Creating a Course

Helpdesk -


To create a Course, hover over Subscription Options in the main menu and select Course.

From the tool bar, select 'Add new course'.


Step 1

Name of Course

For example, Summer Academy

When members pay for this Course, is it a:

  • One-off payment
  • Recurring payment
    If it is a recurring payment, you will have the option to set the frequency of Monthly, Quarterly, Bi-annually and Annually.

So, for example, John Smith registered for the Course on the 15th June and the renewal frequency was set Annually, John would receive an automatic renewal notice on the 15th June the following year.

If your account has been setup to take payment by Direct Debit, by default, the system will require members to pre-authorise payment by Direct Debit, so each time money becomes due, it will get automatically collected and reconciled.

If your account is not setup to take payment by Direct Debit, then the system will require members to pre-authorise payments via PayPal. The limitation here is that PayPal's pre-authorisation agreements only run for 12 months so not so good for annual memberships that auto-renew.

Limit the number of attendees that can join this course?

If you have limited space for the Course, you can set the maximum number of people that can register.

If you want the system to add people to a waiting list once the maximum number has been reached, you can by selecting 'Yes' to the question 'When full, give perspective members an option to join a waiting list?'

People registering after the maximum number has been reached will be added to the system group 'Online registrations awaiting approval' (you can view that group under the main menu option 'Members'). Once you have approved the person from there, they will be added to the waiting list.

Note, if the course becomes full, people registering for the course will be notified at the point of registration, so they can decide whether they want to continue or not.

Step 2

Cost of this course

Self-explanatory that one!

Offer an early payment discount?

To encourage members to pay on time you can offer an early payment incentive. You can set a percentage or an amount and select the date in which this applies on and before. After the date expires, anyone that's not paid for the course will be charged the full cost.

This can also be used for automatic late payment fees. If the cost of the course lists the total price to pay if paid late, then the discounted amount will be the usual fee price until the date expires. After the date has expired, the additional amount will automatically apply for those who have not yet paid.

Allow attendees to pay by instalments?

To help spread the cost, you can allow attendees to pay by instalments. If attendees opt to pay by instalments, they are required to pre-authorise future payments (click here for info on pre-authorisation).

You can set the number of payments attendees can spread the cost over and the frequency, for example, Monthly. Each time an instalment is due, the system will generate a payment request, collect and reconcile the money.

You can choose to notify the attendees of this request when setting up the instalment notification email template (described later in this article).

Add an additional cost for members paying by instalments?

You can levy an additional fee to the cost for those opting to pay by instalments. This fee is spread over the number of instalments.

Ask members to pre-authorise payments?

This option is applied only to those who choose to pay in full rather than in instalments.  

The option is useful for collecting further payments on an on-going basis so each time you request money, the system will collect and reconcile the payments.  You can choose to make it mandatory, optional or not display the option at all (hides it from the check-out page).

Step 3

Display the option for prospective members to register for this course on your registration form
This option allows you to publish the Course on the registration form of the Groups / Categories selected in the question above.

Display this course as a standalone option for prospective members to register for on your online registration page?
Select this option to display the Course in the main dropdown list of items to register for via the registration page.


Take payment at the point of payment?  

Selecting Yes will require attendees registering via the registration page to pay at the point of registration.  Selecting No will put the attendees in to the group 'Online registrations awaiting approval' for you to approve and request payment from.  For information on approving registrations, click here.


Display the option for members to register for this course in the members online account?
Select 'Yes' if you wish to display the Course in the members online account payment page. This is useful when you would like members to register themselves onto a course you are running rather than members being added manually by an administrator.


When attendees pay, move or copy them to a new group?

You can choose to select one of two options when an attendee pays in full for the Course; Copy or Move them to a group. These options are useful if you want to be able to group together all the paid attendees for quick reference. 

Members would be moved/copied to this group once their payment has either been recorded as payment has cleared though your payment option or paid offline.


Display the form for this Course in the members/attendees online account?

Because members/attendees can be associated to any number of Categories, Classes and groups and each one can have a different form, when the member/attendee logs in to their online account, we provide you with the option to select whether you want them to see the form for the Course they are in.  Typically, the answer will be YES here.


Step 4

Email Templates

Each Course comes with its own set of email templates that are used when the system sends automated emails out.  

The email templates available depend on some of the settings entered during the setup of the Course.  For example, the instalment notification email template will only show if you have opted to receive payment by instalments.

All email templates are customisable and give you the option to select who they should come from, what the subject header should be, insert field data and add an attachment.

Here's a full list of templates:


Payment request email template

This email template is used when requesting payment from members/attendees added to the Course.  Added to the Category could mean adding someone individually, importing members via a spreadsheet or approving people that have registered online.  Each of those processes will purge the system to ask if you want to generate a payment request and this email will be used to request payment.


Welcome email template for people registering online

As the description suggests, this email template is sent to people registering online.  The default text of this email templates differs depending on whether you have opted to take payment at the point of registration or you want to vet people before approving their membership.

Note, this email template will not be available if you have selected 'No' to the option 'Display this course as a standalone option for people to register for via the registration page'.


Overdue payment reminder email template

There is an option to switch this feature on and set after how many days the reminder should be sent.


Renewal notification email

For Courses that automatically renew, this email template is used to send the renewal notifications to members. Includes the option to switch on / off the notifications.


Instalment notification email template

For Courses that have the option to pay by instalments, this email template is used to send instalment notifications to attendees. Includes the option to switch on / off the notifications.


Once you've inputted the settings for the Course, you can 'Save' or 'Save and build form for this Course’.  The latter will link you through to the form builder page.


Have more questions? Submit a request


Powered by Zendesk