Term memberships and term enrolment

Swim schools, dance studios, junior sport, and music schools do not run on rolling monthly memberships. They run on terms: a family enrols for Term 3, keeps the same Tuesday 4pm slot for the whole term, pays in instalments, and re-enrols for Term 4 before the general public gets a look.

Revively models that as a separate track from rolling memberships. Terms are dates, programs are the classes that run inside them, and term membership plans are how families pay.

For rolling weekly or monthly plans instead, see sell class packs and memberships.

Step 1 - Build your term calendar

1. Go to Memberships → Terms and choose New term….
2. Pick the Kind - School term or Holiday. Holiday periods are terms too; that is how holiday intensives get their own dates.
3. Enter a Name such as "Term 3 2026" and the Start date and End date (both inclusive).
4. Open Enrolment windows to set when families can buy:
   • Enrolment opens / Enrolment closes - the general sell window.
   • Priority rollover opens - when returning families get first pick, ahead of the general window.
5. Under Visibility, leave Show in term pickers on so staff can select the term.

Prefill from your state school calendar

Rather than typing four terms and the holidays between them:

1. On Memberships → Terms, choose Prefill….
2. Pick your State and Year.
3. Review the previewed terms and holidays. Rows that already exist are marked and cannot be selected twice.
4. Untick anything you do not run, then choose Apply selected.

You can edit any prefilled term afterwards - the dates are a starting point, not a lock.

Step 2 - Create the programs that run in the term

A program is a class series bound to a term.

1. Go to Catalogue → Programs and create the program - name, duration, capacity, and the series price.
2. Choose the Term it runs in. This is required for a program, and the schedule dates come from the term.
3. Add the weekly schedule slot (for example Tuesday 16:00). Ends are set from the term, so you do not set an end date yourself.
4. Publish when you are ready to take enrolments.

Step 3 - Create a term membership plan

1. Go to Memberships → Plans and create a plan with the term kind.
2. Set Total price for term - the full amount for the term, not a weekly rate.
3. Set Instalments and Days between instalments. Revively builds the payment schedule and raises one invoice per instalment.
4. Set Allowed term kinds - school terms, holidays, or both. This controls which terms the plan can be sold against.
5. Optionally set a Default term so staff do not have to choose it on every assignment.
6. Set Included classes to scope the plan to the programs it covers.

Step 4 - Enrol a family at the desk

1. Go to Memberships → Subscribers and choose Assign term….
2. Pick the attendee, and a separate payer when a parent is paying.
3. Choose the plan, the term, and the weekly slot the student is enrolling into.
4. Set the status:
   • Incomplete (awaiting payment) - they will pay instalment 1 themselves in the portal.
   • Active (paid at desk) - you took payment now.

Assigning locks the student into that weekly slot for the whole term, so the roster for every session in the term is set from day one.

Step 5 - Let families enrol themselves

In the customer portal, families choose the term plan and their slot, then Enrol and pay instalment 1. The enrolment activates as soon as the first instalment settles.

Remaining instalments appear on their membership in the portal with the amount, due date, and a Pay button. Instalments are paid from the portal or from the invoice you send - they are not charged off-session from a stored card.

Arrears and access

When an instalment goes unpaid, the membership moves to past due. Set how tolerant you are under Settings → Business rules → Memberships:

• 0 days blocks class booking and check-in immediately.
• A higher value gives a grace period, with warnings on the roster before access is blocked.

Priority re-enrolment for returning families

Set Priority rollover opens on the next term and Revively does the chasing for you:

• Every family who held a locked slot in the prior term is emailed once when rollover opens.
• The email carries a re-enrol link that pre-selects their plan, the new term, and their existing weekly slot.
• They sign in and pay instalment 1 to keep the spot.
• Families who have already enrolled in the next term are skipped.

The result is that your returning families secure their slot before general enrolment opens, and you are not manually reconciling last term's roster against this term's waitlist.

Related

• Your catalogue explained - program vs course vs class
• Sell class packs and memberships - rolling plans and prepaid credits
• Membership policies - freezes, commitments, and fees
• Your customer portal