Enrollment Events

An enrollment event helps you collect information from prospective families who are interested in enrolling at your school or organization.

Enrollment events are flexible and can be configured for registration only (collecting information and applications) or registration with bookings (scheduling enrollment meetings or interviews).

Choosing your enrollment format

Registration Only

Best when you:

• Want to collect enrollment applications or expressions of interest
• Need to gather family information and preferences
• Plan to schedule meetings separately after reviewing applications
• Have a rolling enrollment process

How it works: Families complete an enrollment form with their information. No specific appointment times are booked.

Registration with Bookings

Best when you:

• Want families to schedule enrollment interviews or meetings
• Need to meet with families before accepting enrollment
• Have limited admissions staff availability
• Want to control the enrollment meeting schedule

How it works: Families complete the enrollment form and book a specific time to meet with admissions staff.

Step 1: Create your event

Event ManagersAdministrators

Sign in to Schoolea and select Start an Event from the Events menu.

1. Choose Enrollment as your event type
2. Select your format (Registration only or Registration with bookings)
3. Fill in the basic details:
   • Event name - e.g., "2026-27 Enrollment"
   • Description - Information about your enrollment process
   • Event dates - Your enrollment period
   • Booking open/close dates - When families can apply or schedule meetings

tip

Enrollment events are often Public to make them easily accessible to prospective families. Use Private if you want to limit enrollment to invited families only.

Step 2: Set up your enrollment form

The enrollment form is the heart of your enrollment event. Customize it to collect all necessary information:

1. Go to the Registration Form tab
2. Add questions to collect:
   • Parent/caregiver information:
     • Names
     • Contact details (email, phone)
     • Address
   • Student information:
     • Name
     • Date of birth
     • Current grade/year level
     • Current school
     • Desired start date
   • Additional information:
     • Sibling information
     • Special needs or accommodations
     • Program interests
     • How they heard about your school
     • Emergency contacts

tip

Consider making some questions optional to reduce barriers to application. You can collect additional details later in the process.

Learn more: Forms & Custom Fields

Step 3: Add enrollment staff (if using bookings)

If you selected Registration with bookings, add admissions staff who will meet with families:

1. Go to the Staff tab
2. Add admissions staff or enrollment coordinators
3. Configure their schedules:
   • Available dates and times for meetings
   • Meeting location (or virtual meeting link)
   • How many families they can meet with per time slot

Step 4: Configure appointment settings (if using bookings)

For Registration with bookings events:

1. Set time slot duration (typically 30-60 minutes for enrollment meetings)
2. Configure booking limits
3. Add breaks for staff
4. Set up reminders for scheduled meetings

Step 5: Configure event settings

Review additional settings:

1. Event visibility:
   • Public - Anyone can access (recommended for open enrollment)
   • Private - Requires event code (for invited families only)
2. Email notifications - Configure what emails families receive
3. Follow-up - Set up feedback forms (optional)

Step 6: Publish and promote

Once your enrollment event is ready:

1. Change from Draft to Public or Private
2. Promote your enrollment:
   • Add to your school website
   • Share in community groups
   • Include in marketing materials
   • Email to inquiry list
   • Post on social media

Families can access the event at your event website.

Step 7: Manage enrollments

As families enroll:

• View all applications in the Attendees section
• Review enrollment form responses
• For booking-based events, view scheduled meetings in Bookings
• Export data to your enrollment management system
• Track application status separately (acceptance, waitlist, etc.)

tip

Export enrollment data regularly to ensure you have backup copies and can work with it in other systems.

Step 8: Conduct enrollment meetings (if using bookings)

For events with appointments:

• Admissions staff can view their meeting schedule
• Use check-in to track which families attended
• Take notes during meetings (use your own system - notes aren't stored in Schoolea)
• Collect any additional required documents

Step 9: Follow up and process enrollments

After collecting enrollments:

• Review statistics on applications received
• Send acceptance/waitlist/rejection notifications (outside of Schoolea)
• Contact families who started but didn't complete enrollment
• Close enrollment when capacity is reached

Tips for successful enrollment

• Keep forms mobile-friendly: Many families will apply from their phones
• Set clear deadlines: Communicate when enrollment closes
• Respond quickly: Acknowledge applications within 24 hours
• Provide status updates: Let families know where they are in the process
• Make it accessible: Consider translation for families who speak other languages
• Simplify the process: The easier you make enrollment, the more families will complete it

Rolling vs. period enrollment

Period enrollment:

• Set specific enrollment windows (e.g., "January 1 - March 31")
• Use event dates to control when enrollment is open
• Good for schools with limited spaces and competitive admissions

Rolling enrollment:

• Keep enrollment open year-round
• Use a single enrollment event with distant end dates
• Good for schools that accept students throughout the year