How Do I Create a Course?

Navigation: Payment Options > Courses

Follow the simple steps below to create a Course in LoveAdmin:

Creating a Course

Step 1: Hover over ‘Payment Options’ found in the navigation bar at the top of the page, then click ‘Courses’.

Step 2: Next, select 'Add new course'.

Once you have clicked ‘Add new course’ you will begin the process of setting up your Course.

Step 3: Name of Course – for example, ‘Summer Course, Monday 4-5pm’.

Step 4: When people pay for this Course, it is a ‘One-off payment’, or a ‘Recurring payment’.

If it is a recurring payment, you will be able to decide the frequency with which it is taken: Monthly, Quarterly, Bi-annually and Annually.

If your account has been set up to take payment by Direct Debit, by default, the system will require people to pre-authorise their payment. So, each time money is due it will get automatically collected and reconciled for you.

If your account is not set up to take payment by Direct Debit, then the system will require people to pre-authorise payments via PayPal. The limitation with PayPal is that pre-authorised agreements only run for 12 months meaning these aren’t suitable for annual memberships that auto-renew.

Step 5: Limit the number of people that can register for this course?

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

If you would also like the system to add people to a waiting list once the cap has been reached, you can do by selecting 'Yes' to the question, 'When full, give prospects the 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 'Contact'. Once you have approved the prospect from there, they will be added to the waiting list.

Please note - if the Course becomes full, people registering for the Course will see the waiting list shown on the registration page, so they can decide whether they want to continue or not.

Step 6: Cost of this course – simply, enter the price you wish to charge.

Step 7: Offer an early payment discount?

To encourage people to pay on time you can offer an early payment incentive – this can either be an amount or a percentage.

By selecting ‘applicable on or before’ you can set the date the person has to have registered by to receive the discount.

Step 8: Allow people to pay by instalments?

To help spread the cost, you can allow people to pay by instalments. If someone opts to pay by instalments, they are required to pre-authorise future payments.

Here, you can set the number of payments people can spread the cost over and the frequency with which they are paid - for example, Monthly.

Each time an instalment is due, the system will generate a payment request, collect and reconcile the money for you.

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

Step 9: Add an additional cost for people paying by instalments?

You can add an additional fee to the total cost of those opting to pay by instalments - this fee is spread over the number of instalments they need to pay.

Step 10: Ask people not paying by instalments to pre-authorise payments?

This option is useful for collecting payments on an ongoing basis - each time you request money, the system will collect and reconcile the payments for you.

You can choose to make pre-authorisation mandatory, optional or not displayed.

Step 11: Display the option for prospects to register for this course on your registration form:

This allows you to publish the Course on the registration form for the Groups / Categories selected in the question above.

Step 12: Display this course as a standalone option for prospects 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 your registration page.

Step 13: Take payment at the point of registration?

Selecting ‘Yes’ will require people registering via the registration page to pay at the point of registration. Selecting ‘No’ will put the attendees into the group 'Online registrations awaiting approval' for you to approve and request payment from.

Step 14: Display the option for people to register for this course in their online account

If you want to give existing contacts the option to register for another course, you can make the registration form available for selection in their account.

Step 15: When attendees pay, move or copy them to a new group?

You can choose to select one of two options when someone 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 everyone who has paid, quickly.  

Contacts will be moved/copied to this group once their payment has cleared or been paid offline.

Please note: Using the move function will remove the contact from this course. It is not advised to use the move option if the course is set up for recurring payments or instalments.

Step 16: After people register for this course, display the form in their online account?

Because contacts can be associated to any number of Categories, Courses and Groups which often have unique forms, when the contact logs into 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.

Please note: Changes made here will not be applied to any payment requests that are in ‘Payment Requests Waiting to be Scheduled’ or ‘Upcoming Payments’.

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 several settings entered during the setup of the Course. For example, the instalment notification email template will only show if you have opted to allow contacts to split payment into instalments.

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

Here's a full list of the templates available:

Mandatory Email Templates

Template 1: Payment Request Email Template

This email template is used when requesting payment from people added to the Course.

Added to the Course could mean adding someone individually, importing people via a spreadsheet or approving people that have registered online. Each of these processes will purge the system to ask if you want to generate a payment request. This email will be used to request payment.

Template 2: Welcome Email Template

This email template is sent to people registering online.

The default text of this email template differs depending on whether you have opted to take payment at the point of registration or whether you want to vet people before approving their membership.

Please note - this email template will not be available if you have selected 'No' to the option ‘Display this course as a standalone option for prospects to register for on your online registration page?'.

Optional Email Templates

Template 3: Overdue Payment Reminder

If switched on, this will send automatically. You can also set after how many days the reminder should be sent.

Please note: Payment Reminder emails can be turned off for an individual’s in ‘Financials’ > ‘Payment Reports’ by view outstanding amounts.

Template 4: Renewal Notification Email

For Courses that automatically renew, this email template is used to send the renewal notifications to contacts. This includes the option to switch on / off future notifications.

Please note: Renewal emails for individuals can be turned off once generated from ‘Financials’ > ‘Upcoming Payments’.

Template 5: Instalment Notification Email

For Courses that have the option to pay by instalments, this email template is used to send the instalment notifications to contacts. Again, this includes the option to switch on / off any future notifications.

Please note: Instalment notifications can also be turned off for individuals in ‘Financials’ > ‘Upcoming Payments’.

Step 17: Once you've input the settings for the Course and are happy, you can 'Save' or 'Save and build form’. The latter will link you through to the form builder page.

Please note: Any changes made to email templates will be applied to any payment requests that are generated and waiting to be scheduled and any newly generated requests.

Once you have completed the above steps you will have successfully created your Course!