Enrolling a new student

Enroll signs someone up in one pass: the billing contact, the student, the instrument, the teacher, the weekly slot — and then the agreement and the bill. It creates the records, the recurring schedule and the money together, so there is nothing to wire up afterwards.

Three ways in

• Enroll in the sidebar.

• An empty time on the calendar's day or week view — the wizard opens with that day and time filled in.

• Enroll in a lesson on a student's page, or their row under Admin → Students — for a student you already have taking up another instrument. This skips the client step.

Client — who pays for the lessons?

• Existing client — pick them from the list. Use this for a second or third child in a family you already have.

• New client — add the adult's contact details here; you do not need to create them on the People page first.

• Adult student — the person paying is the person learning. Encore creates the billing contact and the student from one set of details, so you are not inventing a fake parent for a grown-up who books their own lessons.

Texting consent, where you collect it, is never pre-ticked. A checked-by-default box is not consent.

Students — the lesson

For each student you are enrolling, set:

• Instrument — what they are learning.

• Teacher — who is taking them.

• Status — a lead, a trial lesson, or enrolled.

• The weekly slot — Day, Start time and Duration, plus a location and room for in-studio lessons.

• Notes for the teacher — optional, and visible in the teacher portal.

What each status requires

• Lead — no teacher and no slot needed. Use it for an inquiry you want on the books before anything is agreed.

• Trial and Enrolled — both require a teacher and a weekly slot. A student who is actually coming to lessons has a time; the wizard will not let you skip it.

What blocks the save

Every slot is checked when you submit — siblings included — and if any is refused, nothing is saved. A save is refused when:

• the teacher already has a lesson overlapping that time;

• the gap to that teacher's neighboring lesson is smaller than their buffer minutes (siblings at the same place may be back to back);

• the room is already booked at that time on that weekday;

• the student is already enrolled on that instrument — change it from their page instead.

The message names what is in the way, so you can move the slot rather than hunt for the clash.

Review, then the money

On Create enrollment and continue, Encore creates the client and student if they are new, the enrollment, and the weekly schedule — filling your calendar about twelve weeks ahead — and emails the teacher. Then come two more steps, so the enrollment ends with a bill.

Agreement

Send an agreement to sign first is on to start with. Use a template or Write a custom agreement. When the family signs, the first invoice is created and they go straight to payment — your countersignature is for your records. Switch it off to bill without an agreement.

Billing

Under Who is on this bill?, tick the students and Choose a product for each. Students ticked together share one document, with a line each. No product for it yet? New product makes one without leaving the wizard (it needs the Billing section). A promo code can be added when there is no agreement.

Finish with Send agreement, or — without an agreement — Create and send invoice. Any recurring product also becomes a recurring charge, billed on the 1st from then on. If your Stripe account is not connected yet, the button is Create invoice and the invoice is saved as a draft.

Not ready to bill?

Enroll without billing is on both money steps. The enrollment is already saved; no agreement and no invoice are created. You can bill later with Set up billing on the student's page or the family's page.

Who sees which steps

Enrolling needs the People section. The Agreement and Billing steps also need Documents: a manager without it enrolls with Create enrollment and the billing is left for someone who holds it.

Families can enroll too

A signed-in family can ask for another child to start lessons from their own portal, and families can book a first trial lesson online if you take bookings.