The final step of the rolling lessons process is to communicate what you have done to your students! The PrivateLessonEnrollment template contains three 'Next Steps' for your students to either accept, change or cancel this new set of lessons.
Email Rolled Students
After you have checked the invoices and applied any discounts, fees or made other financial adjustments, go to the I Want to menu on the Private Lessons Enrollment page and select Email Rolled Students. This will trigger the email to be sent to the primary account holder associated with the family account. (You can check these in the Email Queue Report).
The email will include information about the rolled lesson, as well as three Next Steps:
You can edit this email (though don't change anything within ##xxx## as that contains the recipients lesson details and costs) in Configure > Manage Emails > Manage My Email Templates > PrivateLessonEnrollment - Edit.
Once the customer receives the email, they can choose to pay, in full or the deposit amount you set up if applicable, or go online and pay. They will be taken to the online invoice where they can also select a Payment Plan if you have set one up.
Once the deposit payment is made, the student has officially secured a spot in the private lesson. The payment status changes from “Unpaid” to "Paid", "Payment Plan" or "Partial,” and the student is considered finished with the rolling process.
2 Change Request
When the student clicks “Request Change” they will be taken to the Change Request page (ChangeEnrollRequest.aspx).
On this page, they will be able to review the current enrollment details, as well as request a change. To request a change, the user will write details in the text area at the bottom of the page. This may include a requested change of instructor, location, schedule, subject or any other details. Once this information is complete, the user will choose to submit the request.
Note: Students can also request a change from their online account Enrollments page.
You can manage all your change requests on Private Lessons > Enrollments > Filter: Change Requests - Changes Requested
3 Cancel Lesson
Once the customer receives the email, they can cancel the enrollment. To do this, they will click “Cancel Lesson.” This will redirect them to the Cancel Enrollment page (CancelEnrollment.aspx).
Note: this Cancel Lesson function removes all trace of the rolled lesson from the system. There is no trace of this lesson being created in enrollment or financial reports. If you want to track which students wish to cancel their lessons, we recommend you change this link to an email address so they can send written notification of their wish to stop taking lessons.
On this page, they will need to confirm that they want to drop the enrollment. If they confirm, the enrollment will be dropped. The invoice will be cancelled as well, and their space will no longer be held for that lesson.