Having on-going classes where the participants are registered until they actively opt-out is probably the easiest and most lucrative form of running your terms. Especially when combined with recurring payments. Do note though that this often forces you to run monthly terms which makes it possible for participants to opt-out with a months notice (as opposed to up-front payment for quarterly or bi-quarterly terms) and you might also end up increasing your administration.
When the time comes to start planning for the next term there will be multiple ways of handling it. Here we describe the method that gives you the by far best retention rate: Proactive offer for all current participants
Evaluate and register all participants' level for the next term via Star Tracker. You will primarily use the buttons *1* *2* og *3* but you can enhance the control and information by also using qualifications. (See separate FAQ for the use of the Star Tracker.)
Pull the report 'Promotions group/activity' for individual facilities to overview of the need for number of activities at the different levels/groups. This report can also show the entire company if you for some reason should want that.
In this report you find the sum of marked digits for the groups: Totalt number of participants in all the groups activities = 113, 70 move up to next level, 43 stay at the current level and 0 end their registration.
Note that if the numbers at 1, 2 and 3 doesn't add up to the total then certain participants level needs to be registered. In the example we have 70+43+0=113 so all participants are registered.
Under the activity-group you'll find information for every activity.
Pull the report 'Promotions group/activity/participants' to run through or overview the situation for all participants.
In the top marking in the image you'll find the same information as the group in the previous example. In the same way you find information (underlined) for all activities.
The different is that in this report you'll find all individual participants with exact information on who's on which level. You use this individual information when you register the correct activity for the next term.
It is important that you under 'Admin' 'Closing days' register all Holidays and other closed days for your business/facility before the schedule for the next term is registered. This will save you a lot of time and error correction.
Register the exact schedule for the coming term.
Adjust the schedule for errors and changes
Go through all activities/participants levels from bullet point 2 and copy all participants to the new term via 'Activity' 'Registration' 'Copy Cust' where you can batch copy participants from each activity.
Go through everything for errors and corrections
Send all invoices via 'Admin' 'E-Invoice'
Note that you might have to give customers the option of passive opt-out to stay within the scope of consumer rules in several (European) countries.
When you have sent invoices you will experience participants who haven't paid by the due date. You can then send a polite and descriptive reminder for the unpaid invoices and when this second due date passes you un-register the unpaid registrations.
A tip for enhanced win-back is to collect (register on waitlist) all these un-registered people in a separate activity and then send service mails about the un-enrollment and how they can re-enroll in your school.