List of Topics

introduction
planning
FAQ
additional options and editing

1. Introduction

This manual explains how to configure the sale of didactic courses. Please note that before proceeding, the timetable must have been previously planned from Planning -> Courses -> Courses.

The manual also shows how to create sale combinations by setting the attendance on specific days of the week (Monday-Thursday, or Tuesday-Friday...) or by establishing a different price according to the lenght of the enrolment (two months, three months, six months...).

Before proceeding with this manual, it is important to understand how to use SPORTRICK in order to replicate the exact way enrolments are sold to clients.

The examples provided below will help clarify which planning option is most suited for each user case.

User Case

Planning

The enrolment onto swimming courses is valid for 3 months, with specific start/end dates.
Example: the enrolment onto the swimming course is valid

from the 1st of September
until the end of the trimester (30/11).

If a client enrols onto the course later than the starting date, let's say on the 20th of September, the enrolment will still end on the 30th of November.

From Planning -> Courses -> Course Sale

Characteristics of the enrolment onto didactic courses planned in this modality:

attendance required for each class of the course (after the sale of the course, the client will be automatically enrolled onto all the classes of the course for the whole period of validity)
fixed duration (planned sub-season).

The enrolment onto swimming courses is sold as a package of classes, with a validity that can vary between one, two, three months etc. The termination of the enrolment varies according to the date of purchase.
Example: if the validity is one month, the package of classes will be valid for an actual month starting from the date of sale. Therefore if it is sold on the 20th of September, it will end on the 19th of October.

From Planning -> Multipacks

Characteristics of the enrolment onto didactic courses planned in this modality:

the expiry date of the class-package varies according to the first day of validity
after the sale, it will be necessary to book all the classes that take place within the period of validity of the multipack, as the system won't automatically enrol the customer,

To plan the enrolment using multipacks, please refer to the corresponding manual.

2. Planning

In order to proceed with the planning of the sale of a course, click on Planning -> Courses -> Course Sale and follow the steps below:

1) leave Standard Package selected (Package of Classes is an obsolete version)

2) choose the season and the activity

3) click on Confirm and select the sub-season type (depending on how the course was planned)

4) select how many sub-seasons can be sold simultaneously (e.g. if a course has been planned on two semesters, it will be possible to sell one semester at a time or both, according to the number of sub-season selected. If a course was planned monthly, it will be possible to select 3 to sell a trimester, 4 to sell a four-month enrolment and so on).

5) specify the weekly attendance (days of the week and number of days). There are two options available:

FIXED MODE
WHEN TO USE IT	HOW TO PLAN IT
attendance = more than once a week: once the combination of days has been specified, it cannot be edited at the moment of enrolment attendance = just once a week: it makes sense to use the fixed mode in case the price of the enrolment is different according to the day of the week. Example: Mondays are cheaper than Wednesdays	type in the number of days corresponding to the weekly attendance and then select the days of the week. Example: if the attendance is once a week, select one day and click on confirm. If the attendance is twice a week, select two days and click on confirm. After terminating the planning, it will be possible to come back to this section and select other days/combination of days.
FREE MODE
WHEN TO USE IT	HOW TO PLAN IT
attendance = more than once a week: there are no fixed combinations of days. Clients can decide to enrol on the desired days of the week. This option is also useful to allow more flexibility to the seller, for example in case the course is already full on a specific day (the seller will be able to enrol the customer on a day with lower request) attendance = just once a week: it speeds up the planning. Rather than creating an enrolment for each day of the week, it will be possible to create an individual enrolment and the day of choice will be selected during the sale of the course	select the free-mode option, type in the number of days of weekly attendance and then select all the days of the week when the course has been planned. The system will only allow to sell the course with an attendance corresponding to the number provided in the following field: "how many times a week". The choice of days and combinations will be free. Example: if the attendance is once a week, type 1 as a value, select all the days when the course has been planned and click on confirm. If the attendance is twice a week, type 2 as a value, select all the days when the course has been planned and click on confirm

6) specify the price:

fixed: total price of the course. Please note that in case the customer enrols after the course has already started, the system will still charge the full price
discount: discount applied to the price of the course (the system refers to the pre-planned price list. To know how to create a price, please click here)
class price: the system will automatically calculate the final price according to the number of classes included in the enrolment period. If the customer enrols after the course has already started, the system will calculate how many classes are left until the end of the enrolment and will therefore charge the corresponding price

7) in case the course is sold via E-Commerce, please specify if it is only available for renewal, new sale or both. More info about the sale of a course via E-Commerce can be found here

8) To terminate the procedure, click on CONFIRM. In the table at the bottom of the page, the system will provide a summary of all the types of enrolment that have been planned.

3. FAQ

QUESTION	ANSWER
How can I plan a different price according to the day of the week?	The best way to do it, is to use the fixed mode to create an enrolment for each day or combination of days with the corresponding price. After pricing the first day/combination of days, go back to the Attendance section, change the selection of days and carry on with the pricing.
How can I plan a different price according to the time of the course?	It will be necessary to create different enrolments with all the various combinations and change the name and price according to the time, as shown in the example below: the seller will then select the correct option. This is not applicable for online enrolments.
How can I plan a different price according to the lenght of the enrolment?	It will be necessary to create different enrolments with a different lenght and a different price, as shown in the example below:the system will apply the correct price according to the number of sub-seasons selected at the moment of the enrolment. If however some sub-seasons are less expensive than others, it won't be possible to automatically apply a different price according to the sub-season selected during the sale. Example: the season is divided into trimesters. The summer trimester is cheaper. It will be necessary to plan two identical enrolments that only vary in price and then change their name to help the seller identify the correct option. When the seller selects the summer trimester during the sale of the enrolment, the system will suggest both price options, so it will be down to the seller to select the correct one.
How can I assign a tax?	The tax is assigned to courses during the planning of the timetable. To check which tax has been assigned to a specific course, please go to Planning -> Courses -> Course Summary.

4. Additional Options and Editing

In the summary table at the bottom of the page, by clicking on Edit, it will be possible to configure additional options or edit some details.

If this operation is not performed immediately after the planning of the enrolment, in order to view the table at the bottom of the page, just select the season and the activity and scroll down to the end.

Editable details

change the name of the enrolment
change the number of days of attendance
enable the booking of catch-up classes (this option must be pre-planned according to the steps provided in this manual)
store the enrolment: this means that it will no longer be available for sale but it will still be kept for record purposes and to avoid losing the current enrolments. This option is automatically activated by the system at any attempt to delete the enrolment from the planning once it has already been sold (the icon of a padlock will distinguish a stored enrolment from an active one)
edit the price
edit E-Commerce options

Click on OK to save changes.

Courses - Enrolment Planning (How Courses are Sold) Print