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Office Hours: A Virtual Classroom

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Overview

Please join Courtney Single, Finalsite Enrollment's Client Enablement Consultant, in a complimentary weekly offering to learn how to use Finalsite Enrollment in a virtual classroom.  Office Hours is where you can ask how-to questions, learn about existing features you may not be using, as well as new features that we release!  You'll also have the added benefit and opportunity to collaborate with your peers!  

Housekeeping Items

  • Office Hours is a place to learn how to do something using a training demo site only.
  • Office Hours is NOT the same as Support, nor will it expedite a response to a ticket in Support. Your individual site cannot be displayed to troubleshoot issues you're having or to make site changes. Please contact our best-in-class Support team for these items.

We look forward to supporting you all in different ways so we can continue to be better, together!

Quick Links

Software Update Blog

  • Click here to stay up to date on all new feature releases within the EMS Product Update blog!

Finalsite Enrollment Learning Center! 

Our Finalsite Enrollment Learning Center (click to access) is a free resource that contains a variety of online courses and videos (~5 minutes each) to help you boost your skills in Finalsite Enrollment.

 

CURRENT SCHEDULE & REGISTRATION

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Wednesday Track: 11:30am-12:30pm Central

IMPORTANT: You will need to register for each session. Please do not register for dates that do not have classes assigned to them yet.

Wednesday Track: Register Below

Session Descriptions (Scroll down for past sessions and recordings)

  • April 2nd: How to Build a Best Practice Admin & Parent Checklist. In this course, you'll learn about the different checklist items for each stage (Inquiry, Admissions and Enrollment), best practices for setup and use of different checklist item types, visibility options, parent explanation text, rules and how to manage/search on complete and incomplete checklist items. 
  • April 9th: Billing - Parent Workflow, Ledger Management, & Billing Category Setup. Learn about the parent experience within the Billing Management tab and the billing communication workflow. This session will review autopay/manual payments/shared access payments, payment plan updates, some payment setup as it relates to individual payer customization, billing notifications, how to add charges/credits to a parent ledger and send the billing statement, as well as a review of best practices for billing category setup and updates with our new Rev Rec report settings.
  • April 16th: Client & Product Engagement Session: Maximize your EMS Workflows - Recent Upgrades and Upcoming Roadmap! Join Courtney Single, Client Education Specialist of EMS and CMS for a review of all feature updates to calendars and duplicate appointments, the revamp of Search and Reports change/display columns, and some additional criteria/results improvements, FS Explore updates, and more! Next, you’ll have the opportunity to meet our amazing EMS Senior Product Manager, Anna Karadzhova, who will review what features you can look forward to on our upcoming roadmap. Don’t miss this opportunity to take your process to the next level and discuss any feature requests you’d like Anna to review!
  • April 23rd: Communication Basics - Setup, Personalization & Templates. This course will show you how to create a best practice communication template with branding, portal links, and media and how to setup ready-to-go starter templates for repeated use. You'll also learn about our template tagging feature to organize all of your custom templates, how to set granular permissions, how to manage failed and sent emails and a review of our email open rates page.
  • April 30th: Calendars & Event Management. Learn how to create a calendar with appointments, how to use schedules, how to hide calendars, how to setup virtual meeting links, how to customize communications for each event, and how to mange registration and attendance with a custom report. Our newest features include how to view and manage duplicate appointments upon form import, within the checklist and search & reports.

Thursday Track: 1:00pm-2:00pm Central 

IMPORTANT: You will need to register for each session. Please do not register for dates that do not have classes assigned to them yet.

Thursday Track: Register Below

Session Descriptions (Scroll down for past sessions and recordings)

  • April 3rd: How to Design a Dynamic & Engaging Parent Portal. Learn about all of the parent portal templates you can customize to build a more personalized experience for your prospective families while emphasizing your brand and mission in landing pages, the contact communication area, checklist item descriptions, sidebar templates and more.
  • April 10th: System Automated Emails & Landing Pages Customization. In this course, learn what system emails are sent and when, and what system emails you can brand and personalize during the prospective and current student journey. This includes all emails within the System emails tab, authentication tab, and requests tab. In addition, we will review thank you landing pages for the Inquiry and Application workflows.
  • April 17th: Search & Reports - How to Build a Report with Ease. Learn how to build searches with more ease so you can create better reports for your daily workflows and to stay on track of your admissions and/or enrollment goals. *Please note, this class will focus on the mechanics of how to build a report using search criteria, and/or logic, how to locate fields to display as columns, and how to pick the right fields for your reports from your forms. We'll also review how to create new fields and update values for existing fields. 
  • April 24th: Admin Settings - General Tab Features. This course will review all of the resources available within Settings > General. This includes activities within the contact record, grade and terms management, contact information, custom columns for reports, file management, admissions and enrollment refresh checklists, tags for communications and custom reports, review settings, and user jobs.

Additional Trainings

Billing Post Launch Training (Bi-Monthly)

This course is for any school with our Billing Module that has a launched (live) site. It will help you manage adjustments to contracts, ledger actions, communications and daily reporting. We'll also explore the parent billing experience to see what your families can manage from their side of the portal.

New User Onboarding Training: Held during the 2nd & 4th weeks of each month

These courses are for new users of the system, which includes schools that are currently in onboarding and working with an assigned Project Manager with regular meetings, and for those that are new to their position, and the school is already implemented with our software. They provide a comprehensive overview of each major stage of the Admissions and Enrollment process. 

Can't make it? Recordings of these sessions will be emailed directly to everyone that registers, regardless of attendance. Each email will also include a few related help resources.

Past Sessions and Recordings

Please note: Recordings from the current month will be at the top. All remaining session recordings will be posted with each area of the system listed below. If a session recording is from an older date, the content is the same. :) Please also note that any Open Q&A session will NOT be recorded/posted.

Quick Links

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Past Recordings

  • Account Types & Permissions. Learn about the different user types and permission settings so you can manage site access for your teams. This course will show all of the different views and what you can/cannot see within the Dashboard, List Pages, Contact Record tabs, and search and reports. This course will also review granular permissions for checklist items, communications, and the ability to hide fields on forms. Note: Only System
  • March 20th: Automated Communication Plans. Learn how to build automated communication plans with the right triggers for each stage of your process including Inquiries, Applicants and Enrollment. This class will review examples to use for both parent emails and internal reminders at each stage, while being mindful of any system related communications that are already being sent along the way to build a best practice communication plan for your school. Click here for the recording. Passcode: 4M4auVN!
  • March 20th: New Fiscal Year Settings, Revenue Recognition Settings, Revenue Recognition Report, and Incremental Billing Activity Report. This session will review all of these new and exciting billing features and best practices on how to set them up. Click here for the recording. Passcode: R9kn!lyW
  • March 13th: Text Messaging. Learn how to setup and utilize SMS text messages for your workflows including your sending window, template creation, failed texts, subscription management, opt-in messaging, and best practices. Click here for the recording. Passcode: EpJ9SST#
  • March 12th: Communication Best Practices & System Automated Workflows. This course will show you how to create a best practice communication template with branding, portal links, and media. You'll also learn about our template tagging feature to organize all of your custom templates, how to manage failed and sent emails, open rates, scheduled emails and how they're different from automated communication plans, and all system automated emails that are sent at each stage of the funnel. Click here for the recording. Passcode: E@p#e1N5
  • March 5th: Calendars & Event Management - Newest Features Reviewed! Learn how to create a calendar with appointments, how to use schedules, how to hide calendars, how to setup virtual meeting links, how to customize communications for each event, and how to mange registration and attendance with a custom report. Our newest features include how to view and manage duplicate appointments upon form import, within the checklist and search & reports. Click here for the recording. Passcode: pbaT5&VE
  • Billing Post Launch Training (Nov 2024). This course is for any school with our Billing Module that has a launched (live) site. It will help you manage adjustments to contracts, ledger actions, payment plan updates and payment settings, communications, midyear withdrawal steps, and daily reporting. We'll also explore the parent billing experience to see what your families can manage from their side of the portal. Click here for the recording. Passcode: 2%&vQK4N

System Overview

  • System Overview for New Users (May 2023). This course will provide a high level overview of the system for new users. Content includes the Dashboard, User Notification and Alerts, List Pages, Tab navigation, and a review of the Contact Record. Click here for the recording. Passcode: q?*JA=d1
  • Contact Record Features & Customization (August 2024). This session will review the Inquiry and Application checklists, how to add or update information to the portal widget, field updates and customization within the Personal and Admissions tabs, individual action menus for downloaded documents, communications and edit actions, and all remaining content areas within the Summary tab. Click here for the recording. Passcode: DRR*S5h$
  • Search & Reports: How to Build a Report & Custom Fields (September 2024). Learn how to build searches with more ease so you can create better reports for your daily workflows and to stay on track of your admissions and/or enrollment goals. *Please note, this class will focus on the mechanics of how to build a report using search criteria, and/or logic, how to locate fields to display as columns, and how to pick the right fields for your reports from your forms. We'll also review how to create new fields and update values for existing fields. 
  • Click here for the recording. Passcode: Y@yGc95n
  • Search & Reports - Criteria & Displayed Columns Deep Dive (May 2024). Learn how to build searches with more ease so you can create better reports for your daily workflows and to stay on track of your admissions and/or enrollment goals. *Please note, this class will focus on the mechanics of how to build a report using search criteria, and/or logic, how to locate fields to display as columns, and how to pick the right fields for your reports from your forms. Click here for the recording. Passcode: 9$TN#Xwf
  • Micro Learning - Parent Portal Single Sign-On (Feb 2024). We just released a new option for your families to sign into the Parent Portal via Single Sign-On (SSO) via Google or Microsoft! This enhancement simplifies parents' access, offering a seamless and efficient way to navigate our system while ensuring heightened security. The ease of the SSO option replaces the need for families to create a manual account with their name, email and password. Families with an existing Parent Portal Account or that don't have Google/Microsoft, can still log-in or create a manual account. The SSO option does not require a manual account to be created. Click here for the recording. Passcode: nEy+6Dt$

Finalsite Explore Shared Portal

  • Finalsite Explore (July 2024). Learn about our 'Finalsite Explore' shared portal feature, where families can apply to and manage their school search and application process from one central location. Schools can coordinate to form a group based on location and (with the assistance of Finalsite Support) can enable Finalsite Explore, offering families a more streamlined experience when it comes to searching for and applying to schools.
    • Click here for the recording. Passcode: =qmE%0zK

Admissions Process

  • 2024 Admissions Features Review. This session will review the Admissions features we've released in the first half of the year to ensure you're getting the most out of the system for your workflows! These features include tags for custom communications and saved reports, shared ad-hoc forms for common checklist items, FS Explore (very high level overview), GA4 Tracking, email open rates, ability to rename single or multi-file uploads, ability to search by phone or email in the contact search bar, reader report for online reviews, parent portal SSO, and last edited by sorting in the custom email templates page. Click here for the recording. Passcode: 0JmRB?#1

Admissions Setup & Communications

  • Admissions Refresh Checklist Process (August 2024). Learn how to use the Admissions Refresh Checklist within your General Settings to get prepared for the new Admissions season. Click here for the recording. Passcode: *3$3k^G^
  • Admissions Settings & Parent Portal Customization (August 2024). This session will review the general settings menu, the Admin Portal menu and the Parent Portal menu. This includes a deep dive of the Parent Portal Content page so that you can build a personalized parent portal experience for your families with dynamic content. Click here for the recording. Passcode: *w8KgBBg
  • Permissions for Accounts, Checklist Items & Communications (March 2024). This course will review Admin account permissions and what different permission levels have access to in the system. We will also review granular permissions for checklist items and communications. Click here for the recording. Passcode: AUV6mJ*N
  • Admissions Contact Record Features & Customization (August 2023): This session will review the Inquiry and Application checklists, how to add or update information to the portal widget, field updates and customization within the Personal and Admissions tabs, individual action menus for downloaded documents, communications and edit actions, and all remaining content areas within the Summary tab. Click here for the recording. Passcode: B&4Eibf9
  • Admissions Communications & Best Practices (July 2024). Learn what communications are automated for you and your families during the Admissions process for Inquiries, Applicants, and Events and how to customize them. You'll also learn what custom email templates you can create for individual communications, bulk communications and/or automated communications to nurture and inform your families along the way. Click here for the recording. Passcode: Q*+4YE3y
  • How to Build & Edit Admissions Forms (August 2024): Learn how to edit and build best practice Admissions forms for your Inquiry workflow and Admissions workflow. This includes both parent facing forms and internal forms such as an Interview Notes form. You'll learn how to make text edits a breeze using the basic forms editor and how to navigate the advanced form editor with adding new fields, field attributes, and field rules. Click here for the recording. Passcode: 7b4WKh$u

Inquiry Workflow

  • Inquiry Management (September 2023). In this course, learn how to track and manage your internal touch points with your Inquiries, how to track attendance for your events and send/automate follow up emails, how to mark an Inquiry as inactive and how to create custom reports. Some report examples include total Inquiry counts with custom fields and groupings, event registration and attendance reports, and referral method reports to audit your marketing effectiveness! Click here for the recording. Passcode: =Yg5%rr*
  • Inquiry Workflow & Admissions Term Update (July 2024). Learn how to build a great inquiry form with calls to action to engage your potential candidates, best practices for your inquiry checklist setup to personalize and track your engagements, and a communication plan to increase your conversions! This session will also review how to update your new Admissions terms, change your default reporting year and retire old terms on your forms. Click here for the recording. Passcode: OD0i^At2

Calendars & Event Management

  • Calendars & Event Management (September 2024). Learn how to create a calendar with appointments, how to use internal schedules, how to hide calendars, how to setup virtual meetings, how to customize communications for each event, and how to mange registration and attendance with a custom report. Click here for the recording. Passcode: Y4e?uYgZ

Application Process

  • How to Build a Best Practice Admissions Checklist (September 2024). This course will explore the ins and outs of each checklist item type within the Inquiry and Application process. This includes best practices with checklist item names and parent explanation text, rule based checklist items, visibility options, and how to activate or retire new or old items. In addition to checklist attributes, we'll walk through the detailed workflows for recommendations and document request forms, as well as event registration and attendance tracking. A light overview of checklist searches will be included through filter options in list pages and custom reports in Search & Reports! Click here for the recording. Passcode: bB@bK#8
  • Application Workflow (July 2024). This course will explore both the Admin side and the parent side of the application process including parent portal account creation, form submission, checklist views for Admins and parents, and follow-up communications for checklist completion. Click here for the recording. Passcode: ^TKsm9@!
  • Admissions & Event Search & Reports (September 2024): This course will review Inquiry and Application status reports for conversion rates and checklist completion status, event registration and attendance reports with custom fields, marketing outreach reports, parent and household directory reports, and how to build custom reports for staff members like program directors, coaches, counselors, or the school nurse. Click here for the recording. Passcode: kEt2#=wk

Online Reading & Reviews

  • Online Reading & Review, Hidden Fields on Forms, & Reader Report! (jan 2025) Learn how to setup an easy to read online Review process, create reader accounts with notifications, assign candidates to readers, read and score online review packets and make committee decisions. You'll also learn about how to set fields as hidden on forms during the review process and we'll review the new Reader Report! Click here for the recording. Passcode: 6%zf#k9Z

Communications

Note: Please see the Admissions and Enrollment sections for recordings on Admissions and Enrollment specific communications.

  • Automated Communication Plans (June 2024). Learn how to build automated communication plans with the right triggers for each stage of your process. This class will review examples to use for both parent emails and internal reminders at each stage, while being mindful of any system related communications that are already being sent along the way to build a best practice communication plan for your school. Click here for the recording. Passcode: =$JLY6HF
  • Feature Spotlight: Tags, Text Messaging & Email Customizations (Feb 2024). This course will begin with the creation of 'tags' for organizing and filtering on custom email templates and custom saved searched. Next, you'll learn some additional customizations to email templates such as granular permissions, custom reply to and CC/BCC options, general best practices and 'rules' to make your email content dynamic. Our last stop on the journey will explore how to setup and utilize SMS for your workflows. This includes template creation, subscription management, best practices for cell phone numbers and communication preferences on your forms, and best practices for using texts to help your families meet their deadlines. Click here for the recording. Passcode: s+$rg13e
  • Communication Creation & Best Practices (March 2023). This course will show you how to create a best practice communication template with branding, portal links, and media. You'll also learn about our new template tagging feature to organize all of your custom templates and how to manage failed and sent emails. Click here for the recording. Passcode: .G.1!J2M
  • System Emails and Personalization Best Practices (April 2023). In this course, learn what system emails are sent and when, and what system emails you can brand and personalize during the prospective and current student journey. This includes all emails within the System emails tab, authentication tab, and requests tab. In addition, we will review thank you landing pages for the Inquiry and Application workflows. Click here for the recording. Passcode: TR$4CXpc
  • Admissions Communications: System Automated and Communication Plans (Sept 2024. This course will review all system automated emails and best practices for customization to ensure you know what emails are being sent at each point of the Admissions journey. Next we'll explore both internal reminder communication plans and parent communication plans that can be sent during the Inquiry and Application workflows. Click here for the recording. Passcode: mDFX&2#% 
  • How to Setup & Utilize Text Messaging (May 2024). Learn how to setup and utilize SMS for your workflows including your sending window, template creation, subscription management, opt-in messaging, and best practices. Click here for the recording. Passcode: EpJ9SST#

Parent Portal Management

Note: Please see the 'Enrollment Workflow' section below for additional recordings on parent authentication during this stage.

  • Parent Portal Account Management & the Parent Experience. Learn how parents create a parent portal account or use SSO options to log-in, the ins and outs of authentication, how to update parent portal account log-in information and how to troubleshoot log-in or access issues. This course will also review the parent portal account 'welcome' email and account authorization email, as well as some best practices for parent checklist explanation text and the 'contact communication area' template. Click here for the recording. Passcode: ?7+dafMm
  • How to Design a Branded & Dynamic Parent Portal (June 2024). Learn about all of the parent portal templates you can customize to build a more personalized experience for your prospective families while emphasizing your brand and mission in sidebar templates. Click here for the recording. Passcode: !02F.S+J

Enrollment Process

Enrollment Setup

  • Enrollment Refresh Checklist - top portion for setup & testing (Jan 2025). Learn how to use the Enrollment Refresh process checklist to update tuition and fees, payment plans, contract language, checklist requirements, enrollment emails and more. This also includes testing contracts before they go out! Click here for the recording. Passcode: Mb79@1Zy
  • Enrollment Checklist Items & FACTS Best Practices (Feb 2025). Learn best practices for your checklists using required, optional and internal visibility types and the importance of parent explanation text for dual signatures, countersignatures and deposit language. This course will also review how to utilize an Intent to Enroll form, contract visibility within the checklist during testing, and the FACTS checklist item for schools utilizing it. Click here for the recording. Passcode: 1318j%w! 
  • Enrollment Emails, Tags & Automated Communication Plans (Feb 2025). Learn best practices for branded enrollment communications for authentication and parent portal access, how to automate submitted contract reminders, how to automate checklist completion emails to families and how to troubleshoot parent authentication. This class will also review how to setup email tags to easily filter on enrollment communications vs admissions and automated emails vs manually sent emails. Click here for the recording. Passcode: maleuY1!
  • Enrollment Contract Communications & Parent Authentication (Jan 2025). Learn best practices for branded enrollment communications for authentication and parent portal/contract access, how to automate submitted contract reminders, how to automate checklist completion emails to families and how to troubleshoot parent authentication. This class will also review how to setup email tags to easily filter on enrollment communications and automated emails vs manually sent emails. Click here for the recording. Passcode: ^%+W8N#0
  • How to Build & Edit Online Forms & Fields: Enrollment Edition! (December 2023) Learn how to make text edits a breeze for your contract/registration form using the basic forms editor. This session will also include how to build new forms such as how to build an Intent to Enroll Form, how to create new fields (permission based feature) such as custom scholarship fields, how to edit attributes of existing forms and fields, and how to add new static or dynamic content using the advanced forms editor. Click here for the recording. Passcode: tDV^49U&
  • Contract Fees, Payment Plans & Contract Testing (Dec 2024). Learn how to update contract fees, view fee rules, preview contract fees and rules, how to add and edit payment plans, and how to manage payment schedules. Important Note for Billing Schools: This course is not for billing schools as we have training sessions for those with our billing module and how to setup or modify everything related to this process. Click here for the recording. Passcode: h1Q.EjWs
  • Parent Authentication, Impersonate & Portal Customization (Dec 2025). This course will review best practices for authentication and how to troubleshoot common parent log-in issues. In addition, you'll learn how to impersonate your parents for assistance and to test out rule-based content. You'll also learn how to create a more dynamic portal using parent portal content templates for contact information, important deadlines, and rule-based information. Click here for the recording. Passcode: v^fU2i^8

Enrollment Workflow

  • Rollover & New Student Enrollment Workflows (Feb 2025). Learn how to rollover returning students with and without continuous enrollment and how to move Accepted kids into enrollment. This course will also review contract preview and generation, enrollment communications and checklist completion. Click here for the recording. Passcode: E.2B0@?&
  • Enrollment Parent Portal Account Management & Customizations (Feb 2025). This course will review best practices for authentication and how to troubleshoot common parent log-in issues. In addition, you'll learn how to create a more dynamic portal using sidebar content and communication templates for contact information, important deadlines, and rule-based information. Click here for the recording. Passcode: !cAZ8LB&
  • Parent Enrollment Workflow & Impersonate (Jan 2024). Learn the parent process for contract access and signing, additional enrollment checklist item management, authentication best practices and troubleshooting and how to use impersonate when helping your families. Click here for the recording. Passcode: Gq*#!8lm
  • Contract Management (Jan 2024). Learn about the different contract states, how to preview contracts, how to generate contracts individually and in bulk, regeneration rules, contract communications to families and how to update contract language. Click here for the recording. Passcode: Kqj^=0^8
  • Enrollment Communication Templates & Best Practices (January 2023). Learn best practices for branded enrollment communications for authentication and parent portal access, how to automate submitted contract reminders, how to automate checklist completion emails to families and how to troubleshoot parent authentication. Click here for the recording. Passcode: ^wwxwh7g
  • Enrollment Checklist Completion and Enrollment Reports (March 2023). Learn how to monitor enrollment checklist and contract completion using list pages with filter options, how to send enrollment checklist reminder emails, how to setup internal automated communications to be informed of important form submissions or checklist completion, and how to build custom enrollment or financial reports to see where your families are in the process. Click here for the recording. Passcode: =H6JBLny
  • Enrollment Search & Reports (Feb 2025). This course will review both canned reports such as the Enrollment Report, Tuition & Fees Report, and Payment History Report and how to build custom enrollment reports with our newest search improvements! Some examples include summary reports for contract statuses, checklist item reports, custom financial reports, student directories, and more. Click here for the recording. Passcode: ?.38ADkD
  • Contracts - Form & Fee Updates and How to Preview/Test (Feb 2025). In this class, learn how to make updates to your contract form using the basic and advanced editors, how to update your contract fees, and how to preview and test your contracts for each unique financial setup using a test student, the contract preview for existing students, and parent impersonate! Click here for the recording. Passcode: 5+a!bn!+

Billing Process

Setup, Refresh, Newest Features & Best Practices

  • Billing - Newest Features Review & Best Practices (Jan 2024). This session will review our latest Billing features such as custom billing reporting (say goodbye to pivot tables!), multiple autopay, custom billing exports, and more! Click here for the recording. Passcode: Jl*7K=0*
  • Billing - Refresh Process for the New Enrollment Year (Feb 2025). This session will review best practices for your Billing Setup and Billing Category pages as part of your annual Billing Refresh. This includes a review of features such as payer level charges, multiple autopay withdrawals and more to ensure your accounting is streamlined, while reviewing some things to avoid along the way. A review of ledger management best practices and key reports will also be included. Click here for the recording. Passcode: ?Y4Xie?+
  • Billing - Setup & Best Practices (April 2023). This session will review Billing Category setup best practices, global billing settings, billing communications, shared access, and changes that parents can make vs changes that need to be made by an Admin during the billing workflow. Click here for the recording. Passcode: QH$B5hw+
  • Billing Post Launch Training (Nov 2024). This course is for any school with our Billing Module that has a launched (live) site. It will help you manage adjustments to contracts, ledger actions, payment plan updates and payment settings, communications, midyear withdrawal steps, and daily reporting. We'll also explore the parent billing experience to see what your families can manage from their side of the portal. Click here for the recording. Passcode: 2%&vQK4N
  • Billing Micro Learning Session: Parent Billing Ledger Updates (March 2024). This 15 minute micro learning session is on the updates to the parent billing ledger within the Parent Portal. This release provides your families with more clarity and information about their current balances, upcoming payments and billing history. This information is also covered in our monthly Billing Post Launch training if you'd like to see it live. Click here for the recording. Passcode: nN%%0tW3
    • Click here for the email that was sent, which includes the optional parent communication email template to notify them of the updates. 

Billing Workflows for Admins

  • Billing - Post Contract Submission Workflows (March 2023). This course will review the common actions you'll need to take as an Admin after contract submission for the billing workflow. This includes how to make changes to a contract without regeneration or parent re-submission, setting financial responsibility and financial splits, ledger adjustments, how to import incidentals, parent payment profile and billing date management, and billing list page features. Click here for the recording. Passcode: YTGBj92. Click here for the slide deck with important points and related help article links. *IMPORTANT NOTE: Admins CAN make a payment on behalf of parents through ACH.
  • Billing - Contract, Ledger and Payer Management (Oct 2024). This course will review different scenarios for regenerating contracts post submission for payment plan changes and more. Next, we'll review Ledger management with adding or reversing charges, adding credits and payments to the parent ledger, ACH withdrawals and how to manage disputes. This includes a review of the rearrange installments option and how to send billing statements once all adjustments are complete. The Parent/Payer management portion will review how to set financial responsibility, financial splits, shared access, custom billing dates, autopay options and late fee management. Click here for the recording. Passcode: 1bu#Gs#4
  • Billing - Contract Management, Ledger Mastery & Reporting Made Easy! This course will review key areas of your daily billing workflows starting with the use cases and workflow to regenerate a contract for ledger and/or payment plan updates. We'll also review ledger actions such as rearrange installments, reversing items, adding credits/charges/payments, ACH withdrawals and how to manage disputes. For your overall billing health, we'll complete the session with viewing your payment history and all of our custom billing reports that eliminate the need for pivot tables! Click here for the recording. Passcode: 89%cM!9i
  • Billing - Disputes, Payouts & Ledger Adjustments (June 2024). This course will review how to manage disputes and payouts, and will also include a deeper dive into ledger adjustments. This includes how to make changes to a contract without regeneration or parent re-submission, setting financial responsibility and financial splits, rearrange installments, how to add charges, add credits, add payments, manual splits vs auto distribute, and how to spread a transaction evenly across months. Click here for the recording. Passcode: *in7WWgS

Parent Billing

  • Billing - Parent Workflow and Communications (April 2023). Learn about the parent experience within the Billing Management tab and the billing communication workflow. This session will also review micro-deposits, payment plan updates, payment setup and updates, billing notifications, shared access, and how to add charges/credits to a parent ledger. Click here for the recording. Passcode: !bHdd*6b
  • Billing Micro Learning Session: Parent Billing Ledger Updates (March 2024). This 15 minute micro learning session is on the updates to the parent billing ledger within the Parent Portal. This release provides your families with more clarity and information about their current balances, upcoming payments and billing history. This information is also covered in our monthly Billing Post Launch training if you'd like to see it live. Click here for the recording. Passcode: nN%%0tW3
    • Click here for the email that was sent, which includes the optional parent communication email template to notify them of the updates. 
  • Billing Micro Learning Session: Parent Billing Ledger Updates (March 2024). This 15 minute micro learning session is on the updates to the parent billing ledger within the Parent Portal. This release provides your families with more clarity and information about their current balances, upcoming payments and billing history. This information is also covered in our monthly Billing Post Launch training if you'd like to see it live. Click here for the recording. Passcode: nN%%0tW3
    • Click here for the email that was sent, which includes the optional parent communication email template to notify them of the updates. 

Billing Reports

  • Billing - Reports Deep Dive (May 2024). This session will review all billing reports and list pages, and how to search or filter on important billing information. This includes the Billing Dashboard and all customizations within it, custom billing reports (no more pivot tables!), the Ledger Report, Projected Income Report, Payout Report, and more! This session will also include common questions schools have on how to get the most of these reports and the use cases for each. Click here for the recording. Passcode: 6Q+9jkhE

Settings Pages

Note: Please refer to the Admissions and Enrollment sections for checklist item or search and reports recordings that are specific to that part of the workflow.

  • Admin Settings - General Tab (May 2024). This course will review all of the resources available within Settings > General. This includes activities within the contact record, grade and terms management, contact information, custom columns for reports, files used within communications or checklist item descriptions, admissions and enrollment refresh checklists, tags for communications and custom reports, review settings, and user jobs. Click here for the recording. Passcode: icj5$kez
  • Portal Settings Menu for Admin & Parent Management (June 2024). This course will review all pages within the Settings > Portal menu, which includes Admin Portal Content, Admin Portal Accounts, Parent Portal Content, Parent Portal Accounts, Parent Portal Design, OAuth Configuration, and Intercom Configuration. Click here for the recording. Passcode: TC=4r6*K
  • Admin & User Account Permissions (May 2024). Learn about the different user types and permission settings so you can manage site access for your teams. This course will show all of the different views and what you can/cannot see within the Dashboard, List Pages, Contact Record tabs, and search and reports. This course will also review granular permissions for checklist items, communications, and the ability to hide fields on forms. Note: Only System Admins have access to the 'Admin Portal Accounts' page. Click here for the recording. Passcode: @pE7j0?k
  • How to Build Dynamic & Streamlined Checklists (June 2024). In this course, you'll learn about the different checklist items for each stage (Inquiry, Admissions and Enrollment), best practices for setup and use of different checklist item types, visibility options, parent explanation text, rules and how to manage/search on complete and incomplete checklist items. Click here for the recording. Passcode: ^7+iXfw5
  • Field Day - How to Create, Update & Display Fields (May 2024). This course will guide you through creating new fields and best practices, how to add and remove field values, the difference between term based and non term based fields, including how to set custom term based fields. You will also learn how to customize what fields display on what record types and how to update field groupings for better organization of your data. Click here for the recording. Passcode: gSTHU4d#
  • Data Exports & Imports (Oct 2024). Learn how to create a search with custom columns for your data exports to your SIS or other systems, and how to run the export using a pre-existing template such as our sibling export and custom templates. This includes an explanation of when to use the 'create' and 'update' options when exporting and how to mark an export as having been exported. Next we will review how to import your data with or without validations. Click here for the recording. Passcode: +9%rHrKW
  • How to Run Exports & Imports - Including Sibling Exports (March 2024). Learn how to create a search with custom columns for your data exports and how to run the export using a pre-existing template. Next we will review how to import your data with or without validations. Click here for the recording. Passcode: JL+b?&V8
  • Exports Overview (March 2023). This course will show you how to create or update a search for your exports,  run an export, and submit export edits to our Support team. Click here for the recording. Passcode: T*kH5$D3
  • How to Edit Forms - Basic & Advanced Editor (Oct 2024). Learn how to make text edits a breeze using the basic forms editor. This session will also include how to build new forms, edit attributes of existing forms, and how to add new static or dynamic content using the advanced forms editor. Click here for the recording. Passcode: b8D2^qti
  • Online Form Workflows & Best Practices (May 2024). This course will review the different types of online forms and the automated communications and workflows for each. This includes the Inquiry, Application and Contract forms and their automated emails/landing pages, online teacher reccomendation forms and document request checklist forms and other ad-hoc online forms. We'll explore how to manage the statuses of checklist item request forms, how to be notified internally when these items are complete for verification or review of submitted information, and how to customize the automated emails that are sent for each. Additional ad-hoc forms for both parent and internal needs such as intent to enroll forms or interview notes forms will also be reviewed. Click here for the recording. Passcode: 8kz^X!?y

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