Setting up/Updating the Site and Registration Flow
- Administrator
- Jul 25, 2024
- 6 min read
Updated: Mar 10
To make registration smooth for users and to ensure that we’re able to catch every info at a timely manner, we use these 3 applications:
- Wix (our website)
- Jotform (enrollment and payment forms)
- Google Sheet (tracker for student support reps)
We adjust the registration flow for the following reasons:
Updating the Early Bird Pricing as Scheduled We lessen the early bird discount we've applied in our programs every week as we approach an upcoming program's Day 1.
Updating Limited Spots Left Programs tend to fill up at the end of each campaign season. We make sure that the number of remaining slots is explicitly stated on the site and registration forms.
Updating Site for New Programs In the middle of each season, we start adding new programs on site.
Updating Site for Cancelled/Delayed Programs Programs tend to be cancelled when there are not enough students to cover a class. Refer to the checklist to ensure all elements are updated.
Setting up a well-structured enrollment and payment system for Movers and Shakers is important for ensuring administrative efficiency. Most importantly, a robust system provides our students with a positive and seamless experience, contributing to their overall satisfaction and engagement with our dance programs.
The current registration and payment system was created using Jotform. This SOP will discuss in detail how the system was created.
The Post-Purchase Registration-Payment-Upsell Flow
This workflow illustrates a user's pathway through the registration flow and serves as the primary reference for the system design. (Please take note in Aug 2024, we added Friend Referral and Student Interview form to the flow.)
Below are the forms used in the registration flow:
Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet)
Jotform Builder: https://www.jotform.com/build/233521035675453
This form is the enrollment form, which serves as the lead capture.
Conditions
The conditions show a variety of logic that allows us to pass the info to another form later, depending on what the user chooses as their program. Check the logic here:
Thank You Pages
There are three Thank You pages for the Enrollment form, as indicated in the above diagram. In cases where there is more than one thank you page, we can add the other thank you pages in the conditions and set up the logic.
Post-purchase Flow MaS Payment (regular payment, no upsells)
Jotform Builder: https://www.jotform.com/build/233521581079457
This form serves as the regular payment form for MaS. This is the payment form used when a student enrolls in a MaS program but opts to pay at a later date. It has Venmo, Stripe and Zelle options.
Conditions
The conditions show a variety of logic that allows us to pass the info to another form later, depending on what the user chooses as their program. Check the logic here:
Thank You Page
https://www.moversandshakersdance.com/payment-confirmation
Post-purchase Payment MaS Upsell (TY page goes to 101 upsells)
Jotform Builder: https://www.jotform.com/build/233521511699458
This form is used for making payments for a MaS 101 program. Only uses Stripe because it allows us to offer discounts and practice session upsells and allows us to charge their account automatically.
Conditions
The conditions show a variety of logic that allows us to pass the info to another form later, depending on what the user chooses as their program. Check the logic here:
Thank You Pages
This form has two thank you pages.
Post-purchase Payment MaS Upsell (for two 101s)
Jotform Builder: https://www.jotform.com/build/233521252553449
This form is used for making payments for two 101 programs. It's set up to automatically apply a $100 discount when the user opts to enroll in both programs. Only uses Stripe because it allows us to offer a practice session upsell and allows us to charge their account automatically.
Conditions
The conditions show a variety of logic that allows us to pass the info to another form later, depending on what the user chooses as their program. Check the logic here:
Thank You Page
Post-purchase Flow MaS Upsell (offer 101 discount)
Jotform Builder: https://www.jotform.com/build/233527776224461
This upsell form offers a $100 discount to students who enroll in two 101 programs. In this form, we ask the user if they want to enroll in another 101 program for a $100 discount. If they choose yes, the other program's schedule will be shown to them. Only uses Stripe. If they choose to redeem the $100 discount, an email will be sent to them confirming their purchase:
Conditions
The conditions show a variety of logic that allows us to pass the info to another form later, depending on what the user chooses as their program. Check the logic here:
Thank You Page
Post-purchase Flow MaS Upsell (offer practice)
Jotform Builder: https://www.jotform.com/build/233527615006451
This upsell form offers a $49 fee for students who want to participate in an organized practice session every Fridays. In this form, we ask the user if they want to subscribe to our organized practice sessions.
Conditions
The conditions show a variety of logic that allows us to pass the info to another form later, depending on what the user chooses as their program. Check the logic here:
Thank You Page
Below are the integrations to setup and connect to Jotform:
Jotform to Zoho CRM
We use Jotform integrations to automatically log our lead's name, email, and academy location to our Zoho CRM. It can be set up on Settings > Integrations > Zoho CRM. We also need to add other relevant info such as "Notes" so that we can track our lead's information.
Jotform to Zoho CRM is done for the enrollment and all payment forms.
Jotform to Google Sheets
We also have Jotform to Google Sheets integration to track our students' enrollment and payment history. It can be set up on Settings > Integrations > Google Sheets.
This is also done for the enrollment and all payment forms.
Zapier
For more complex automation processes, we use Zapier. It also serves as another tool to ensure that our leads' data (from the enrollment and payment forms) are passed to our Zoho CRM.
Check out the Zaps for our enrollment and payment forms here: https://zapier.com/app/zaps/folder/1938535
Updating/Editing Registration-Payment-Upsell Flow
Watch the virtual shadowing videos below to learn more about updating the site and registration flow.
Updating the site and registration flow
Note:
If it helps, here's another virtual shadowing video for editing registration flow.
Forms to update (Jotform):
Enrollment form - Purpose of the form: This is the form used in /enroll page of MaS site where users enter their information before they are able to pay for their desired programs. - Need to check: Program options, schedule and spots left (if applicable), conditions that pre-populates the hidden fields to make URL parameters work
Payment form (they will be offered practice sessions after paying) - Purpose of the form: If users select any program in the enrollment form, they will be directed to this payment page that only allows card payments. Once card payment is completed, they will be asked to opt-in for practice sessions afterwards. - Need to check: Program price and descriptions, shipping fee, summary table, conditions that pre-populate the hidden fields to make URL parameters work
Payment form (enrolled for both 101 programs) - Purpose of the form: If users select BOTH Bachata 101 and Salsa 101, they'll be directed to this page where big discount is applied for doing both beginner programs at the same time. Only card payments allowed. They will be directed to the practice offer page where they can opt-in for practice sessions afterwards. - Need to check: Program price and descriptions, shipping fee, summary table, conditions that pre-populate the hidden fields to make URL parameters work
Payment form (regular payment form, standalone) - Purpose of the form: This page is not associated to the enrollment form, but users who partially registered but didn't pay yet can go to this page to lock in their payment and complete enrollment. They can choose other payment methods aside from card. - Need to check: Program price and descriptions, shipping fee, summary table, conditions that pre-populate the hidden fields to make URL parameters work
Offer form (invitation to enroll for the other 101 program) - Purpose of the form: After a user enrolls and completes payment for a single 101 program, they will be directed to this page where they can opt-in to doing both 101 programs for a big discount. - Need to check: Program price in the text, program schedule, conditions that pre-populate the hidden fields to make URL parameters work
Offer form (invitation to join practice sessions) - Purpose of the form: After a user registers and pays, they will be directed to this page where they can opt-in to join practice sessions. - Need to check: Practice session time.
Updating Wix CMS for Price Updates
Watch the video below
Updating Wix CMS for Remaining Spots Updates
Watch the video below
Updating Wix CMS for Program Detail Updates
Watch the video below
