Online Bookings: Setup Guide

Modified on Tue, 10 Feb at 1:56 PM

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Refer also to:

Online Bookings: Class Match Framework Setup Guide

The below setup guides details the settings required in your site to enable Online Bookings (for new families and existing families) and change of enrolments.

These settings are all located on your Configuration screen. Navigate to each section to complete the Online Bookings settings.

1. Fee Calculation Template

Click on the name of the Fee Calculation Template.

Enter a name in the "Family Portal Display Name Field". This can be the same as or different to your name for the Fee Calculation Template.

Tick the box to "Show Enrolments in Portal" and save changes.

2. Class Assessment Levels

To allow NEW and EXISTING families to action enrolment changes through the portal, these settings need to be configured on each Class Assessment Level. This function allows you to exclude levels from online bookings.

Click on the level name and locate the 'Family Portal Settings' section.

All Online Booking settings are explained below.

Setting	Configuration
Allow New / Additional Enrolments for Students in this Level	Ticked: enables new and / or additional online enrolments in the portal. Not ticked: does not allow new and / or additional enrolments.
Allow Single Class Bookings for Students in this Level	Ticked: allows single (one-off) class bookings through the portal. Not ticked: does not allow one-off bookings.
Allow Enrolment Swap Class within Level	Ticked: enables students to change their ongoing enrolments (swap class). Not ticked: does not allow any online enrolment (class) changes.
Allow Enrolment Cancellation*	Ticked: Allows families to cancel their enrolments. Not ticked: does not allow families to cancel enrolments.
Portal Cancel Notice Days*	Enter a notice period (number of days) in this field. For example a setting of 14 will only show eligible cancellation dates after this notice period.
Portal Enrolment Cancellation Type*	Select one of two options: Realtime / Instant Cancellation: cancels the enrolment immediately based on 'Cancel Notice Days' configured with instant confirmation and billing adjustments. On-request / Manually processed: submits a cancellation request to the centre with a preferred last lesson date. Centre reviews and processes the request manually. Enrolment remains in place until processed by the Centre.

* these three settings must be configured in tandem for cancellation actions.

Also on the Level you will find a section 'Fixed Enrolment Durations'. This does not need to be configured for programs that have ongoing enrolments.

If required, tick the box "Enable Fixed Duration Enrolments" and enter the number of weeks for the fixed enrolment.

3. New Enrolment Types & Outcomes

Setup your Class Match Framework. Refer to: Online Bookings: Class Match Framework Setup Guide

Hot Tip

1. Set up AutoSend Communications so that families receive timely, relevant communications relating to their new enrolments. Refer to:

Automated Event-Based Communication (AutoSend): Overview

AutoSend Communications: Setup

FAQs

Q: What happens to a family's billing / account when enrolment changes are made?

A: The system automatically calculates any credits for remaining billed classes in the old (ending) enrolment, and initiates billing for the new enrolment within current billed dates. Background tasks handle all financial adjustments seamlessly.

Q: Can families change their enrolment back to their original class?

A: Once a class change is confirmed, it is permanent. Warnings are displayed prior to any changes alerting families to the fact that returning to their original class may not be possible if that spot is filled.

Q: Can the enrolment change be actioned for trial or one-off classes?

A: No, the enrolment change is intended for ongoing enrolments only. One-off changes can be handled by make-up lessons or contacting the centre for a change of booking.

Q: When does the change take effect?

A: Families select their start date in the new class from limited options. The system calculates the optimal transition point and the last date in the old class is determined based on this selection and future scheduled attendances.

Q: What information will families see prior to confirming an enrolment change?

They will see a detailed comparison showing:

Old class: day, time, teacher and last class date
New class: day, time, teacher, first class date
Student name and current level
A confirmation checkbox acknowledging the change is permanent

Q: Can I block Classes or Levels from online enrolment changes?

A: Yes, this is all configurable.

Q: How do classes appear for online enrolment changes?

A: Only classes matching the student's level with available enrolment spaces will be available for selection.

Q: What happens if there is a gap between the start date of the enrolment and the date it was changed?

A: The system creates a "hold spot" enrolment to maintain continuity and to ensure no overbooking occurs.

Q: Where can we see Online Bookings or enrolment changes that have been made through the portal?

A: Navigate to your Administration screen and click on "View Recent Portal Created Records". (TIP: Make sure you have clicked on the "Switch to New Administration Screen" bar at the top of the screen if your Administration screen does not look like the below).

This will show you records created in the portal for the past number of days in the dropdown, separated into:

New Families
New Students
New Enrolments

4. Family Contact Types

Located at Configuration -> Family Contact Types.

Ensure that the Mobile and Email contact types are set as the Portal Default Contact Type (they will display with a green tick if active).

To set a contact type as the portal default, click on the yellow edit folder for the contact type and tick the box to make it the default contact type and save.

NOTE: Only one of each type can be set as default (e.g. only one email type, one mobile type, one telephone type).

Last updated: 10th February 2026