The re-enrolment process is usually run at the end of the calendar year or the beginning of the calendar year where existing students re-enrol for the new year into the music program.


During the re-enrolment process, students are able to indicate whether they will be continuing in the music program for the new year as well as updating their ensemble and instrument and any contact details necessary.



The steps for re-enrolment are as follows:

  • Customise your re-enrolment page through the administration system under 'Setup' --> 'Re-Enrolment'. Please see the next help topic about setting up the re-enrolment page in detail.


STEP 1 - ADD ALL POTENTIAL RETURNING  STUDENTS TO THE LIST
  • Use the menu option 'Ensembles --> All Students' to view a list of all students in your music program.

  • Unselect all the year 6 students from the list
    • An easy way to do this, is to filter the list by year showing only year 6 students
    • Unselect the checkbox to the left of the heading columns to unselect all the students in year 6. Check you have not unselected any year 5/6 students that are in year 5
    • Remove the year filter to display the full list of students - year 6 students should now all be unselected

  • Students can be added onto the re-enrolments list in batches so you do have the option to further filter the list by any of the columns headings, for example by filtering per ensemble and working with an ensemble at time and checking the students in the list before adding the to the re-enrolments list.

  • Click on the 'Bulk Update' button at the bottom of the table. 




  • This will bring up a Bulk Update pop-up as shown below. One of the options is 'Add students to the re-enrolment Page'. You need to tick this option and click 'Save'.


  • Students can also be removed from the re-enrolments list by selecting the necessary students and then using the 'Remove Students from the Re-enrolment Page' in the bulk update pop-up as shown below.




  • This will add all the selected students to the re-enrolments list. If you are doing this for each ensemble individually, complete this process for each of the ensembles. 


STEP 2 - SENDING THE REGISTRATION EMAIL


  • Send out the re-enrolment email. This is done by going to the 'Ensembles' --> 'Re-Enrolments' page. When you are on this page, all the students that have been added to the re-enrolments will be on the list. You can email the entire list or you can filter the list by one of the column headings to email out a subset of the list. 


  • It is always a good idea to test the email with 1 child first before sending out to the entire list so that you can check that the email is correct and the link is working.


    • Click on the Send Email bar at the top of the page.
    • Select your template email if you have created one or start a new email from here and then you have the option to save it as a template email
    • In the Personalise Email block, you will find a tag for 'Re-Enrolment Link', this is the link that needs to be put into the email so that each parent receives their own personalised link for their child's re-enrolment. Below is a picture showing how it is used.
    • Once you are happy with the email, you can Send the email.




STEP 3 - MANAGING YOU RE-ENROLMENTS


  • You can then manage the re-enrolment of the students using the list. As parents re-enrol their children, you will see the column 'Completed' will be ticked.
  • You can send email reminders from this table by filtering to only show children that have not had their re-enrolments completed yet


PLEASE NOTE: Adding students to the re-enrolments list does NOT change the current status of the student. Use the Bulk Update or manually update students through the All Students page based on their re-enrolment response.