Term Rollover

Prior to Rolling over the term

Before your term rollover, you can inform your current customers of next term’s rollover dates and give them the opportunity to let you know if they’re not planning to return next term.

Email your customer

You can send an email out to all your customers informing them that the rollover for the next term is taking place on a certain date. An example of an email is included in this Category

To create the email, select ‘Email Templates’ under ‘Emails & Notifications’ followed by ‘New Template.’

Below is an example email that you can adapt as needed.

Update customer information

  • If a customer advises you that they are not returning, go to the students 'People' page 
  • Under Bookings, click on the rotating circular arrows and select 'Do not re-enroll'

This will ensure that when the term is rolled over, this customer is not included.

Update Emails to Disable

Disable the relevant automatic emails so that customers don’t receive booking confirmations or invoices before you’ve had a chance to move the bookings around.

  • Go to 'Settings' and under 'Emails & Notifications' click 'Configure Events'
  • Edit each email, such as 'New Bookings', 'Move Bookings' and 'New Invoice'

Turn off Move Bookings

Whilst you are updating your timetable, you will want to stop customers from moving their bookings

  • Under 'Settings', scroll down to 'Customer Accounts' and click 'Customer Accounts Settings'
  • Under 'Bookings' find 'Restrictions of course/page changes', then click the dropdown menu and select 'No changes allowed'

Update Online Bookings

Whilst you are working on your term, update your Online Bookings to make sure none can be booked into.

  • In 'Settings' find 'Courses & Programmes' and click 'Configure courses'
  • Click 'Edit' next to each course and scroll down to 'Online Bookings'
  • Under 'Mode' change to 'No online bookings'

Disable Automatic Payments 

Before you roll the next term over, it’s a good idea to disable automatic payments so you can conduct a few checks on accounts to ensure bookings and fees are correct.

  • In 'Settings', scroll down to 'Account' and click 'General Settings'
  • Under 'Payments', change 'Process Automatic Payments' to 'Disabled' and click 'Update'

Add Facility Closure Dates

Ensure that customers are charged correctly when there is a closure day. To add closure dates:

  • Go to 'Settings' and under 'Facilities', select 'Configure facility closure days'
  • Click 'Add New Closure Day'
  • Add the name of the closure (such as ANZAC Day), add the date plus end date if it's multiple days (such as Easter Weekend)
  • Set the 'Mode' to 'Cancel sessions & do not charge'
  • Under 'Move behaviour', select 'Normal move'
  • Add a time(optional) and select your facilities and courses
  • Add a description (optional) and click 'Confirm'

Update Pricing

If you are increasing your fees for the next term, you need to update your pricing prior to rolling over the term.

  • In 'Settings', scroll to 'Packages & Purchasing' and click 'Configure packages, pricing and availability'
  • Next to each package, click 'Manage pricing'
  • Click the 'Add New Pricing Option' button (do not delete previous and current pricing)
  • Fill in the fields with your new pricing and click 'Confirm'
  • Repeat for all package

Create the New Term

You can now create your new term. We recommend only creating the next term - don’t add any more.

  • Go to 'Settings' and under 'Scheduling' select 'Terms'
  • Click 'New Term'
  • Enter the start date of the term
  • Enter the end date, and where possible, add the date for the last Sunday even if you don't run lessons
  • Under 'Re-enrol policy', select the relevant one for your business from the options below:
    • Re-enrol all customers and staff. Raise fees on the first day of term.
    • Re-enrol all customers and staff. Raise fees immediately.
    • Re-enrol staff only, cancel all regular bookings for customers
    • Only create sessions, do not re-enrol staff, cancel all regular bookings
    • Do not create sessions for new term. New term starts empty (not recommended)
  • Select the facilities and courses
  • Click 'Confirm'Udio will now start the process of rolling theorem over, showing a status of pending activation. During this time, you can update the information but once the term is activated, no changes can be made.

The activation process can take a few hours to complete.

Once the term is activated

Once the term is activated, you can make all the necessary changes to the timetable.

Email customer confirmation

When your timetable is complete, you can notify your customers via email.

Below is a sample template that you can use. To create the email, go to ‘Settings’ and select ‘Email Templates’ under ‘Emails & Notifications’ followed by ‘New Template.’

Remember to update the following

Once you’ve completed the above and your new term is activated, remember to re-enable the following:

  1. Automated Emails
  2. Move Bookings
  3. Online Bookings
  4. Enable Automatic Payments

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