Quick Start Guide: Enrichment

This guide breaks up getting your enrichment set up in 3 steps. Please visit each section for more information and an instruction video to walk you through each phase.

Step 1: Setup Your School Account

Please view our training video on Account setup. Topics covered include:

Invite Your Team to Homeroom

Besides you, who else at your school should be able to have see student enrollment information and help you manage your program? Inviting your team members is super easy! Here’s how to do it: 

In the lefthand navigation center. click on team and then click on add team member. You will enter in the team members email address and select the administrator role if you would like the user to have full access to the account. Then click send invite to add the member to the user. An invitation will then be sent to the user for them to accept. 

Setup Administrative Fees and Donations (Optional)

Some schools use enrichment clubs as a way to fundraise for their Parent Teacher Organization (PTO). Additionally, you can ask families to voluntarily add an additional donation to your organization. If your school is interested in adding a small fee to each enrollment and/or collecting donations, Homeroom can help you seamlessly collect the fee. 

To add a school fee, click on payment tools in the left hand navigation. Then click on the edit icon in the top right hand corner to add the school fee. 

You will also see a sample course breakdown based off of the fee that was added. Click Save Changes. 

To turn on the option for donations, scroll down to the bottom of the payment tools screen and click on the edit icon in the top right hand corner to enable donations. You will be able to enter your Tax ID in this portion as well. 

Note: In order to collect any funds, you will need to setup a stripe account. 

Setup Your Waivers and Release Forms (optional)

At checkout, if you want families to acknowledge a waiver or release form prior to before enrolling in clubs you can add that in Homeroom. Click on Policies in the left hand navigation and scroll to the bottom of page. Click on the edit icon in the right hand corner and upload the waiver or release form document that families will have to acknowledge at checkout. 

Add Classroom Teachers (Enrichment Only) And Dismissal Options

Two crucial items in ensuring a seamless experience is making sure you know where the activity participants are going(I.E will they being picked up by and adult or going to after care) Homeroom makes this easy to do! 

To add your school day teachers (families will need this for checkout for needed for after-school enrichment activities) , click on General Info in the left hand navigation. Scroll down to Teachers and click on the edit icon on the right corner. This will allow you to add the teacher name and grade. Click save changes when you are done adding your teachers.

 

Staying in the General Info tab, scroll down to edit dismissal options. Dismissal option are a required field for enrichment and camp activities.    

When families create student profiles Homeroom, they will select which classroom the student is in.  

Set Your School Policies

Prior to the beginning of the class, Homeroom will email each of the instructors that are teaching a class or club their roster and the policies of your school. In our policy section, you’ll outline what is the check-in policy for instructors when they arrive in campus, what should they do if a student is missing or more. 
Curious what other schools are doing? Here’s a standard list of policies. 
In the right hand navigation center, click on policies to access the policy section of Homeroom. From here you can click on the edit icon to update each section as needed. 

Step 2: Create Your Season


Topics covered in this section


Add a Provider

In order to Invite providers to lead a class at your school you will need to add them to your account. Please see steps below to complete the process:

  1. Click on 'Providers' in the left hand navigation
  2. Click 'Add provider'

  4. Enter the details for the provider. Details include:

    1. Name of the provider

      Contact name, email, and phone number 

  5. Click 'Add Provider'

You will now be able to invite them to lead a class at your school

Create Your Compliance Checklist

Schools traditionally require a background check for each on-campus instructor. Learn how to outline the requirements for providers and monitor if they have been received.

Provider and Instructor compliance

To start adding requirements to either Vendor or Teacher checklists, click on the 'Edit' icon. 

Add a requirement name, instructions to complete (if necessary) and upload forms for providers to fill out & return. 



Once you've finished adding your requirements, click 'Confirm' to save and alert any vendors associated with upcoming or active courses at your school to complete the new requirements before classes begin.

To keep track of compliance, visit the provider tab of Homeroom. Click on the provider and click on the compliance tab. 

Create Your Season

In this section, you will be entering all of the details for your season dates and times. Enter the Season Name, Enrollment period, No Activity days.You have the option of selecting either enrichment or camp as the activity type. You can also add a registration note that will appear on the registration page for families. You can use this field to add any messaging such as 'Early bird pricing good through July 7th, 2023'. Make sure to click 'Save' at the end. Once you have done so, you will move on to the activity table below.

If you need to access information from a previous season, selected the scheduled season from the drop down. 

The calendar on the right side on the screen is to help you determine the dates ahead with a color coded system. 

Blue: Enrollment period

Green: Activity days in season

Pink: No activity days within season


Create Activities

The activities section is where you will be able to create, view, and manage your activities for the season. There are three tabs that you are able to toggle through described below. Each table can be treated like a spreadsheet.

Overview: This view offers a view of all of the activities planned for the season. Changes are able to be made within this view. To make a change, click on a cell - an expanded view of the course will appear. 

Detailed View: This view is very similar to the 'Overview' however, as the title suggest, this is a detailed view of every aspect of the course from class size to supplies needed. The purpose of this view is to look over each detail without clicking into each specific course - a time saver! 

Create Activities:  All activities will be created here and remain in this tab, until you have sent to provider. This is great for an individual organizer or one on a team, you are all able to make necessary changes here.

To add additional rows to add courses, click create activity.


Step 3: Get Ready For Enrollment


Approve or Edit Courses 

Once a vendor completes their class information, you must sign-off before it’s available on your school’s registration page.To complete this you will check the box next to the course(s) and click approve activity in the actions toolbar. To review the course before clicking, you will click on the course name. 

Apply Discounted Rates or Scholarship Codes

With our “invite” functionality, you can add students directly to a class without opening the class up for enrollment. When inviting students, you can even apply a discounted rate. To invite a student, click on a course name and click on the enrollments tab.

From there the invite modal will pop up. You will need the students name and families email. You then will be able to adjust the cost if needed.

Let Families Know About Upcoming Activities 

Are you ready to introduce families at school to Homeroom? We’re sure they will love Homeroom’s 0% APR payment plans, easy online booking, secure one-click payments and calendar sync! So what are you waiting for? Use this email template. 

With your classes now approved, families can visit your school’s page to see which classes are available. Before enrollment opens, they can browse classes and make a list of their favorite classes. 

School Registration Page, Enrollments & Waitlists 

When enrollment opens, families will be able to seamlessly enroll in classes from their computer, tablet or phone. When classes are added to their cart, that spot is reserved for them for 30 mins.Some classes fill up quickly, which is why we offer an automatic waitlist to your families.  Please note, there is not an automatic notification if a family does not accept their spot from waitlist.

Monitor Enrollments Within Homeroom

You will be able to track which students are enrolling in which classes in the overview tab of the activities section. You will be able to quickly see how many have enrolled and if a waitlist has been formed. If a class is not filling up, you can help let more families know about this class.

Extend the Enrollment Period 

Do you want to give families more time to enroll in classes? No problem, you will need to return to your season tab and click the edit icon in the season section of Homeroom. 

Still need help? Contact Us Contact Us