How do I make my course available online?

For sites who wish to have their Course programs available to customers Online, the following will need to be complete. This will apply to Fixed Term Upfront, Fixed Term Hybrid and Continuous Courses.

• Web Policy ‘Enable Courses’ to be selected

• Email Template- Web Course Enrolment Confirmation

• Web Agreement- Course enrolment agreement

• Web Course configuration

Note: Envibe Online also supports the sale of $0.00 Free Course Enrolments.

1.12.1 Courses in Web Policy

To allow Courses to be visible Online:

1. Launch DATA MANAGEMENT.

2. Search and select WEB POLICY.

3. Click Edit the Web Policy.

4. Click Enable Courses.

5. Select Course Options.

• Enable enrolments in courses – enable online enrolments in courses.

• Enable movements between courses – enable online movements in courses.

• Lesson date count – the number of upcoming dates to display online, from which a user can select their start date when enrolling or moving from a course enrolment.

• Earliest date restriction – enrolments and movements must specify a new start date at least this period of time in future.

• Align to next week – checkbox that forces the user to move from next week, rather than the next immediate session in the current week. This is also available in Course Class Type.

• Requires activation – the course must be activated before access is granted. Payments will begin without activation.

• Allow joining fee selection – allows users to select their joining fee when there are more than one for the selected class. If this option is not enabled the customers will be given the most expensive joining fee by default.

• Allow rate selection - allows users to select their rate when there are more than one for the selected class. If this option is not enabled the customers will be given the most expensive rate by default.

• Allow replacement sessions – Allow users to select replacement sessions if they have uncredited absences. 
• Allow planned absence – Allow users to self-report an absence to an upcoming class. 
• Confirm planned absence template – The email template for when a planned absence is confirmed. 

7. Click SAVE.

1.12.2 Course Web Email Confirmation

In addition to the management templates, online has the functionality to send out confirmation emails once a payment has been processed for a Booking, Membership, or Course Enrolment. These are configured in the same area in Data Management > Email Templates. There is a pre-configured template available, however additional content and merge fields can be used if required.

1.12.3 Course Web Agreement

Web Agreements can be configured as a generic waiver. The agreement text allows a site to configure customised terms and conditions to be attached to the workflow when a customer enrols in a Course online.

To create a new agreement:

1. Launch DATA MANAGEMENT.

2. Search and select WEB AGREEMENTS.

3. Click New.

4. Add a Name for the agreement text.

5. Add wording to the Description field – HTML code can be used for formatting purposes.

6. Add Agreement Text - a short sentence used to prompt the customer to select the tick box within the portal to agree to the conditions.

7. Click SAVE.

1.12.4 Web Course Program

Fundamentally the Web Course Program links to the existing Course Programs that is configured within the Courses module. Please me mindful, there may be an instance whereby the existing Course Program encompasses a broad range of different courses/sites.

For example:

A generic ‘Learn to Swim’ Course Program may include:

• Learn to Swim Term Based Courses

• Learn to Swim Holiday Program Courses

If you would like to be selective as to what specific Courses are visible online, the Course Program will need to be configured to be more granular to reflect this. For example:

The Course Program configuration could be updated to include two Course Programs:

• Learn to Swim Term Based Course Program

> link to the Learn to Swim Term Based Courses

• Learn to Swim Holiday Program Course Program

> link to the Learn to Swim Holliday Program Courses

If the Couse Programs are configured in a more granular nature, this will allow you to be selective as to which Courses can be made available via the Customer Web Portal.

To create a Web Course Program:

• Launch DATA MANAGEMENT. 
• Search and select Web Course Program. 
• Click New. 
• Enter a Name – Learn to Swim. 
• Add a Base Course Program – this field is linking to the existing Course program that is pre-configured within the Courses Module. 
• Add an Email Template – this field is the Web Course Enrolment Confirmation template that has been previously set up for confirming course enrolments.  
• Add a Web Agreements – attach preconfigured Course Web Agreement. 
• Enable movement between courses: Like the option on the web policy the enables movement or progressions, this option is ignored if the web policy has disabled movements. 
• Enable replacement sessions: Like the option on the web policy the enables the booking of replacement sessions through web, this option is ignored if the web policy has disabled replacement sessions. 
• Link in your Web Course Replacement Session Protocol 
• Add Instructions if applicable. 
• If you would like customer to be able to add themselves to a waitlist online, select Enable waits for that option to be available. 
• If “Enable waits” is selected, then select the relevant Wait email template in the dropdown. The customer will receive this once they add themselves to the waitlist online. 
• Requires enrolment in first session: Enrolment will only be allowed into the first session of the course, after this date passes the class will no longer be displayed as an enrolment option. 
• Click SAVE. 

Note:  

• If the course has a variety of rates, online can support this by presenting the customer with a drop-down box to select their appliable rate. To allow a rate selection, ensure this is invoked in the Web Policy, Course Options. If this option is not enabled the customers will be given the most expensive rate by default. 
• Courses online does not support discounts. If prices vary using discount within the Envibe application, and you wish to have these variation available online, these will need to be reconfigured as separate charges in the Course Class Type, and enabled online the Web Policy, Course Options. 
• Enable movements and enable replacements will default to the value set on the web policy, requires enrolment in first session will default to false. 

1.12.5 Courses Online Functionality

1.12.5.1Enrolling into a Course Hold position

If a customer has held a position in a Course class, they have the ability to finalise this enrolment via their Online account.

When they start the enrolment workflow via the web, Envibe Online will automatically surface the class they are holding a spot in prompting them to finalise the enrolment.

 1.12.5.2 Placing yourself on a Waitlist online

If a customer has gone online to enrol into a Course Class and that class is at capacity, they are able to add themselves to the waitlist for that particular class through the Web Portal ( if configured as mentioned previously). 

When using Course Waits on the web portal, previously when a user is on the wait list for a class and that class becomes available, the wait would simply contain an 'Available for registration' message and they would have to find the class again to enrol. Now this has an added Register for enrolment button that will take them straight to the enrolment for that class. 

To access this on web navigate to Courses and ensure you have signed up for the wait list for a class that has now become available 

1.12.5.3 Limit replacement classes online (Web Replacement Session Protocol)

Set a limit on the number of replacement classes a user can book into over a given period on the web portal.

This will help enforce desired limits without the need for manual checking. 

In the client go to Data Management > Web Course Replacement Session Protocols and when editing or creating a new protocol, the Replacement Limit Period and Replacement Limit can be set to enable the limit.

Once set and linked on the relevant Web Course Program by updating the Web Course Replacement Session Protocol field, when users select a new replacement class online the number of replacement classes they have used in the period before and after the classes start date will be checked for exceeding the limit. 

DATA MANAGEMENT > WEB COURSE REPLACEMENT SESSION PROTOCOL 

DATA MANAGEMENT > WEB COURSE PROGRAMS

Ensure the Web Course Replacement Session Protocol is linked to the relevant Web Course Program.