Enrollment day shouldn't be stressful. Because new terms start Closed and unpublished, you can build everything quietly, schedule the exact minute enrollment opens, and let TeachHero do the launch for you. Here's the checklist.
Step 1: Build the term
- Repeating last term? Open it and use Manage → Copy term — classes, programs, fees, and settings come along. Copying runs in the background, so give it a few minutes.
- Starting fresh? Follow Choosing a term structure first.
Then open the new term and sanity-check dates, Seats, Eligible student levels and Eligible age groups, and Require pre-registration under Edit term.
Step 2: Confirm the money and the paperwork
- Review fees on the term and on each class or program — see Setting up registration fees, tuition, and payment plans.
- Attach any required enrollment forms (waivers, medical info) to the term so they're completed before checkout.
- Optionally turn on a Welcome email on each class or program (its Details tab) so every new family gets a confirmation with first-day details — see Automatic Enrollment Email.
Step 3: Schedule who enrolls when
Want returning families or staff to get first pick? Use enrollment periods:
- On the term's Enrollment Periods section, click Add: name it "General enrollment", choose Everyone — the public period — and set Opens at to the day enrollment opens for everyone. Save. Early-access periods need this one to exist first.
- Click Add again: name it "Returning Family Early Access", choose Build an audience under Who can enroll during this period?, click Build an audience, and describe the group — Parents & guardians, narrowed to last term under Terms. It stays up to date on its own. (Already saved a group for this? Choose Saved groups instead.)
- Set Opens at to a week earlier than the public period, and save.
Anyone covered by a period sees exactly when enrollment opens for them; anyone not covered can't enroll. Skip this step entirely if everyone should enroll at the same time.
Deep dive: Enrollment Periods
Step 4: Go live
Work through the publish chain — all three layers matter:
- Open the term — Edit term → set Enrollment status to Open.
- Publish the term — Manage → Publish.
- Make classes and programs public — select them in the Classes and Programs lists and use the bulk Make public action. Each one's own Enrollment status needs to be Open too.
Note: If you scheduled enrollment periods, you can do all of this early — the periods keep enrollment gated until each Opens at time arrives.
If the enroll buttons still don't appear on your class and program pages, check Website & Portal → Design: in the Parent portal menu section, Enrollment must be on — and the portal itself must be enabled. See Turn the Parent Portal On or Off.
Step 5: Announce it
- Go to Communication → Emails and click New email.
- Add your audience with + Add audience — Build an audience narrowed to last term under Terms, or one of your Saved groups.
- Use Send test to check it in your inbox, then Send now — or Send later timed to when enrollment opens.
Deep dive: Creating an Email
Step 6: Watch it fill
- The Students list (filtered to the term) shows registrations as they land.
- Full classes take care of themselves: families join the waitlist and seats are offered automatically when someone drops.
- A family stuck or late? Enroll them directly — admin enrollment bypasses closed status, full seats, and periods. The charges go on the family's invoice right away; tick Hold as draft on the Enroll student form if you'd rather review them before the family sees anything.