Welcome to the fourth Admissions/Leads webinars. This webinar will be a detailed training on how to work with your BigSIS Online Contracts, including adding your contract to your lead enrollment configuration, your options for releasing contracts, how parents fill out a contract in the portal, and how to track your contracts.
Our primary goal for the training is to make sure you have a full understanding of the L.E.C. and how it affects your contracts and default line items added to contracts when they are created. You will also learn how you release your contract to parents manually or via your admissions portal, how to invite your parents to sign up and fill out the contract in the portal, how to set up email alerts for your contract and how to track your contract via the Submitted/Pending Contracts table.
We also plan to cover more advanced material at the end of the training on how to edit your contract forms. This will include a look at how to copy your existing contract, basic form options, how to add widgets to your contract, and how to make edits to your existing widgets. BigSIS has helped build many schools contracts so getting some of the editing basics can really help vault your knowledge to the next level.
Click here for our extensive Admissions/Leads Help Center that will have all accompanying help articles.
Session 1: Admission/Leads Overview
Session 2: Customizing Inquiry Form & Module Configuration
Session 3: Online Applications
Session 5: Tuition Management / QB Sync
PRO TIP! If you'd like to skip to where each topic is discussed in the recordings, skip to the following timestamps listed. 
Click here for the Online Contracts Recording
- Contracts Used in Your Lead Enrollment Configuration (L.E.C) (9:30)
- We start with how the L.E.C can help dictate what line items are added automatically to contracts based on the school year and program.
- Line items are the financial elements of a contract. For example, charges (tuition, fees, tuition insurance), discounts (tuition assistance, scholarship, sibling, and teacher discount, and deposits. (We will go into more detail in the next section.)
- The next concept is options within a L.E.C.; Programs for Enrollment and Programs for Re-Enrollment.
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- Programs for Enrollment are used for new enrollment students.
- Programs for Re-Enrollment are used for re-enrolling students.
- When you create contracts for enrollment students you can do so on the fly as you need to, whether 1 or more.
- Re-enrollment contracts will be created en masse for all returning students at one time via your re-enrollment tool.
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- Editing a Lead Enrollment Configuration for One Program
- We start with how the L.E.C can help dictate what line items are added automatically to contracts based on the school year and program.
- Line Item Templates (11:25)
- Line item templates are created so that you can easily add them to a L.E.C. when you need to (e.g., setting up your first L.E.C OR adding new line items to your existing L.E.C.) OR so that you can add them to contracts on the fly as needed.
- For example, Early Childhood programs often have line items that are added on the fly based on the days of the week or time of the day they attend, OR discount line items will be added on the fly many times and may change from year to year.
- Edits to line item templates will never affect line items that are already added to a L.E.C. or contract.
- How to Add or Edit Lead Contract Line Item Templates
- Line item templates are created so that you can easily add them to a L.E.C. when you need to (e.g., setting up your first L.E.C OR adding new line items to your existing L.E.C.) OR so that you can add them to contracts on the fly as needed.
- Adding Line Item Templates to Your L.E.C. (19:25)
- Let’s start with the fact that some schools will already have line items in there L.E.C’s so you will want to edit those from the L.E.C.
- When creating your first L.E.C. or adding new line items to a L.E.C. you will want to use a line item template.
- When possible, bulk add line items to several programs at one time. If needed you can edit any program and add one or more line items.
- How to Tie Contract Line Items to a Lead Enrollment Configuration
- Lead Contract Payment Schedules (23:00)
- Payment schedules will dictate the frequency and dates that someone will pay what they owe the school.
- You may have as many payment schedules as you would like per academic year. Each payment schedule can have fee’s or discounts and can have as many payment dates as you need.
- How to Create or Copy Lead Contract Payment Schedules
How to Edit Lead Contract Payment Schedules
- Creating Contracts, Adding Line Items on the Fly and Releasing Them to Parents/Guardians in the Portal (34:40) (PRO TIP! Jump to minute 49 for re-enrollment!)
- There are two primary methods for creating contracts.
- On the fly as you need to; whether 1 or more for enrollment or re-enrollment leads.
- Re-enrollment contracts will be created en masse for all returning students at one time.
- To start we will look at creating contracts on the Leads table for new enrollments.
- You will have the option to create one or more contracts. You also have the option to split contracts as well as add line items on the fly.
- Using the Re-Enrollment Tool
Quick Instructions for Using the Re-enrollment Tool (Grades)
Quick Instructions for Using the Re-enrollment Tool (Early Childhood)
How to Create Contracts Manually
How to Release Enrollment or Re-Enrollment Contracts to Parents
How to Add/Edit Contract Line Items from the Leads and Re-enrollment Leads tables
- There are two primary methods for creating contracts.
- Tracking Contracts via the Submitted/Pending Contracts Table (1hr)
- Tracking contracts is one of the most important aspects of the admissions process. Knowing who has a contract, who has started one versus who has completed one, when did they start it, downloading them, and so much more.
- Using the Submitted/Pending Contracts Table (with visual aids)
Using the Submitted/Pending Contracts Table
- Tracking contracts is one of the most important aspects of the admissions process. Knowing who has a contract, who has started one versus who has completed one, when did they start it, downloading them, and so much more.
- Emailing Parents To Notify Them that Their Contracts are Available in the Portal (1hr 03 minutes)
- Once you are ready to release your contract you will need to email your parents to notify them that contracts are available in the portal.
- Take a moment to review your email templates and you will be all set to notify parents whenever you are ready to release contracts.
- How to Edit Email Templates
Inserting Images to Emails/Templates
Adding or Editing Email Signatures
- Filling Out a Contract in the Portal (1hr 05 minutes)
- You need to be the expert on everything a parent experiences and you need to know what your contract looks like in the portal. That leads us to our next demonstration; filling out the contract in the portal.
- Remember the contract we created is based on the L.E.C., line items we may have added to the L.E.C.
- How to Fill out a Contract in the Portal
- How to Edit Your Contract (1hr 25 minutes)
- Editing your BigSIS contract is something that some admins will want to dig deeper into and add to their bag of tricks. This section is for you.
- First, we will look at how each contract will have its own email alert to notify the appropriate people. This alert is a bit different than the public inquiry submitted alert and will be done directly from the contract.
- Next, we will cover the general basics of editing a contract including how to make a copy of an existing contract.
- How to Copy a Contract
- Key Takeaways
- Using setup tools like the L.E.C., client settings, and portal setup to prepare your contracts and portal for users.
- Different methods for releasing your contracts to parents including how to use the re-enrollment tool.
- How to fill out the contract in the portal just like parents.
- How to track your contracts via the Submitted/Pending contracts Table.
- How to copy and edit your contracts.
- Other Helpful Articles:
- Preparing to Release BigSIS Contracts
- How to Test Lead Contract MPF's
- Quick Reference Guide for Using Re-enrollment Leads
- How to Split Contracts When a Lead Already has a Contract
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