Setting Up Enrollment and Payment Flow Using Jotform
- Administrator
- Jan 11, 2024
- 3 min read
Updated: Jul 25, 2024
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.
Setting Up the Post-Purchase Registration-Payment-Upsell Flow
The current registration flow includes the following forms:
Jotform Builder: https://www.jotform.com/build/233521035675453
This form is the enrollment form, which serves as the lead capture.
Jotform Builder: https://www.jotform.com/build/233521581079457
This form is used for making payments for any MaS dance program.
Jotform Builder: https://www.jotform.com/build/233521511699458
This form is used for making payments for a MaS 101 program.
Jotform Builder: https://www.jotform.com/build/233521252553449
This form is used for making payments for two 101 programs. It applies a $100 discount.
Jotform Builder: https://www.jotform.com/build/233527776224461
This upsell form offers a $100 discount to students who enroll in two 101 programs.
Jotform Builder: https://www.jotform.com/build/233527615006451
This upsell form offers an organized practice session for $49, lasting for 10 weeks.
The Registration Flow
This workflow illustrates a user's pathway through the registration flow and serves as the primary reference for the system design.
Setting Up the Forms
Refer to these video tutorials for creating a form in Jotform.
We used Jotform widgets to collect essential information from users, such as their name, phone number, email address, and the program they're enrolling in. To view this information for each form, please visit the Jotform builder of each form.
Next, we set up conditions to make our forms dynamic based on what users input/choose. Conditions are rules that determine when things happen in the form. You can find and set up conditions under Settings > Conditions.
After creating each form to collect user data, we connect them so info passes from one to another. This saves users from entering the same details repeatedly. This tutorial is helpful in passing info from one form to another. Passing info can be done using the Thank You page of the form which can be found on Settings > Thank You Page. In the flow, we pass info for the student's name, email, and program code which allows us to track a student's enrollment and payment history.
The above method was used to set up each form so that the correct info is collected from the user. Here's a summary of the data added to each form. We'll also discuss later how we set up the flow.
This form serves as the enrollment and lead capture form.
We set up the form so that it collects the dance program they're interested in, contact info, and signature.
We also collect info such as their partner's info, which is only accessible when they choose to come with a partner.
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: https://www.jotform.com/build/233521035675453/settings/conditions
We add autoresponder emails that are sent to the user with all their program details; another email sent to their partner, and a notification email sent to Danny. Check the emails here: https://www.jotform.com/build/233521035675453/settings/emails
Finally, the Thank You page is set up so that when the user clicks submit, the user is redirected to this form. In this case, 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.
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.
We set up the form so that there are three payment methods - Zelle, Stripe, and Venmo.
We configured the form to collect the user's email, as this is the key parameter we use for matching their records in the CRM.
Check out the conditions and logic here: https://www.jotform.com/build/233521581079457/settings/conditions
Check out the autoresponder email here: https://www.jotform.com/build/233521581079457/settings/emails
The thank you page goes to https://www.moversandshakersdance.com/payment-confirmation
This form is used for making payments for a MaS 101 program.
We configured the form to collect the user's email, as this is the key parameter we use for matching their records in the CRM.
This payment form only offers a Stipe payment form because it allows us to offer discounts and practice session upsells and allows us to charge their account automatically.
Check out the conditions and logic here: https://www.jotform.com/build/233521511699458/settings/conditions
Check out the autoresponder email here: https://www.jotform.com/build/233521511699458/settings/emails
This form has two thank you pages.
Setting Up the 01 Post-purchase Payment MaS Upsell (for two 101s - $698
This payment form is for enrolling in two MaS 101 programs. It's set up to automatically apply a $100 discount when the user opts to enroll in both programs.
The name, email address, and program code are passed from the enrollment form.
This payment form only offers a Stipe payment form because it allows us to offer a practice session upsell and allows us to charge their account automatically.
Check out the conditions and logic here: https://www.jotform.com/build/233521252553449/settings/conditions
Check out the autoresponder email here: https://www.jotform.com/build/233521252553449/settings/emails
This form's thank you page is https://form.jotform.com/233527615006451?name[first]={name:first}&name[last]={name:last}&programs={programs}&email={email}.
Setting Up the 01 Post-purchase Flow MaS Upsell (offer 101 discount)
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.
Check out the form's conditions and logic here: https://www.jotform.com/build/233527776224461/settings/conditions
If they choose to redeem the $100 discount, an email will be sent to them confirming their purchase: https://www.jotform.com/build/233527776224461/settings/emails. The admin is also notified about their purchase.
The thank you page of this form is https://form.jotform.com/233527615006451?name[first]={name:first}&name[last]={name:last}&programs={programs};{GetOffer}&email={email}
Setting Up the 01 Post-purchase Flow MaS Upsell (offer practice)
This upsell form offers a $49 fee for students who want to participate in an organized practice session every Friday.
In this form, we ask the user if they want to subscribe to our organized practice sessions.
Check out the form's conditions here: https://www.jotform.com/build/233527615006451/settings/conditions
If they choose to subscribe to the organized practice session, an email will be sent to them confirming their purchase: https://www.jotform.com/build/233527776224461/settings/emails. The admin is also notified about their purchase.
The thank you page of this form is https://www.moversandshakersdance.com/payment-confirmation
Setting Up the Flow
As previously mentioned, the above diagram is our reference for our registration flow design. Now that we've set up our forms, let's organize the flow so that every user pathway is accurate according to our design.
We can do this by utilizing the form's thank you page. This is designed so that when a user clicks the button at the end of the form, they are redirected to the link indicated as the thank you page. We can access the thank you page through Settings > Thank You Page.
Registered for two 101s
The flow
01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet) > 01 Post-purchase Payment MaS Upsell (for two 101s - $698 > 01 Post-purchase Flow MaS Upsell (offer practice) > Thank You Page
Setting up the flow
To set up this flow, we have to add the link of the next form to the form preceding it. For example, we add the link of the 01 Post-purchase Payment MaS Upsell (for two 101s - $698 to the thank you page of 01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet). But that is not all - we'll have to pass the info (name, email, and program code) from the preceding form to the next form. To do this, we use this tutorial.
Thank You Pages
01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet)
The thank you page for this flow is added as a condition. The user is only redirected to this thank you page if and only if they choose two 101 programs in the enrollment form.
Registered for one 101
The Flow
01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet) > 01 Post-purchase Payment MaS Upsell (TY page goes to 101 upsells) > 01 Post-purchase Flow MaS Upsell (offer 101 discount) > 01 Post-purchase Flow MaS Upsell (offer practice) > Thank You Page
Setting up the flow
To set up this flow, we have to add the link of the next form to the form preceding it. For example, we add the link of the 01 Post-purchase Payment MaS Upsell (TY page goes to 101 upsells) to the thank you page of 01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet). But that is not all - we'll have to pass the info (name, email, and program code) from the preceding form to the next form. To do this, we use this tutorial.
Thank You Pages
01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet)
The thank you page for this flow is added as a condition. The user is only redirected to this thank you page if and only if they choose only one 101 program in the enrollment form.
01 Post-purchase Payment MaS Upsell (TY page goes to 101 upsells)
Registered for 101 and higher level
The Flow
01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet) > 01 Post-purchase Payment MaS Upsell (TY page goes to 101 upsells) > 01 Post-purchase Flow MaS Upsell (offer practice) > Thank You Page
Setting up the flow
To set up this flow, we have to add the link of the next form to the form preceding it. For example, we add the link of the 01 Post-purchase Payment MaS Upsell (TY page goes to 101 upsells) to the thank you page of 01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet). But that is not all - we'll have to pass the info (name, email, and program code) from the preceding form to the next form. To do this, we use this tutorial.
Thank You Pages
01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet)
01 Post-purchase Payment MaS Upsell (TY page goes to 101 upsells)
Registered for higher level, no 101s
The Flow
01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet) > 01 Post-purchase Flow MaS Payment (regular payment, no upsells) > https://www.moversandshakersdance.com/payment-confirmation
Setting up the flow
To set up this flow, we have to add the link of the next form to the form preceding it. For example, we add the link of the 01 Post-purchase Flow MaS Payment (regular payment, no upsells) to the thank you page of 01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet). But that is not all - we'll have to pass the info (name, email, and program code) from the preceding form to the next form. To do this, we use this tutorial.
Thank you pages
01 Post-purchase Reg Flow MaS Enrollment (regular lead capture, no upsells yet)
01 Post-purchase Flow MaS Payment (regular payment, no upsells)
Setting up Automation
The data we collect from the forms need to be logged into our Zoho CRM and so to make everything easier for us, we use automation tools. We use Jotform integrations and Zapier for this.
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.
Check our Jotform to Google Sheets integration for our enrollment form here: https://www.jotform.com/build/233521035675453/settings/integrations
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
Check our Jotform to Google Sheets integration for our enrollment form here: https://www.jotform.com/build/233521035675453/settings/integrations
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
