Enrolmy Definitions - Terminology

Enrolmy Definitions - Terminology

Get to Know Enrolmy

  1. Here is a list of commonly used words with their meanings and descriptions within Enrolmy.

  2. We have worked with industry professions to develop these common terms.  They clearly articulate the actions and processes that you use every day to run your business.  

This document assumes you know the following.

  • Your current business operational processes.
  • Basic Finacial terms and process
  • Have had an introduction to Enrolmy.

Terminology

 

Layout Bookings Attendance-Reconciliation Money Customers
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Attendance Reconciliation - Reconciliation is the process of ensuring that two sets of records (usually the balances of two accounts) are in agreement. Reconciliation is used to ensure that the money leaving an account matches the actual money spent, or bookings made match attendance on the day

Activity Statement - A statement showing all account transaction and activity within a date range you select

Active Account - Current, Completed Account that's in use

Activity - A programme, course, camp, lesson, or any activity which you are offering people to book, pay and attend

Archived Customer - When a customer is no longer intending to book again, ie moving away, or no longer needs facility you can archive their account, you can un-archive if needed.  You may also need to Archive and account if it has been set up twice

Cog -   This is an image of a cog.This symbol is found within enrolmy pages, which when selected offers different options.

CSV Format - Comma Separated Values Format

Draft Invoices - When a booking has been made an invoice will be generated and can be found in drafts, this allows you to check the information is correct or make small changes if necessary before approving.  One approved you cannot make changes

Incomplete Enrolment - A registration which has not been fully completed and personal details about the child/parent are missing

New Account - This is the status of newly created customer accounts within your Enromy system for a period of time which is set by you in your settings, after the number of days chosen passes they move to active.

Macro - A series of commands and actions that can be stored and run whenever you need to perform a task.  A Macro can then run to automatically repeat the series of steps or actions.  These are used in the email templates to tell the computer to pre-fill first names etc.. into an email template for each customer for mail merges or bulk email sending

Outstanding Statement - A statement which will only show what is outstanding and the activity it is for up to a certain selected date range

Online Listing - The activity you have created and its public view to parents, customers to see online.  The details in the Online Listing are what can be seen by customers wishing to book

Oscar Subsidy - Out of School Care and Recreation Subsidy, is a payment which helps families with the costs of before-school and after-school programmes for up to 20 hours a week, and school holiday programmes for up to 50 hours a week

See link:

Out of School Care and Recreation (OSCAR) Subsidy

Placeholder Account - This is an account that has been added either by the customer or yourself, and the full enrolment has not been completed.  An example of this would be when you quick book a parent into your system

Pending Adjustment - This is created every time a booking has changed from its original booking and the amount has changed

Plus Symbol -  This is an image of a plus.  Within Enrolmy you will see plus symbols on most pages, each one will expand further options

Prepayments - Within Enrolmy you can choose to take a percentage of an activity cost upfront leaving the balance for payment later, that amount is a prepayment

Safety Form - This, in essence, is the enrolment form but to save confusion over the frequent use of the word it has been called the safety form and contains information about the child and parents including medical details, to assist for their care, supervision and actions in the case of an emergency

Session Categories - This is the category type, ie: Before and After School Care, Holiday Programme, Birthday Part, Class, Camp etc

Statement - An Activity Statement is a run down of activity from a specified date to an end date, showing all activity and costs in and out.  An Outstanding statement will show all entries and any outstanding balance

Subscription - This is the monthly plan and cost which is invoiced to you for monthly payment for the services of the use of Enrolmy Software and Support.

Sync - The co-ordination of events to keep them in time, or payments in relations to a Xero accounting sync, keeping both sets of records the same

System & Default Templates - These are the automated emails that are generated by enrolmy after certain actions are carried out, such as: Invite to book, Invoices, Booking changes, these are the same for all users and not to be edited

Status - The situation at a particular time during a process, within a customer account, the status of that account at that time

Tags - These allow you a way to group and sort your customers

 

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