Program Setup

About Enrollment

The Enrollment feature allows you to create and manage the application process for students interested in attending your school or program. It simplifies the process by automatically generating customized applications, and by providing easy review and onboarding of submitted applications.

Creating an Enrollment Program

Follow these steps to set up an enrollment process:

1. Create a New Program

To create a new enrollment program,

1. Navigate to the Enrollment section and click + Add New Program.
2. Enter a specific name for your program (e.g., "[School Name] Fall Semester 2026").
3. Add Admission information as needed, such as the name and email of the person managing the admission process.
4. Select the Question Set and Application Type.
5. Choose an existing Session or create a new one.
6. Determine if enrollment should be open.
7. Click Create to access your program and start adding details and options.

2. Setup Program Description

Once your enrollment program is created, you will need to set up the program description, options, application questions, and settings.

• Public Banner: Go to the Public Banner tab to fill in the relevant details about your program for potential applicants to view. Be sure to save changes. View the preview of your public banner at the right.
• Program Options: In the Options tab, create program option (e.g., Half-Day Enrollment, Full-Day Enrollment). Link these to classrooms. See the Program Options help doc for more info.
• Questions: Once your options are set up, you can customize the application questions in the Questions tab by selecting included and required fields and adding custom fields or extra forms. See Application Setup for more info.
• Payments: Configure the payment options available on the application in the Payments tab.
• Settings: Go here to manage admission information, application fee, status change emails, and submission emails.

3. Open and Share the Application

• Open: To open an enrollment program, go to Settings and toggle "Open Enrollment" on. You can choose to open it only for existing guardians (such as in the case of an application for returning families), or for the public.
• Share: To share a public enrollment application, click View Application Form, copy the url, and share it with potential applicants through email, social media, or your website.

4. Manage Submitted Applications

Submitted applications will appear in the Applications tab with the Received status. Review each application and change its status. You can send custom email notifications to inform applicants of their status.

If an application is Accepted, onboard the applicants into your Spark platform.

• Use the application data to create new Spark records or to sync data to existing records.
• Enroll students in the session and roster them into their selected options.
• Create the family's billing account and charges.

See Applications Received for more info.

Public Banner

The Public Banner tab lets you enter information about your enrollment program that will be visible to applicants. You can include as much or as little information as you like, depending on what your program requires.

The public banner includes several sections. You can reorder these sections as desired. If you prefer to leave a section off the public banner, simply leave its information blank and it will not be displayed.

The public banner sections include:

• Program Basics: Enter key program details such as school website and application deadline.
• About This Program: Provide an overview of your program.
• Promotional Images: Upload images that show off your program.
• Attachments: Upload files you'd like to share with applicants. These might include brochures, program calendars, or welcome letters.
• Program Options: Choose whether or not to display this program’s options in the public banner. Options will always be shown on the application for selection.
• Admission Process: Provide details on how the admission process will proceed for applicants.
• Curriculum Description: Describe the curriculum your program uses.
• Religious Affiliation: Describe your program's religious affiliation.
• Typical Day: Describe a typical day within your program.
• Philosophy: Explain the educational philosophy of your program.
• Handbook Link: Add a link to your program's handbook.

Settings

Access your program settings by clicking the Settings button in the top right corner of any enrollment program screen. Settings include:

Program Basics

Edit the program name and admission manager info, application type, and control whether the program is open for applicants.

Application Fee

Set an optional or required fee (requires online payments to be enabled).

Tuition Instructions

Explain tuition requirements to applicants: amounts, payment options, etc. Tuition is not collected through the application, but must be collected later once the applicant is accepted to the program.

These instructions appear at the bottom of the application on single-page applications, and on the last step in multi-page applications.

Email Templates

All emails sent to applicants through the Enrollment feature can be customized here.

The following email templates are available:

• Application Submission Receipt – Sent when an enrollment application is submitted without a payment.
• Application Submission with Payment Receipt – Sent when an application is submitted along with a fee payment.
• Application Status Change – Sent when the status of an application is updated (for example, Accepted or Waitlisted), notifying the applicant of the change.