Auto re-enrolment renewals

Step-by-step instructions

1. Time the renewal

   • Aim to start around one or two weeks before the current block ends.
   • Handle people who book after you start this process separately.

2. Create the next block

   • In Group Overview, choose Options → Add Date Block → Copy from and select the most recent block.
   • Set both Link to attendees and Use auto re-enrolment to Yes.
   • Update the name, dates, times, capacity and booking visibility settings.

3. Review dates and price bands

   • Select Next, remove any half-term or non-teaching dates and check the last session.
   • Select Next again and review the copied full-block and trial options.
   • Set a price for built-in single-session trials if you use them, then select Finish.

4. Check the auto renewal email

   • Before sending, review Business → Company Settings → Email → Re-enrolment Emails → Auto Renewal Email.
   • Explain when you expect to charge cards and how families can opt out.
   • Avoid changing fields in curly brackets.
   • The new block does not appear on the booking website until you send the auto renewal emails.

5. Choose who to renew

   • Select Send Auto Renewal Emails and enter the default cost per session.
   • Review each person’s total and adjust individual amounts where needed.
   • Include the full-block attendees you intend to renew.
   • Untick a trialist if you may add them later, or remove them if they should not enter this process.
   • Send the emails and stay on the screen until every row has finished.

6. Allow time to opt out

   • Families can opt out using the link in their email.
   • If someone asks you directly not to renew them, remove them from the renewal list.
   • The recording suggests returning about a week later, after giving families the notice described in your email.

7. Charge cards and re-enrol

   • Choose Re-enrol Attendees and check the remaining people and charges.
   • Select Charge Cards and Re-enrol, then keep the screen open until processing finishes.
   • A successful row shows as renewed.
   • If a payment fails or needs authentication, the family is emailed a link to finish the booking manually.

8. Review exceptions

   • Open View Re-enrolments to see cancelled, completed and outstanding cases.
   • Follow up failed payments or authentication requests.
   • The status updates when a family completes the booking.