Introduction
This guide will take you through the features of modify enrollment within the course timetable.
Modify enrollment allows you do the following
- Change start date (only for future dated contracts).
- Cancel contract.
- Change end date of contract.
- Add discounts.
Before you start
You must have access to the course module, please contract sales for more information.
Instruction
To modify a club member enrollment, go to the club members class in PGM->Classes->Timetable.
Select the additional options next to the club member name and press Modify enrollment.
A new screen will appear with a variety of options, this guide will take you through what you can modify within the enrollment.
New Start Date
To modify the start date of an enrollment, enter in the new start date. This will bring up some additional options on how to process the refund/return for the classes.
This will only work on future dated enrollments.
Standard Refund - Will use the refund rule set in the enrollment rule.
Custom Refund - Will allow you to select which refund type the club member will receive.
- Return money if paid – This will delete the transaction from the contract as the class booking is directly linked to the transaction. If the club member has paid for this class, then this will apply to a future transaction. If club member has not paid, then they do not owe anything. Note: This will not refund the money back to the club member.
- Make up product – This will keep the contract transaction on the contract, however, add a POS transaction of a product to be used on another class. This is booked as an individual class.
- No return – This will leave the contract transaction on the contract.
Press Submit to change the start date.
New End Date
To end the enrollment of a club member, enter in the date of the last date of the contract/enrollment.
This can be used to change the date of a contract with an end date by changing the date.
This can also be used for rolling back a previously cancelled contract by deleting the date here.
Additional options will be displayed after entering an end date.
Cancel reason - Add in a cancel reason to why the club member is cancelling the contract. This is maintained in PGM->Settings->Contract cancel reasons.
Current classes - This number is based on how many classes are generated into the future. For ongoing courses this number will be the same based on how many months ahead classes are generated.
Classes to be cancelled - This will calculate how many classes in the future will be cancelled. This is based on the number of classes after the end date chosen.
Classes after change - This will calculate how many classes are remaining in the contract. This will automatically calculate based on the end date chosen.
Refund settings - You must pick what type of refund/return rule to use.
Standard refund - This will use the same refund rule set in the enrollment rule. More information about the enrollment rule can be found here.
Custom refund - This will allow you to choose the refund rule when cancelling the contract.
- Money or product – This will delete the transactions from the contract as the class booking is directly linked to the transaction. This will delete any transactions for booking after the end date set in modify enrollment. If the club member has paid for this class, then this will apply to a future transaction. If club member has not paid, then they do not owe anything. Note: This will not refund the money back to the club member.
- Make up product – This will keep the contract transaction on the contract, however, add a POS transaction of a product to be used on another class. Do not use this setting when cancelling contracts.
- No return – This will leave the contract transaction on the contract. Not recommended to use unless you are using a term based contract and do not offer any credits.
Press Submit to continue.
Discounts
There are two types of discounts that can be used within the course module.
- Payment plan discount - This will discount any pricing (membership fee, joining fee, admin fee) which is set on the payment plan, this is known as Cost per interval.
- Payment per class discounts - This will discount any pricing which is set on the enrollment rule, this is known as Cost per class.
Payment plan discounts
Payment plan discounts will discount any costs associated with the payment plan.
These discounts are set up in PGM->Sale->Contract discounts. More information can be found here.
Please be careful when using discounts where the member has been enrolled into the group for a period of time. Discounts such as "Lower by amount", "Lower by percentage" and "Set at fixed value" will discount the whole contract including past transactions. Please use interval related contract discounts to modify the price as you can set when the discount starts.
To add a discount press +Add new to the right of Payment plan discounts.
Select the contract discount from the drop down box.
Selected contract discounts will allow you to choose months/interval ranges. This will be displayed here after selecting the contract discount.
The number next to the date is the payment interval number. More information about this particular contract discount is located here.
Payment per class discounts
This will discount any pricing which is set on the enrollment rule. If you are using a cost per interval model, you will not be able to use this discount model.
Payment per class discounts are set up within PGM->Classes->Enrollment rules. More information can be found here.
To add a new discount to the enrollment, press +Add new to the right of Payment per class discounts.
Select the discount you wish to use using the drop down menu.
This will now bring up options to have a date range (optional)
Press Submit to finish modifying enrollment.