Transcription
Fantastic. I will start the recording and um, we'll get started. So, what you're seeing on my screen um right now, I'll just make it a little bit bigger. Um, what we're going to work on together is implementing your online enrollment module in Axiom. And we do this implementation once and it includes reenrollment for returning families as well as new enrollment for um newly incoming families. And so oftentimes schools um manage those two processes separately and also at separate times uh of the year. And so it could be um, I think I saw Eric, you had sent me a note that there there's kind of sort of not really a formalized reenrollment process um currently and that it does not happen at the same time as new enrollment. And so that's fine. Um, but we're going to we're going to operate this project as though you're doing both. And >> sorry, if I may just >> Ke, I'm gonna um coach you on setting up both contexts. So, new enrollment context, reenrollment context. Um, and then it and then it'll be up to you guys, you know, to launch according to your your timeline. All right, let's get just a little bit of vocabulary here. Just >> listen, real quick question. Sorry, this this is Nick. This is Nick and Bonnie. >> Hi. I, you know, just to sort of u tie what you were saying, I think we would like to move to a more formalized reenrollment process. Um, and so just because we have we've sort of been a little bit loose about it in the past, I think we'd like to make it more formal and have sort of it'll just help us better.
>> Yeah. No, that's great. I mean, you know, willingness is the key. Um, and we'll figure out how formal you need to make it uh or how informal it can continue to be. Um, one of one of the things that I will note is that um, when you implement this module, uh, it is necessary, it is necessary this first year that everyone goes through the process to sign an online contract so that our system has that contract to reference in future years. Even if you decide that you're going to kind of continue down this informal path or what some of our schools will call evergreen contracts where, you know, families kind of commit to the contract once when they're coming in and then it's just assumed that unless they say otherwise, they're going to keep re-upping. Um, which is fine. A lot of our schools have that sort of evergreen workflow. But in this year that you're implementing, everyone must go through the process and sign an online contract. It's just how the system works. All right. Okay. Cool.
So, uh, vocabulary lesson. I love these. Carol knows I was all about vocab when we started, uh, implementing admission. So, in the real world, in what you guys do every day in your offices, you have a um intricately woven process between admission and enrollment. And um, it you kind of are always crossing those lines all the time. You have incoming families, you have people enrolling, you have, you know, maybe a withdrawal and then you go to your waitlist and you have somebody else enroll and so on and so on. In our system, Axiom, the two modules, admission and enrollment, are very much separate modules, and there's very much a hard line between them. And so, just to make sure that everyone's clear on what we're going to be setting up here, admission is the process from a new inquiry through the steps in your admission process in order for you to make an admission decision. Meaning, do you accept the candidate? Do you wait pool the candidate? Or do you decline the candidate? And the very next moment in time is a decision that belongs to the family and that is an enrollment decision. Okay. So, if they learn that their admission decision is to accept their candidate and they choose to enroll, that's enrollment module. If they choose to decline your offer of admission, thanks but no thanks, we may other plans or what have you, then they never embark, you know, down the enrollment pathway. Okay? So, what we're not talking about here is how new families get to the point of enrollment. We talked about all that during admission. What we're talking about now is from the moment you accept a candidate, all the steps that they need to take to then be considered enrolled and what will happen to their um person role on the on the um mechanical side of things. They're going to move from applicant with a decision of accepted. Uh, they're going to move through the enrollment process and they're going to have a person role of future student. All right? So they they don't even become students by enrolling. They become future students. And then once um the first day of that school year that they're um, you know, year applying for um, once that first day comes to pass, that's when they're a student, right? And their and the parent will also follow that same pathway. So the parent of applicant who gets accepted and then they enroll is going to be a parent of a future student. And then when school starts, that person will become a parent.
>> And can you set the um enrollment date to a different date for different families, particularly at the like at the sort of preschool level? They don't all join the same day. So, can you keep them as future student until say October, November, December for their first day of school or do they automatically become an active student on the first day of the school year?
>> Yeah, great question. Um, they actually the the process converts all future students to student even though they might have different entry dates. And so the entry date value itself um can reflect the truth of life, right? Like if if you know somebody is a late uh late accept or they get accepted off a waitlist, you know, a little later or whatever, their actual entry date can be the date that they actually entered school. And it should be, right? You should try to reflect the truth as much as you can. But the procedure and and there's a couple of different ways. It just kind of depends on where you're at with your timing of all your implementations. But when you run the close school year operation to to put aside your previous academic year and then you run the procedure to start school year for for many schools that procedure actually happens on July 1st, right? At the end of the fiscal year. We we run start school year July 1, even though the actual term doesn't start until August. Um, that procedure of start school year is going to take all your future students and turn them into students and any of your um kiddos who aged out with the closure of the previous academic year are going to uh turn into alums. So the role of the person and the truth of their actual attendance date um are separate records and so you can keep track of exactly when somebody starts.
>> Thank you.
>> Yeah, you're welcome. Great question. Um, okay, so all that to say that's how your new families, right? That's how new enrollment is going to operate. Now, returning kiddos, they're going to have a very similar process except that the messaging for them is not going to be congratulations, you know, you've been accepted. Here's how we run our contract. It's going to be here we go again, right? You're we're back for another um school year coming up. Here's what it costs uh to come to school for that next year. Um, here's the choices of the payment plans that you have. Here's optional extras, you know, if you want to opt into the lunch bunch or, you know, whatever it's going to be. And then you sign a new contract uh for that upcoming year or you indicate that you're not coming back, right? We're, you know, we made other plans for next year. We're going to withdraw at the end of the year or whatever. All right.
So, what you're looking at on my screen is actually your enrollment platform, right? So, the other side of this is going to be online reenrollment. So, the formatting, all your um the configuration that you're in charge of, right? Um uh all the text that you can change, um the order of the way that these sections display, everything that's in your control, you have in both contexts. So, you can make your messaging specific for your new families in the online enrollment context and then a separate set of messages for your returning families in the online reenrollment context. And so, I just want to run us through this so that you can see what we're driving toward. Um, and then we're going to spend, you know, the next couple of weeks uh together tweaking this and making sure that it um looks the way you want it and that the tests are successful and then you'll be ready to launch. And my understanding is that we are um together now be in October almost November because you want to be ready to rock and roll just after the new year. Is that accurate to say?
>> Yep.
>> Yes.
>> Well, great. Let's get on it. Okay. So,
>> uh again, this is online enrollment. So, we're talking about new families. Um, I threw your logo up at the top here for you. That doesn't have to be there if you don't want it to be. Um, but I think it looks kind of cool. We will um update this header into your color, the hex color, uh that you gave to me. So, thank you for giving me that. You are in control of each one of these sections on this homepage. You can control what the header says, and you can control all of the text within each one of these sections. So, as you're reading this, um, you guys, you know, this is homework that you can start right now today thinking about how you want these messages to go. And I'm going to show you um where you can configure this. Okay. So, we have a little welcome. And then you see this sort of yellowish um stripe here. Um, this connects to what we call a decline offer form. And so back when we were configuring your admission portal, one of the options that we had uh in the admission portal is if you display the decision letter that tells the family that the kid is accepted, you could get a hard yes or no right there in the admission portal where they would um tell you right then and there if they were going to decline your offer. But a lot of schools um feel like their families aren't prepared to decline the offer until they at least get a look at the contract, right? How much does it cost and what are the terms and conditions, right? What what are we bound by uh if if we uh come to your school? So, this decline form is a way that the family can decline your offer of admission after you have moved them from the admission portal over to this online enrollment um platform. And so on this form, this first little sort of checkbox here at the top is the only mechanical operation that's necessary here. So, if somebody marks this little box, I decline to enroll, that's going to create a checklist item called decline offer. And that's the end, right? We have no further expectation from this family because they declined the offer. The other things that you see here are optional. You don't have to um have these on this form if you decide to use this form. And I know it's kind of a little bit hard to see through my screen share, I feel like, but these this text entry box here that says reason for declining and then this school chosen um drop-down menu, these are a pair. So they if if you display one or the other, they they have to both be displayed. So your choice is, do you want to capture the name of a school that they chose if they are declining your offer? Right? Some schools want to populate that list and have people tell them what other school they're going to. Other schools say, "We could never create that list because they might be going anywhere on the planet." Um, so if you don't want to show school chosen, we will hide both of these and instead you can just have a text entry box that maybe says, you know, reason for declining or additional info or, you know, anything that you want it to say. This is for the family. The whole family. So, what happens if it is I mean, we do have it's per child.
>> It's kids specific. Yep. Kidcentric. Yep.
>> All right. So, you if you have thoughts on this immediately, let me know. If you want to ponder it and chew it over, that's fine. And then just ping me in the case that we have open and Eric knows how to um, you know, manage the case and get to it. and then just tell me what you want to see here and I'll make that happen. Um, if you decide that you do want to capture the school chosen, then I have saved a query for you of your school organizations that are currently in your database. There's 44 of them. Um, so if there's more schools that you want to put into your system, you'll need to import them using the organization import. Um, but if you decide that you do want to pull from this list and and populate that dropdown, then what you're going to do, uh, let's just go to Genesis Academy because that sounds kind of cool. I'm going to open up this organization record and on the organization record in Axiom, maybe. Yeah. Um, there is a profile code tab on the record of this organization. And what you're going to do is attach it to this profile code called online enrollment decline school. And that is what will put this school onto that dropdown list so that people can um choose it. Again, if you decide that you want to show that list and if you don't, that's okay, too. I like that information, but that's just me.
>> Let's let's talk about it offline.
>> Okay. So, it's it sounds like that's a possibly a thumbs up. Um, and so if you do, you've got that organization query, you can populate that list. And then if you want to change either of these um text entry box labels, just tell me what you want it to say and I can uh make that change for you. Okay.
>> And is there a way if you have in the dropdown if we go forward with the school chosen that we could list, you know, someone says I prefer not to tell you, you know, we don't want to like I think information is generally something that we would find helpful, but we also don't want it to be a little bit sort of oppressive, you have to tell us what where you're going.
>> Yeah. So, none of these um boxes is actually a required box. And so, they could or couldn't as as desired. Uh, right. And and they could actually skip um the entirety of the decline offer and then just tell you, right? Hey, thanks, but we're not coming. Okay. And then if you can get the information, great. You could go add it to the kids record yourselves. And if you never get that information, well, there you go, right? But it's just a way to kind of put it there. Now, I do have schools that say, "Great, love the idea, but maybe let's not put it at the very top, like, 'Welcome, congratulations. Do you want to decline our offer?'" Um, and so we can move these sections around. And that is something that you could absolutely put at the bottom, uh, or, you know, anywhere that you want to. Okay. All righty. Cool.
Um, the next section that you see here is the um, review your family information. Again, you're in control of these words. You're in control of um, whatever the text says here, but the system link or the connection here um, takes the family to what we call the HPU or the household profile update form. And this is something that you can insert as a requirement during online enrollment or online reenrollment um as a contract prerequisite. Right? So you can force families to come take a look at this before they're able to open up the contract and sign it. Okay? So that the one time during the year that you have a captive audience. Even though you can put your HPU in your parent portal and make it accessible all year long, this is the only time when you can actually capture them. So let's say that we do that, right? We we want people coming to this form during enrollment. Great. It could be the case that nothing needs updating, right? You have all of their information. Perfect. Great. What they must do is come to the bottom and mark this box that they've confirmed everything. Then when they return over back to the homepage, that action is going to mark that checklist item complete. Okay?
>> But most of that privacy policy that was in the bottom right corner of the review family information, is that something that we also upload? You see the very bottom bottom right?
>> Yeah. I have never clicked on that link.
>> It's the Veraracross privacy policy versus the Windsor privacy policy.
>> Sweet. Um, your privacy policy though um can absolutely be part of your admission process. Um, the data consent policy is a section that is available on your inquiry form if you want to throw that on there. No, I've actually never even my eyes never even went there. So, thank you for that, Carol.
>> To keep Hurricane Melissa happy.
>> Any anything to get me away from the Bahamas.
>> I'm just out there churning and churning. Okay. All right. Cool. So, next I want to scroll down just a little bit further because I want to draw your attention to the fact that we have this um preview contract. Right. This is um just literally just a preview. So you can't uh uh sign your contract when it's in preview mode, right? So if we say your household profile is a contract prerequisite and then also maybe your school policies is also a prerequisite. So we can click here to update our school policies. And these are just um samples that I threw in here for you just so you could see what it looks like. You're in control of all of your policies. Um, this header at the top here is called a policy category and you can have as many or few as you wish and you can control what those words are. Then this would be the description of the policy. This would be the policy itself or the the text uh within that policy. These would be policy responses with all
>> Can we go ahead? Sorry.
>> No, no, go ahead.
>> And we configure those um because we have different policies and release forms and things like that, agreements depending upon the child's age.
>> Yep.
>> So they would automatically show up depending upon what grade they were entering.
>> Absolutely. Policies can be filtered by dozens of things, not just grade level, but profile codes, student groups, uh relationships to alums, relationships to staff and faculty, resident parent, non-resident parent, blah blah blah blah blah, right? Um, and we will we'll have a whole topic on policies, but this is just to kind of show you. But you can also control your responses, right? So it could be that you have let's say a technology um agreement or or a um handbook or something where you put the link to the actual thing, right, the PDF and then the only thing they're allowed to say is I have received and I have read the thing or whatever. So these are policy responses and you're in complete control of those as well. The one thing that we cannot change is policies are single select responses. So there's no such thing as something like um tell us which days of the week your kid is going to be coming to school and they can pick um Tuesday and Thursday and Friday or whatever. We cannot do that. It's a single select. So, if you had something like that where you wanted them to select a program um days of the week or what have you, your response groups would have to have every permutation of what the choices were so that they could pick the one that's applicable. So, they're always going to be radio buttons. They're always going to be single select. Um, notes box is optional. Uh, you can require notes for certain things. Um, like I have a lot of schools that will do an allergy policy and they'll say um, you know, the the response is um, we understand uh that we need to keep you informed about the allergies or whatever and then the required notes box is tell us what the allergies are or something like that. Right? The other thing I want to point out here is that your policies can be kid centric or family centric. So you can ask a policy just one time for the whole family and then individual things per kid.
>> And so if you asked it for the whole family and they're enrolling reenrolling sibling, does it automatically bring the data over?
>> Great question. And I do not think so. Um, but I would want to test that. But that's a great question. Um, it will certainly hit everybody within that context. And I think I think as long as you put the same policy inside of your enrollment context that you put inside of your reenrollment context, then the answer would be yes because they'd be answering the same policy. And so when you go to query the result and say show me all my policy responses from this policy, it will capture the responses that came in from both contexts. So I think the answer to that is yes. Okay. All right. So, once we go through and we um respond, we we answer those policies, then we click return um back to online enrollment. And now that action completes that checklist item. And now the contract is open. All right. And the reason why that just occurred is because you have in your control what we call an enrollment checklist. It's a master checklist. Very similar to um how we had a checklist over on the admiss side. And as you can see, we've got our household profile update and our enrollments, agreements, and policies marked as contract prere pre-requisites. Cannot speak today. Um, so they're required in both contexts and then they're prerequisites. And so that's the reason why this contract is now open because I've completed both of those prerequisites. Okay, keeping going. Hello to everyone else who joined us. Have you ever had schools make their deposit prerequisite to opening the contract?
>> No, because we can't because the deposit comes after the signed contract. Um, but it absolutely can be a requirement. It just can't be a prerequisite because the um the way that the system's going to function and and you'll see it here in operation in just a second is that the um amounts get locked in for the kid uh when the signature gets applied. So the the calculation of what their deposit is due only happens after that contract um gets signed. Okay. Okay.
>> You guys have purchased our financial aid module and so we will have a whole topic on FA as well. But I just wanted to throw something in here um for you to take a look at which is you can um display or not uh whether or not they've requested financial aid. Right? So again, this is within the context of new enrollment and I think you're asking maybe you're asking that question during admission. If not, you can ask that question here. And so we have um what we would call an intention form. Again, it's it's optional. You don't have to use the intention form in order to use our financial aid module, but and this form is not configured yet,
>> but in enrollment intention can be a way for you to ask um four different data points during enrollment. One are do you want to request financial aid? That's one thing that you can ask on this form. Second, you can ask um campus uh applying for and I can't remember. I don't think you guys have multiple campuses, right?
>> You do. Okay. So, they can if they're at one campus and they want to switch and go to the other, they can we can show that on this form.
>> Resident status, right? If they're day and they want to switch to boarding or they're boarding and they want to switch to day, we can show that on this form. And the last one is student group. So if I am a little kid and I'm in your Monday, Wednesday, Friday and I want to switch to Thursday, Tuesday, Thursday, uh we could show that on this form. So those are your options um to to show here and you just let me know in the case which ones that you want to show or not. Um, and then while we're here, I want to just give you this little um homework task, which is in the same way that the decline offer form is used for new enrollment, we can use a withdraw form for reenrollment and you can curate the list of withdraw reasons uh that the family can choose from if you want to show that during reenrollment. Okay. So, if you want them to indicate at the time of contract that they're not coming back for the next year, you can do that. Okay. All right.
>> Let me just go back. Okay. So, financial aid um is one item that can be shown on that intention form as well as campus resident status and student group. And you can either display their requested status or not display their requested status. And then lastly, this section also is going to be tied to the financial aid letter or what we call the text template for financial aid. And once you publish uh the financial aid letter, uh they would have a button over here on the right where they could click and go see the makeup of their package, right? You got this scholarship and that fund and this aid and blah blah blah, whatever it all is. Okay?
>> And that would include any stipulations attached to the financial aid. It's like
>> however you Yeah. However you format that text template. Yes. And there's a text insert as well as a complete override. So if your text template uh just really doesn't satisfy the need for a particular kid, you can override the whole thing just in one field and it will replace the letter for that one kid or in batch. Right? If you have half a dozen kids that need a different thing, you can use override.
>> Okay, thanks.
>> Yep, great question. All right, then. Oh, and it looks like I need to get in there and update our fictitious school with your school name. But you're going to you're in control of all of these um sections anyways. But this contract section um now that we've opened the contract by completing the prerequisites, we can click there and the contract itself can display the amounts table. Most schools display it. I have plenty of schools who don't display it, but this is being pulled from that worksheet that I asked you guys to complete for me. So each um grade specific amount is going to show up on each child's contract and we can operate these calculations in whatever way you want to. Right? So currently there's um a deposit just kind of hanging out here as a placeholder showing you that that can be deducted from the base tuition. Any um fees can be added to it and then displaying a uh total obligation. And then the next um piece of this contract is to select a payment plan. Um, you guys have a little bit of homework there to just um describe like you know, what is your standard plan, what is you know, one-time plan, what have you. Um, and then they would continue.
>> Melissa, can I just ask you the says signature music program $5,000?
>> Typically enrollment for something like that wouldn't happen at the time of enrolling into the school. Um, so you know, we want enrollment at the school happening in January, February, even for next August. But those programs typ typically students families wouldn't enroll until they get back to school in August or sometimes it's even term by term. Can we can we actually carve that out and make that a separate enrollment that happens sort of in parallel or is it a one-time thing?
>> So your enrollment process is annual but that being said um configuring the amount it if it's not something that they're agreeing to on the contract that's fine. Um, you'll still need that amount over in student billing and then you can apply it to their invoice at whatever time they tell you that they want that thing. But your um enrollment is annual. It's it doesn't happen more than once.
>> Okay.
>> Okay. After they've um selected a payment plan and then opted into any optional things that you might have, then the enrollment agreement itself will populate. This is um very heavily populated with merge fields. And so even though you have a single contract in Axiom, it's unique per kid based on merge fields as well as potentially a contract text insert if there's something that you need to insert, you know, for one kid in particular, uh or whatever. And so this what you're seeing here is just our default text that we just give to you as a sample to show you that you can um that you can put merge fields in there. You can uh do boldfaced and italics. You can put a link to something uh if you need to do that. You can hyperlink an email uh and so on. Right? So this is just all default text. Eventually, your contract terms and conditions are going to go in here and you'll be in total control of that. And then the electronic signature is a separate section. Most legal teams like to see the the paragraph that says I or we the undersigned agree. They like to see that here inside of the signature section and not, you know, a bullet point way up above. So just at just consult with your legal team as you're um kind of formatting these things. Okay.
>> All right. One one more question. The um like liability waivers would that go in this section or would that be a separate document that then we cross-reference to them but the actual signature to sort of release liability comes here.
>> Yeah. So the that would be something that I would direct you to your legal team for. But mechanically I can tell you the only place we can collect a signature is here. Um, so this is the only legally binding um signature on the online enrollment contract. That being said, I do have schools that use policies for those kinds of things that you're describing. Um, and then make a bullet point expressly saying that your policies are part of this document, but that's completely for your legal team to figure out. Okay.
>> So, if we sign or when we sign, right, we're getting a time and date stamp of the parent or guardian or whoever it is with legal custody based on who is logged in to the session. So, if you have more than one parent coming through the enrollment process, whichever parent arrives first is the one that will make your selections for the uh their selections for the kid. And then the second parent will only have a signature line. They will not be able to make their own payment plan selection or anything like that. So you just want to be kind of keeping in mind as we go through this process together. Our goal is to build this for the many and then you will go manage your few. Right? We all know who the handful of families are that cause trouble. It's fine. You'll be able to manage them. But let's keep this as um broad as possible and make it simple so that the vast majority of families can make it through, you know, without even blinking.
>> Okie dokie. Submit the signature and then what you're going to see on the homepage or what they're going to see on the homepage is that enrollment is still incomplete even though they've signed the contract. Referencing back to our checklist. That's because we have another requirement here which is the deposit. Right? So, so far they've um completed the required HPU, the required policies, both of which needed to be complete before they could open the contract. Then they sign the contract, but then they still have another required checklist item. Now, in the case that a subset of folks do not owe a deposit, right? Maybe staff and faculty doesn't pay a deposit or maybe a certain group of reenrolling kiddos don't have a deposit to pay or whatever the situation might be. The system can recognize that and wave the requiredness if the deposit amount is zero. Right? If there's no deposit to pay, then it's not required for you. You're fine. Um, and then they will they will be complete. All right. Um, this little um text here. Again, you're in control of the text, but we just give this to you to show you that it can be a little anchor, which means if they click on that little word deposit, it will escort them to the bottom of the page where that deposit lives. You can see this little unpaid which will become paid once they pay it. The um family. Now, this what was originally a blue button, preview the contract, became a green button, open the contract, is now a purple button, download your contract. Okay? And then they would come through and pay whatever fees are due at the time of enrollment. And it doesn't have to be a deposit. Um, a lot of schools have a a new family fee that gets charged, you know, to child number one when they're first enrolling and then never again. Um, maybe there's um, I don't know, graduation fee for um, seniors that has to be paid at the time of contract signing. Maybe there's a laptop fee, you know, whatever, whatever it is, right? But it's going to total that up so that the family can um just check out one time with a line item for everything that's due uh at the at the time. All right. Does that make sense?
>> No, Melissa, we are not we cannot do VC pay.
>> Really?
>> Well, that stinks.
>> Can't do what?
>> VC pay. So, we can't People can't pay online.
>> That's okay. Do you but you you have your own do you have your own link to like a banking thingamajig?
>> Not accept credit cards. No.
>> Okay. Well then you'll have to give we'll have to set up a payment method either um maybe wire transfer or other or check or you know, however we want to call it and we can put whatever options that we want to. Um, and then because they won't actually be transacting that via Axiom, then you all will just come and you'll have to, you know, once you validate that you actually have that payment in hand, you know, if they bring a bag of beans to the front desk after you've counted the beans, you're going to come and you're going to mark that checklist item complete um for that particular kid. and the completion of that final checklist item. Then when the family comes back to their enrollment homepage is going to validate for them now that that's all been taken care of um and paid and marked complete and so on that that they're all set. All right.
>> Possible once we once we check off that the deposit's been received that that it would generate some sort of confirmation email that the enrollment is complete.
>> So amazing. I was just about to say that next we are we're mind meld, which is great. Um, so during this process, right, so now now you've seen it from top to bottom, right? You saw everything from welcome all the way through the completion of the final checklist item. And throughout this process, there are possible two times when you can have emails going out to the family. Once is the moment the final signature is applied to the contract. And when I say final signature, it could be that there's only one and it could be that there's more than one. It just depends on what your signature requirement is and how many custodial adults are in the family that you're requiring a signature from. Right? The moment that that final signature gets applied, an email can go out which contains text saying your contract is complete, but you're not yet fully enrolled, right? Because there's still a remaining step which is your deposit has to be paid if if that's the case. Right? So contract complete is an email that can go automatically and it will go the moment that signature hits. Secondly and optionally, enrollment complete email can go and that would happen the when the final required checklist item is completed that 24-hour period. Right? So if if you let's say that you want your enrollment complete email to go out at 6:00 local time every day including weekends. Anyone who has completed their full enrollment checklist prior to 6:00 p.m. the last 24 hours is going to get that email and then it will process again the next day for anybody that completed it that the next day and so on. So, um, contract signature is immediate, enrollment complete is once a day. All right? And and you're not you don't have to use any emails. You could use both or you could use one or the other.
>> And I think that that's helpful. And just going back to the signature policy.
>> Yep.
>> Possible to set up the policy. Um, well, so here's a scenario like many families I think most likely we would be happy with one signature. There are some families where family's getting divorced, the parents are getting divorced. There's sort of some legal requirements that we have and we have to notify both parents separately and have signatures from both parents.
>> Yep. That sort of a feature that's that we can use for those families if we figure out how to code them.
>> Yep. You don't even have to code them. It's as simple as going to the signature requirement report and setting it for whoever it applies to. It's like really easy. Um, many many schools have th those scenarios, those exact scenarios. And and um schools also have third-party agents who are eligible to sign contracts on behalf of of candidates as well. So, you just need to be mindful of who it is that you need the signature from or signatures um and making sure that it's accurate and that it's set correctly. Um, one signature as a default and then we would override it where where applicable.
>> Actually, I would probably go the other way around and just set it to all for everybody because if there is only one parent that satisfies all
>> just fine. That make sense? Yep. All right. So, that is something um that that um you can set and and you can do this um update. You can set this to all in batch. If if you know if if you're pretty confident that's what you want to do, then just come to this report, come to your lightning bolt and do batch update records where the signature requirement is going to be set to all. Let it run and move on with your day. It'll run in the background and then you'll be all set to go. And then individually if you have somebody for whom you need to change that uh every kid individually has an enrollment record and on that enrollment detail record you can um operate their own signature requirement independently and this will just be applicable to the one kid.
>> All right. Um, while we're here on this kid, this is our um test kid that we inserted ages ago on the admission side. Um, thankfully, right, finally got accepted somewhere, enrolled, got in. Thank God. Now, um since we're here on this completed uh record, I just want to show you your ability to reset, right? Because you're going to be testing um and you're going to want to reset your tests. And so on the lightning bolt from the enrollment detail record, you can reset your um uh test data. So for example, the selection of the payment plan, um opting into, you know, an optional extra of some kind, um policy responses, etc. Right? That that resets all of that. And then the second one is resetting the contract. That removes the signature uh off of the contract. And so that's going to take us back to I don't know if you can see this in my screen share, but this kind of pale one out of four eligible, right? There's four steps in the online enrollment process. One out of four is you haven't done anything yet. You're you've been it uh we've opened up your portal. It's been launched to you, but you haven't done anything yet. Two out of four is when your contract is open, meaning you've completed your prerequisites. Three out of four, you've signed your contract, but you haven't paid any applicable deposits yet. And then four out of four complete would be after that deposit got paid. Or if it was waved for somebody and there wasn't any deposit due, then four out of four would occur as soon as that contract got signed. So that all is kind of um dependent on your checklist. And so I just we'll work through all this in detail as we continue to meet. But I just want you to be aware that you can um control these things. And since you are using our financial aid module or you're going to be using our financial aid module, you might want to um require these FA uh checklist items as well. And again, we'll we'll talk more about that when we dive into FA a little bit. Okay. But you have you have a little bit of extra here um that you can configure if you want to. I want to just run you through these um first let me uncheck our HPU and our policies and check our top wh sorry, let's just do it one at a time.
>> All right, these at the top here, you're going to notice that those are system level enrollment checklist items. And so I just want to kind of talk you through what's happening here. We looked at the decline offer form at the beginning of our call. And if the user checks that little box, I decline to enroll. Even if they don't fill out the school chosen or they don't put anything in the text entry box or what have you, if they mark that checklist or the little box, that's going to mark their checklist item called decline offer. And so when you say, you know, show me all of my accepted candidates and then subtotal it by their um enrollment status, your decline offers will, you know, be a group. So you can count your yield and your declines and all that fun stuff. All right, the next three, uh, yep, the next three, uh, likely to reenroll, not likely to reenroll, and then not reenrolling. Not reenrolling is what gets marked if you choose to use the withdraw form. And the user marks the box withdrawing. All right, we are withdrawing from your school. Whether they tell you why they're withdrawing or not, um, that's the checklist item that will get marked. Likely and not likely are automation based on the time space continuum. And I I'd have to look up what the actual dates are, but I think likely to reenroll is something like 90 days. So, if you launch your reenrollment platform and the family opens it up, opens up their homepage and they let's say that they go to the household profile update, but then they don't do anything else, they're going to fall into likely to reenroll because they took action. They just didn't take all of the action, right? And I think it's like 90 days. Um, and then if they never do another thing, a year goes by, they're going to go into not likely to reenroll and then they're just going to fall into not reenrolling once you close out that school year because they never did anything. So, they sat there in not likely to reenroll and then you closed it out and sure enough, they were not reenrolling. Okay, so these are just helpful for you to um segment your pool and figure out who's doing what. All right, the last one, reenrollment on hold. I want to just show you that one real quickly. So, I'm going to come back to our test kit and I'm going to just refresh my homepage now that we're back to one out of four eligible, right? We have incomplete all the way down here, top to bottom, and we're back to the preview on the contract. Every enrollment detail record has a hold notes box uh for text. And so if you need to put a contract on hold for some reason, like I don't know, please call the business office, right? You could put that note into that text box and then you can come to that checklist and mark reenrollment on hold. Right? You would mark that checklist item complete. Their reenrollment is on hold. Okay? So two two components to that action. And then if you did that, they would not have a button at all. Neither a preview, nor an open, nor a download, nor anything. This is just a gray box that says, you know, call us. If you don't put anything in the box, but you still mark the um checklist
item as on hold, that's fine, too. Just going to remove the text in our hold notes box for this kid. I have to >> it will still hold the enrollment but it will just be default text, kind of harsh enrollment on hold. So just know that you can kind of soften the blow there by putting some hold notes in those fields. Those hold notes fields can be brought into a query so that you can do it in batch and just paste it in, you know, for whoever you need it for.
So theoretically, if someone hasn't paid like their tuition for this year, we could, we could manually put them on hold, force them to take >> You got it. You got it. Yep. If they haven't returned their laptop or their sports jersey or whatever, whatever the situation is, there's lots of use cases um for putting somebody on hold. Um, but yeah, 100% you can do what you just said. That would be a problem. >> All right.
And then back to preview. Okay, the last um item down here at the bottom, online reenrollment for current students. This section just has a button that will toggle the user over to the other context if they have kids in that other context, right? So, um for all their new enrolling kids, they have to come through this homepage and for all their reenrolling kids, they have to go through that homepage. And this is just a way to connect the two of them. I have a lot of schools that don't need that section at all because they do them at such different times. You know, three months passes and then they launch the other side. Um, so just know that that's there and you don't have to use it if you don't want to.
Okay. So, homework. Even on our kickoff call, I'm giving you homework. >> Thank you, Melissa. It wouldn't be you. The I mean, if I'm gonna be a hurricane in the Caribbean, I'm going to >> just go all out, Melissa. >> My gosh. Okay, so the first thing is on this worksheet um that I had you guys uh work on for me, which thank you. I appreciate. I asked you some questions and so if you could just come back through, take another look see and um just fill it in for me. So you I think you said something like um there's something that they opt into and then I said I don't know what what are they opting into? And if it is something that they're opting into, then give me that amount on tab 4 and just tell me that it's an optional thing that you want them to opt in or out of. If that's not applicable, then that's fine. And then I asked you some other questions here like you didn't you didn't tell me if you have a deposit. So, if you do, tell me what your deposit is. And if there's different ones, like it's 10% for everybody, but it's zero for staff and faculty, or it's, you know, whatever. It's 1,500, but then child number two, it's a,000, and child number three, it's 500, whatever it is. Just give me a row per configuration. And then I didn't know if you had any um staff remission, staff discount, um, you know, etc. You you told me about sibling discounts, but you didn't tell me about any any other kinds of discounts.
All right, so just take another look through. And basically, what this um tab number four is asking for is anything that you want to show up in the contract that is part of what they're agreeing to at the time of contract signing. Even if it gets invoiced later, but you want it to show up as something that they're agreeing to, then I need it on that amounts tab. So, we can throw it in here. Okay. Okay. Cool.
The next bit of homework is um I'm going to take you to your online enrollment homepage. This is where a ton of our configuration is going to live. So, I'm just going to whiz you around on this page here for a minute. So, online enrollment, if you go to your rocket ship, you want to see that homepage here under the registration column. Also, while you're here, make sure that you can all see the financial aid homepage as well, right? Because eventually we're going to be setting all of that up, too. But here on your online enrollment homepage um in this core configuration tile here on the left hand side, I have um pinned for us a shared workspace. And inside of that shared workspace, which you can get to just by clicking on that yellow stripe. And now you're looking at this shared workspace. I have given you a um contract preview query, which is kind of fun. You can just spot check everybody's contract in a little preview pane, which is kind of fun. Your enrollment record counts by grade and by status. So we want to make sure that your headcount looks right for 2627. Um this o amounts enhanced query. This is actually the place where I've started configuring all of those amounts that you gave me on that worksheet. Right. And so you're welcome to um click in here and and take a look at some of the different things and we'll keep you know tweaking this together as we go, but you'll find that uh there. And then I gave you um three other queries which are part of your homework if you decide you want to populate that school chosen list on the decline form. You have a query here to add the profile code. Uh if you want to do that. I have a query to update the financial aid requested flag. So if your current students, if you know who they are, who get financial aid, you're going to want to use this query to mark the little flag for uh FA requested if you know who they are. Um and then the last one is um I guess just a duplicate. So ignore that. Okay. Um cool. So that is your shared workspace. Whoops. Sorry, didn't mean to do that. That's your shared workspace.
Moving down the tile, you have two configuration links. One is for online enrollment and one is for online reenrollment, right? As discussed all this whole call, we've been talking about the two different contexts. So, if we click into this enrollment config, what you're going to see on the left side here is your home tab. Are all of those sections that we just looked at on Kid One Test Families homepage. So, here's where you're going to go to update all of that text uh that's that sits inside of those sections as well as your sort key. Right? So, we talked about maybe putting that decline offer at the bottom. Just adjust the sort key um you know, wherever you want it to go and then boom, that's going to be down at the bottom. So where that yellow stripey used to be up at the top here, now that yellow stripey is down below. All right. So you have complete control over that. The uh home sections are per context. So you have this same home tab on your online reenrollment config. The contract is shared between them. So, it doesn't matter which link you click on to go update the contract, it's going to be reflected in both contexts. So, when you put in your enrollment agreement and you put the blurb next to the signature, you only have to do that once and it will show up uh in both places.
Okay, there's a nifty little cheat sheet which I think is fun. On the general tab, you have these little edit links, these little thingamabobies. And if you click on the edit home, for example, here are all of your home sections with little edit link and it puts it like into a little word doc so you can make bullet points and italics and fun cool stuff. If you see that it that the section is locked, that means there's HTML in that section and you need to clear out the HTML if you want to use this editor. Otherwise, you can just click right into the section itself from the home um page, home tab. And this is why it's saying that, right? Because this is HTML. But you can just come in here and adjust your text uh if you don't want to clear that out. Okay.
So, homework is with both of those contexts, enrollment and reenrollment, start working on your homepage text sections and start working on your contract. um enrollment agreement. Okay, good. Okay, the enrollment checklist that we looked at before, that link is right here. And then payment plans, which I don't know if you noticed this when we were um looking at Kid 1's uh Whoops, we've logged out of there. Get back. Go back. When we were looking at Kid 1's um contract where it said double click here to describe the plan. I want to show you where you can double click to do that. And you can come right down here to payment plans where you currently have um standard and then one time and then this monthly plan. We don't have a web description required, meaning it's not showing up on the contract because this is only an internal thing. Um, but here's where you're going to double click to describe the plan. Old-fashioned typewriter font. I love it. Um, so just tell people what it means. If they pick standard, what is that? You know, when is it due and what should they do? And what if they pick one time and so on. Okay, so that's homework as well.
Um, back to that core config tile. Um, last thing and we may or may not get to this now. Uh uh if you don't get to this during homework this time around, it's fine. Um, but payment methods. We by default give you this VC pay, the the online payment, but it sounds like we're not going to be using that, but instead we need something else. And so if it's going to be if we're going to give them the option to pay by wire or to I don't know, bring you a check um or something else, right? The that's how we're going to set this up. And then your web description and your web description long is what they would see. All right? So like your wire transfer, you could put the words wire transfer right here in the web description. And then you could put your instructions right here in the web description long. And then they would see that on that checkout page when they were paying their deposit. Okay, I've held you over. So I apologize for that. But does everybody feel good with the homework? >> Got it. Yes. >> Excellent. We were recording this convo and so I will be sending that in your case. Um Carol and Eric know this about me. I am a stickler stickler about not doing support via email. So whatever questions you have, just run over to the case, put them in there, and I will always get back to you right away. >> Awesome. Very true. Thank you for the validation. Got it. >> All right, I'll see you all soon.