It’s back to school time! That means fall schedules are coming together and you are most likely busy taking registrations. Wouldn’t it be great to know what other businesses like yours are asking Sawyer as they gear up for fall?
Our support team has put together a top 10 list of questions we get asked related to back to school and fall registration. There is a good chance you are wondering about the same thing! Check them out below.
Q: I need to update the start and end date of my schedule. How can I edit my schedule? Will it automatically move my students to the new dates?
A: We get this question a lot! If you have students already registered in a class and you need to change the dates, you will need to remove the students first before any changes can be made. This is to ensure students who are registered are not accidentally deleted.
Here is a step by step on how to 1) remove the student from the Semester, 2) make time frame adjustments, and 3) rebook the student.
Also, check out this super helpful guide on making edits in Sawyer as well as this video on how to make schedule adjustments. These guides will walk you through various ways you can make edits to your program.
Q: How do I move a student from one class to another? Will it automatically charge them the difference in class price?
A: We get that customers change their mind or their schedules change at the last minute! You can easily transfer a student from one class to another right from the roster. It’s important to know that a transfer will not automatically charge/deduct the difference and their order receipt will still reflect the initial class purchased. However, you can, of course, offer a prorated refund or charge an additional cost using Receive Payment or Quick Charge.
Read up on how to transfer a student from a single day class or a multi day class here.
Q: Can I add an extra fee to my classes? Let’s say to cover the credit card processing fees, for example?
A: Yes indeed! You can now create a customizable booking fee and charge customers either a percentage or a fixed amount at checkout. It’s totally up to you! This feature is a global feature, so it will charge the same fee on all orders regardless of whether your customer pays by credit card or ACH. Here is more information on the custom booking fee.
Alternatively, you can set up required fees if you prefer, which are only applied to specific programs. When you are building your schedule, you’ll see required fees in the Add-on section.
Q: What’s the difference between monthly pricing and payment plans?
A: Great question!
Here are some payment plan highlights:
- Customers can pay in installments. When you set the number of installments, the dates and dollar amounts will automatically populate.
- The installment dates are editable but the dollar amounts are not. You also have the ability to include a surcharge and deposit with payment plans.
- Customers will receive an email every time a payment is charged.
Here are some monthly pricing highlights:
- Customers can pay on a monthly payment schedule.
- Proration begins only when a camp or semester has begun. It will not calculate how many classes a student has before the class takes place.
- Applicable coupon codes and auto discounts will only apply to the first month of payment. Sibling discounts do not apply to monthly pricing.
- You can set the billing date to either the 1st or the 15th of the month. The customer will be charged for the first month at the time of purchase. Monthly billing happens automatically once the customer is enrolled.
Q: How can I cancel a day if we’re closed? Will it refund my customers?
A: The easiest way to cancel an individual day is to go to the Upcoming calendar, click into the class, and click Cancel Session right from the roster. This will not automatically refund your customers nor will it notify your customers of the cancellation.
Here is some helpful information on how to cancel an individual day and next steps for messaging and refunding your customers.
Q: What’s the best way to message my class? For example, what if I need to tell them our location is changing at the last minute?
A: We know communication is hugely important! There are a few ways you can message your customers (now including secondary contacts!) The most common way is from the roster. Simply go to your Upcoming calendar, click into the class, and click on Message on the top right side.
If you are a Legacy or Scale provider, you can also message customers from our custom report builder. This allows you to send a message without clicking into multiple rosters, create a quick note or reminder for all registrants within a specific semester, or send reminders to your instructors! You can simply navigate to Reports, click on Customer, and then click on +New Report.
Q: Can I pull a list of the answers to one specific question I ask my customers? For example: I would like to see a list of all the answers to “How did you hear about us?” and nothing else.
A: We’re glad you asked! We’d like to introduce you to the new and improved reporting dashboard. You can toggle it on by clicking on the top right Profile button and going to settings. Once you toggle on Reporting Dashboard 2.0, refresh your screen. It may seem intimidating at first, but click around and don’t be scared to experiment - you won’t break anything!
In order to pull questions you’ve asked your customers (your form field questions) from the new Reporting Dashboard, click on the Customers tab and scroll down. You can then select the Form Responses Hub tab. Once you’re in the Form Responses Hub, you can filter by form field question! To export a report, hover over the table and click the 3-dot menu. It’s a whole new world!
Additionally, you may want to access a list of your Add-ons. An example of this would be something like “How can I see a list of customers who want to buy a t-shirt or an art kit that I offer?” or “How can I get a list of children who are signed up for after school?” To access your Add-ons that you included at checkout, you can go to Financials > Orders and click on Download Reports.
Check out how you can get more visibility into your Add-ons on your roster here!
Q: What’s the easiest way to get a list of all my students for the semester or for the week?
A: We’ve got you covered! Simply go to your Upcoming calendar and click into your class. You can download a daily or weekly roster from your Roster Actions. You can also download a full Semester roster of students from your Schedules > Semesters page.
If you’re becoming familiar with your new Reporting Dashboard (woohoo!), you can access your Registration report from here as well. Go to the Enrollment tab and scroll down to view the tabs towards the bottom. You will see the Booking Report. Use this report to see names and other details of your activities. You can manipulate the report right in Sawyer.
Q: I am ready to open up registration for the fall, but it looks like it’s still showing my old camp schedule on my website. How can I fix this?
A: We’re here to help! Reach out to firstname.lastname@example.org to update your default widget tab. We’ll make sure your fall and winter classes are front and center! Here is more information on widget customization.
Q: How do I group classes together to show on different pages of my website? For example: I am a dance teacher. I offer ballet, jazz, and tap dance. I would like to group all of my ballet classes in one section or category, so students can easily find the registration just for ballet. Can I do that?
A: Yes! Two magic words: Widget Tags! When you’re setting up your schedule, there is a field called Widget Tag where you can tag your class. If you want to differentiate between your ballet and jazz classes, you would tag your ballet class “ballet” and your jazz classes would be tagged “jazz”. Here is more information on Widget Tags.
The next step would be to reach out to email@example.com. We can then send you the specific widget codes for your Widget Tags you created. Voila!
Thanks for reading! We hope this helps make your fall registration process a little easier and you can soak up the last couple weeks of summer!