. The Add group enrolment definition modal will open.

4. In the Name field, enter a clear and unique name for the definition.

5. Select one or more categories from the For groups of class category dropdown.

6. Configure the other Definition Settings as needed (e.g., Refund policy, Transfer Limit, Availability in clubs).

7. Scroll to the Enrolment rules section. A new definition starts with one blank rule.

8. Click Edit rule to configure the rule's settings (see steps below).

9. After configuring the rule, click Save (or a 'Back' button) on the rule form to return to the main definition modal.

10. Click the main Save button at the bottom of the modal.

11. The system will check if this new definition affects any existing members.

    • If no members are affected: The rule is saved, a "Successfully created definition" notification appears, and the grid refreshes.

    • If members are affected: A "WARNING!" confirmation modal will appear, stating: "{0} member(s) will be affected by this change. New charges may be added. Are you sure you want to continue?".

      • Click Proceed at your own risk to confirm. A notification, "Enrolment recalculation has started successfully," will appear, and the modal will close.

      • Click Cancel to return to the modal and make adjustments without saving.

How to Edit an Existing Enrolment Definition

1. On the Enrolment Definitions grid, locate the definition you wish to edit.

2. Click the Edit button for that row.

3. The Edit group enrollent definition modal will open, pre-filled with the definition's current settings.

4. Make the necessary changes to the main Definition Settings.

5. Scroll to the Enrolment rules section to manage the rules for this definition.

6. Click Save at the bottom of the modal and follow the confirmation steps (see step 11 above).

How to Add, Edit, or Delete Enrolment Rules (Inside the Definition)

You manage an definition's rules from within the Add/Edit Enrolment Definition modal.

• To Add a New Rule:

  1. In the Enrolment rules section, click the Add another rule button.

  2. A new, blank rule is added to the rules grid.

  3. Click Edit rule on the new row to open the rule form.

• To Edit an Existing Rule:

  1. In the Enrolment rules grid, find the rule you want to change.

  2. Click Edit rule on that row.

  3. This opens the Enrolment Rule Settings form.

  4. Select a Contract payment plan.

  5. Choose an Additional charge policy.

  6. If you select Payment per class, select a Payment method and enter a Base gross payment amount per class.

  7. Configure other settings like Available semesters or Allow member to book a trial lesson as needed.

  8. Click Save (or 'Back') on the rule form to return to the main definition modal.

• To Delete a Rule:

  1. In the Enrolment rules grid, find the rule you want to remove.

  2. Click the Delete rule (trash icon) button for that row.

  3. The rule is marked for deletion and will be removed when the main definition is saved.

How to Configure a Pricing Schedule (for a "Payment per Class" Rule)

If a rule is set to Payment per class, you can set future price changes.

1. While editing the rule, enter a Base gross payment amount per class.

2. Toggle the Show Schedule switch to ON. This setting is disabled until a base amount is entered.

3. The Pricing Schedule section will appear. It will show one entry for the Base price, which is not editable.

4. Click the Add new button to add a future-dated price change.

5. A new row appears. Select an Effective From date and enter the new Gross amount.

6. You can add multiple price changes. To remove one, click the Remove button (trash icon).

How to Activate, Deactivate, or Delete a Definition

These actions are performed from the main Enrolment Definitions grid.

1. On the grid, locate the definition you wish to manage.

2. Click the actions menu (dropdown button) on the far right of the definition's row.

3. Select one of the following options:

   • Activate: (Available if the definition is inactive). Enables the rule. A "Successfully activated definition" notification will appear.

   • Deactivate: (Available if the definition is active). Disables the rule. A "Successfully deactivated definition" notification will appear.

   • Delete: Permanently removes the definition. A "Successfully deleted definition" notification will appear.

Hints

• Multiple Rules Logic: A definition can have multiple enrolment rules. A member only needs to meet the requirements of one of the rules to be eligible for enrolment.

• System Responses: After any successful action (Save, Activate, Deactivate, Delete), a green success notification will appear, and the grid will automatically refresh.

• Error Handling (Recalculation Warning): The "WARNING!" pop-up is critical. If you save a change to a definition or its rules, the system must check all members associated with that definition. Clicking Proceed at your own risk confirms you understand this may trigger new charges or changes for those members and starts a background recalculation process.

• Consequences:

  • Deleting a definition is permanent and cannot be undone.

  • Deactivating a definition will immediately prevent it from being applied to new enrolments, but it does not remove it from members who are already enrolled via that rule.

• Resetting Fields:

  • When changing the Additional charge radio button (e.g., from "Payment per class" to "No additional charge"), the Base gross payment amount and any Pricing Schedule items will be reset to null.

  • When changing the Payment method (e.g., to Paid in arrears), the Fixed number of classes field will be reset.

• Price Schedule: If you make a mistake completing the new price schedule, you can delete the new 'schedule' by selecting the x next to the new price, and re-enter the correct amount.

Use Case Examples

1. Goal: Add a new definition for a "Yoga-Only" membership.

   • Settings: Click Add new definition.

     • Name: Yoga-Only Access

     • For groups of class category: Yoga - Level 1, Yoga - Level 2

   • Rule Settings:

     • Contract payment plan: Yoga-Only Monthly Membership

     • Additional charge: No additional charge

   • Action: Click Save.

2. Goal: Deactivate the "Winter Promo" definition after the season ends.

   • Action: Find the Winter Promo definition in the grid. Click the actions menu and select Deactivate.

3. Goal: Configure a "Pay per Class" rule for non-members.

   • Settings: Edit an existing definition or create a new one.

   • Rule Settings:

     • Contract payment plan: Guest Access Pass (or similar).

     • Additional charge: Select Payment per class.

     • Payment method: Select Paid on booking date.

     • Base gross payment amount per class: Enter 20.00.

   • Action: Click Save on the rule, then Save on the definition.

4. Goal: Configure a "Paid in Advance" rule for a 10-class pack.

   • Settings: Edit or create a definition.

   • Rule Settings:

     • Contract payment plan: 10-Class Pack.

     • Additional charge: Select Payment per class.

     • Payment method: Select Paid in advance.

     • Base gross payment amount per class: Enter 15.00 (the full price of each class).

     • Fixed number of classes: Enter 10.

   • Action: Click Save on the rule, then Save on the definition.

5. Goal: Add a summer price increase to a "Pay per Class" rule.

   • Settings: Edit the "Pay per Class" rule.

   • Rule Settings:

     • Ensure Base gross payment amount per class is set (e.g., 20.00).

     • Toggle the Show Schedule switch to ON.

     • In the Pricing Schedule section, click Add new.

     • Set Effective From to 01/06/2026 and Gross amount to 25.00.

   • Action: Click Save on the rule, then Save on the definition.

6. Goal: Add a "Trial Lesson" option to an existing definition.

   • Settings: Edit the definition and then edit its primary Enrolment Rule.

   • Rule Settings: Check the box Allow member to book a trial lesson.

   • Action: Click Save on the rule, then Save on the definition.

7. Goal: Add a "Members Only" free rule and a "Guest" paid rule to the same definition.

   • Settings: Edit the Standard Access definition.

   • Rule 1 (Existing):

     • Contract payment plan: All-Access Membership

     • Additional charge: No additional charge.

   • Rule 2 (New):

     • Click Add another rule.

     • Contract payment plan: Guest Pass.

     • Additional charge: Payment per class.

     • Base gross payment amount per class: 25.00.

   • Action: Click Save on the definition. (Now, members with an All-Access contract pay nothing, while guests pay $25, both under the same definition).

8. Goal: Configure a "Make-up Token" refund policy for a kids' class.

   • Settings: Create a new definition named Kids Gymnastics.

   • Definition Settings:

     • Refund policy when booking off the class: Select Give a makeup product.

     • Makeup product to return: Select the Kids Class Make-up Token product from the dropdown.

     • Check the box for Makeup products expiration on enrolment's end date.

   • Action: Click Save.

9. Goal: Create a "No Refunds" policy for a high-demand, single-day workshop.

   • Settings: Create a new definition named Pro Workshop - Non-Refundable.

   • Definition Settings:

     • Refund policy when booking off the class: Select No refunds.

   • Rule Settings:

     • Additional charge: Select Payment per class.

     • Payment method: Select Paid on booking date.

     • Base gross payment amount per class: Enter 250.00.

   • Action: Click Save.

10. Goal: Limit members to only two refunds per month for the "Standard" definition.

    • Settings: Find and Edit the Standard Access definition.

    • Definition Settings:

      • Number of returns...: Select Refunds per X months.

      • No. of returns: Enter 2.

      • Per period: Enter 1.

    • Action: Click Save and confirm the recalculation warning.

11. Goal: Set up a "Beginner Swim" definition that only allows members to transfer up to a higher level.

    • Settings: Create a new definition named Beginner Swim Program.

    • Definition Settings:

      • Check the box for Transfer only to a group of a higher activity level.

    • Action: Configure the rest of the rule (payment plan, etc.) and click Save.

12. Goal: Create a "New Year Promo" definition where members can only transfer to a different group once.

    • Settings: Create a new definition named New Year Promo 2026.

    • Definition Settings:

      • Transfer Limit: Enter 1.

    • Action: Click Save.

13. Goal: Create a definition that is only available at the Downtown and Uptown clubs.

    • Settings: Create a new definition named Metro Area Access.

    • Definition Settings:

      • Availability in clubs: Uncheck the Available for all clubs box.

      • Clubs: Select Downtown and Uptown from the list.

    • Action: Click Save.

14. Goal: Launch an "Online-Only" enrolment promo, hiding it from staff at the POS.

    • Settings: Create a new definition named CP-Only Spring Promo.

    • Definition Settings:

      • Availability in applications: Select only Client Portal (or the equivalent application name for members).

    • Action: Click Save.

15. Goal: Configure a course so that a member's enrolment always starts on the date of the first class, not the day they sign up.

    • Settings: Create a new definition named Kids Summer Camp.

    • Definition Settings:

      • Enrolment start date behaviour: Select Date of first class.

    • Action: Click Save.

16. Goal: Add a new rule to an existing definition that is valid only for the "Fall 2026" semester.

    • Settings: Find and Edit the University Student definition.

    • Rule Settings:

      • In the Enrolment rules section, click Add another rule.

      • Contract payment plan: Select Fall Semester Pass 2026.

      • Available semesters: Select Fall 2026.

    • Action: Click Save on the rule, then Save on the definition.

17. Goal: Set up a "Corporate Wellness" rule where members are charged per class, but the fee is billed later.

    • Settings: Create a new definition named Corporate Wellness (Arrears).

    • Rule Settings:

      • Contract payment plan: Select Corporate Partner Plan.

      • Additional charge: Select Payment per class.

      • Payment method: Select Paid in arrears.

      • Base gross payment amount per class: Enter 15.00.

    • Action: Click Save.