Author Archives: Greg Shula

About Greg Shula

Greg has spent a decade analyzing business and marketing performance metrics of the companies he has worked with. He uses his analytical mind and investigative skills to find trends and simple answers from complicated data sets. Greg is also an amateur photographer who loves to capture nature from new perspectives.

1. 4 Reasons Not to Use Google Forms for Class Registration

   December 19, 2023 8:59 am Leave a Comment

   You had some good reasons for choosing Google Forms for class registration. You already know how to use the tool. Besides, it’s free, and nonprofit arts organizations are always looking to stretch the budget. So at first glance it seems like Google Forms is an okay solution, but it comes with hidden costs you might not have considered. 

   Google Forms is a great solution for some things, but it’s not ideal for class registration.

   Let’s be clear: there’s nothing wrong with Google Forms in general. It’s a great free solution for a quick survey or student feedback form. We’ve used it ourselves many times. But when it comes to class registration, your learners deserve better.

   1. The Form Is Just One Small Part of the Registration Process

   Your class registration form is just one small part of a complete course registration system. You also need a course catalog where people can discover your classes. When a learner registers, you need payment processing tools to collect their payment. After they’ve registered, they’ll ideally be able to use a student portal to manage their registration. 

   On the back end, you need reports that can help you understand registration trends. Your instructors could benefit from class tools that let them take attendance and quickly email everyone who enrolled in a class. Of course, security and data protection are essential too. 

   If your only goal was to collect information, a Google Form would do the job, but class registration is a more complex process. The right registration tools can make all the difference. 

   2. Free Tools Can Cost a Lot In Labor

   By now you may be thinking, “I agree with all that, but Google Forms is free.” That’s a great point. Nonprofits need to be responsible stewards of grant and donation funds. You don’t want to add to overhead and administrative costs if you don’t have to.

   However, there are times when spending some money up front can save your budget over time. As part of the Google Workspace suite, Google Forms is free for individuals and nonprofits. (Businesses pay around $12 a month.) Unfortunately, free tools can cost more in labor and hurt the student experience. 

   Google Forms doesn’t naturally integrate with your payment processing, course catalog, or donor management systems. Someone will have to organize and enter all of that data by hand. Every time a learner’s information is recopied, you introduce the possibility of errors. Missed payments and transposed phone numbers can cause headaches for everyone involved.

   You might even cancel a class unnecessarily because the roster wasn’t updated in real time and you thought you didn’t have enough students.

   Plus, if learners need to change their registration, add a friend, or ask a question, they have to call or email. Now you have a staff member or volunteer fielding calls instead of spending their time on service and creative tasks that can’t be automated. 

   3. Nobody Likes the Payment Matching Game

   Unless all of your classes are free, you’ll need to collect a payment for each registration. With Google Forms, you’ll need a third-party payment processor. There are plenty to choose from. The problem starts when you have a bunch of payments in one document and a bunch of registrations in another.

   Then someone — usually your already busy volunteer bookkeeper — has to manually match each payment to the right registration. They get to solve puzzles like “does this payment from Katie Smith’s credit card go with the registration for Jane Smith or the one for Steve Smith?” Maybe it’s actually for Tom Johnson.

   Some organizations skip this whole mess by asking learners to bring cash or checks to class. That might sound like a solution, but really it just passes the buck. Now instructors are responsible for handling money and tracking payments. What do they do if someone shows up without payment? You’ve put them in the awkward position of turning students away.

   4. Google Forms Are Not Made for Class Registration

   We’ve already talked about class rosters. Google Forms can dump all of the form responses into a spreadsheet. From there it’s up to you to organize that information. If you’re taking registrations for multiple classes, or multiple class sections, you may be sifting through a lot of data to find what you want. Wouldn’t it be great to be able to print a detailed class roster with the click of a button? 

   Now imagine you have a really popular class. It’s generated a ton of interest and people are signing up faster than you can process them. What happens when the class is full? This is a common situation for many arts education programs, yet Google Forms has no way to set seat limits. People can just keep registering until you turn off the form.

   With Google Forms, class rosters and waitlists need to be managed manually, and group registrations aren’t an option.

   If you want to create a waitlist in Google Forms, you’ll need to manage it manually. This could lead to some pretty uncomfortable phone calls with people who already paid, only to learn there’s no room in the class for them. Seat limit warnings and waitlists should be part of any class registration system. 

   Then there’s the group registration problem. If a parent has two children and wants to sign them both up for a class, they’ll have to fill out the form twice. If a group of four friends wants to sign up together, they each have to complete their own registration. Group registration would make classes more appealing to parents, couples, and groups.

   

   Simplify Registration With the Google Forms Alternative

   CourseStorm’s streamlined student registration and payment system is the smart Google Forms alternative. It includes class rosters, low enrollment warnings, and waiting lists. Group registration and student portals make it easy for customers to manage their registration. 

   Integrated payment processing means nobody has to play the payment matching game. Your course catalog seamlessly connects with the registration system. We take data security seriously with encryption, 2-factor authentication, and PCI-compliant systems.

   Our pricing is designed to help your organization thrive. So we don’t charge you an annual membership fee or monthly subscription. You’ll only pay when students actually register. This is ideal for smaller organizations, seasonal organizations, and anyone who wants to pay only for what they get rather than betting that they’ll get enough registrations to offset the cost. 

   Plus, our registration software integrates with common donor management software like Little Green Light and PatronManager. We’re adding new features and integrations all the time. Each one is carefully chosen to make registration easier and help your nonprofit fulfill its mission. Start your free trial today and see why CourseStorm is the smart Google Forms alternative for course registration.

2. Using Event Ticketing Software for Class Registration? Why You May Want to Reconsider

   November 21, 2023 9:35 am Leave a Comment

   We are still seeing the impact of just how hard the pandemic hit the arts. Many regional theaters shuttered, and those that survived are staging fewer productions. The good news is that arts education is still going strong. Arts organizations that offer classes, workshops, and summer camps have been able to sustain and even grow their revenue in many cases.

   Event ticketing software, which many arts organizations use to sell tickets to performances, is not a great fit for registering people for classes.

   The bad news is that event ticketing software, which many arts organizations use to sell tickets to performances, is not a great fit for registering people for classes. That’s because theatre ticketing software, sometimes called performing arts ticketing software or box office software, serves a different purpose than course registration software. 

   In this article, we’ll compare event ticketing software vs. course registration software, showing the features, benefits, and differences of each. We’ll also show you how many organizations integrate the two types of software to best serve their audiences for both performances and educational classes.

   Common Features of Event Ticketing Software

   There are many different brands of event ticketing software, some specifically for performing arts organizations and some not. Eventbrite, Arts People, ThunderTix, PatronManager, Tessitura, and Spektrix are just a few examples. Pricing can range from free to various monthly subscriptions based on ticket volume. 

   What these types of ticketing software have in common is that they are all designed to sell tickets to one-time events to maximize attendance. While the specifics of each event ticketing software vary, common features include:

   • Mobile, online, and onsite ticketing
   • Barcode/ticket scanning
   • Customer data management
   • Promotions management
   • Seat management

   Performing arts organizations will want to pay particular attention to certain features. For instance, ThunderTix and Spektrix offer a reserved seating option, while others do not. All of the event ticketing software platforms listed above include the option to sell season tickets, except for Eventbrite. Be sure to find out whether the ticketing software you’re considering has the features your organization needs. 

   Specific Features of Course Registration Software

   Event ticketing software is built to sell tickets to different types of events and performances. That could be festivals and conferences, or concerts and plays. Class registration software, on the other hand, is designed to meet the unique needs of education programs. This means it has some helpful features that box office ticketing software lacks. 

   Features of course registration software that ticketing software lacks include an online course catalog, customized registration forms to collect the info you need, and automated waitlists that notify students when a spot opens up.

   Some features of course registration software include: 

   • Online course catalog. You can create an interactive course catalog with search and filtering tools, so students can browse by topic, date and time, instructor, or other criteria.
   • Waitlists for popular classes. Don’t miss out on potential revenue by keeping track of interested students even when a class is full. CourseStorm has a new feature that allows programs to send customized emails to students on your waitlist when a spot opens up. The registration invitation expires after a set time so you can move on to the next person on the list.    
   • Class rosters. Giving instructors access to class rosters lets them monitor enrollment. You can also notify all the students in each class at one time if there’s a cancellation or message you need to share.
   • Customized registration forms. Tailor forms to collect the specific information you need for each class. You can also include policies and release forms for students to sign.
   • Student portal. Give students access to their class history, payment methods, and upcoming classes. They can also update their contact information and add themselves to classes or waitlists.
   • Attendance tracking. Instructors and admins can track attendance for their classes on desktop or mobile devices to see who attended which classes and who logged attendance.  

   The best registration software for classes offers all of these features and more to help you manage courses and support students. Events and performances don’t require most of these features, so event ticketing software is unlikely to have them built in.

   

   Event Ticketing Software vs. Course Registration Software 

   Are you thinking that having two different software platforms—one for ticketing and one for classes—sounds unnecessary or too complicated? It’s not when you consider that each of these tools serves a different purpose. 

   You might already be using ticketing software and donor management software. If so, you know that they have different features related to each function and you need both. It’s the same with course registration software. Neither ticketing software nor donor management software has the specific features that benefit both education programs and their students, such as customizable registration forms, class rosters, waitlist management features, and more. 

   As far as being too complicated, that’s not at all the case with CourseStorm. Designed to be simple and streamlined, it takes very little time to set up your course site and start taking registrations. Our customers appreciate how easy it is to use, and the time it saves them from taking registrations manually or with another tool not designed for that purpose. 

   Additionally, it is possible to integrate your various software platforms if you wish. That way, you can use each tool for what it’s intended AND streamline the flow of information back and forth and simplify tasks. 

   PatronManager + CourseStorm = PatronStorm

   PatronManager is one popular ticketing, fundraising, and customer relationship management platform that built an integration with CourseStorm. Their customers were asking for a solution that would allow them to provide a better class registration experience to students and would also allow administrators to manage things like waitlists, refunds and exchanges, and other class management tasks. That’s how PatronStorm was born.

   “We love CourseStorm’s interface. We think it’s so great for our clients to have a truly tailor-made interface that’s designed for class registration.” – Shasti Walsh, PatronManager

   “From the PatronManager perspective, we love CourseStorm’s interface. We think it’s so great for our clients to have a truly tailor-made interface that’s designed for class registration rather than trying to shoehorn it into another system,” said Shasti Walsh, PatronManager product manager.  

   If you have event ticketing software with all your ticket buyer data, and that integrates with your class registration software that has all your student data, you can do targeted outreach specific to certain audiences. 

   Here’s an example: A community theatre is running a Shakespeare class for teens. They want to email all the parents and let them know there’s a weekend performance of Hamlet coming up, weeding out the people who’ve already bought tickets. PatronStorm allows programs to pull the reports necessary to do this.

   Other Ways to Integrate CourseStorm With Your Ticketing System

   CourseStorm is developing integrations with other performing arts ticketing software platforms as well, such as Spektrix. If you’re interested in being a beta tester for our Spektrix integration, get in touch with us. 

   If you use another event ticketing solution, you may still be able to integrate it with class registration software. Check out Zapier to see if your software can connect to CourseStorm.

   Zapier is an online automation tool that connects your apps and services with no coding required. “Zaps” are connections you can build between two or more apps to automate repetitive tasks without relying on developers to build the integration.

   There’s not a one-size-fits-all solution for events, classes, and donors that meets the needs of every organization. But there are tools available that offer the features you need for each of your offerings. CourseStorm is a great way to streamline and even grow your class registrations, with helpful integrations to boot. Try CourseStorm for free and learn how it can work for your program!

3. How Much Does Registration Software Really Cost?

   October 31, 2023 9:00 am Leave a Comment

   If you’re in the market for online registration software for your classes, camps, or workshops, price is probably a primary concern. Most community and arts education programs need to keep costs as low as possible. For non-profit organizations, the cost can be even more of a concern. Of course, price isn’t the only factor to consider when you’re assessing your options for class registration software.

   Simply comparing the numbers doesn’t take into account factors like the time you save from having all the right features integrated. Sticker prices don’t show you how much your registrations will increase because of how easy this software is to use. You can’t measure time saved on a price comparison sheet.

   Whether you are currently using course registration software or another method to register students, we’ll walk you through the questions you should ask to understand how much registration software is really worth.

   Pricing of Common Class Registration Software Solutions

   When it comes to class registration software, it can be hard to compare apples to apples. Some software providers charge a monthly fee. Others charge a per-registration fee. Some have hidden fees or add-ons you might not be aware of until set-up. Whatever their model, you can be pretty sure that they’ll pass credit card processing fees on to you. Some common fees include:

   • Expected number of student registrations
   • Expected total of payments processed
   • Monthly fee

   Depending on which system you choose, monthly fees may range from $0 to $8,500 per month. Per-registration fees may be a flat fee or a percentage between 2% and 6%. Many programs also charge a convenience fee of between $1.50 and $2.99 that you can choose to pass on to the student or cover yourself. 

   Remember to ask about set-up fees, additional admin fees, and any other costs that might pop up. Some providers charge for technical support beyond the first few hours. At CourseStorm we provide support at every level for all customers, regardless of pricing plan. Some software providers do not, however, so it’s smart to ask about it. 

   The Cost of Not Having Registration Software

   With all of these costs to consider, you might wonder if it’s worth having registration software at all. That, at least, is easy to answer. Yes, the right class registration software is worth it for several reasons. 

   The right course registration software improves the student experience, saves your staff time, and can save you money.

   First, because it improves the student experience. They can register and pay from their smartphone at any time of the day or night. No need to print and fill out forms, or wait on the mail to deliver their check to you. 

   Second, it saves your staff time. Registration software eliminates the needs for manual tracking of registrations and payments. A student’s registration and payment status are automatically linked in the system. You can also easily print reports and class rosters.

   Third, it can save you money. Yes, you’ll pay for the software, but you’ll save on staff hours. Plus, the best registration software automates payment plans for big-ticket courses so payments come in on time month-after-month. 

   Finally, the best registration software maximizes your enrollments. For example, CourseStorm’s software includes built-in waiting lists, warns students when a class is in danger of cancellation, and offers group registrations. All of these features help you avoid cancellations and fill classes. 

   So the cost of not having registration software could be hundreds or thousands of dollars a year in lost enrollments and work hours. 

   How to Pick Registration Software That’s Worth the Cost

   When you understand the value of registration software, choosing the right software becomes the more important question. You want software that is worth the cost you pay for it. Asking these questions will help you choose the software solution that offers the best return on investment for your program. 

   1. What is this software designed for?

   This might seem like a silly question to start with, but it’s actually a vital one. Many education programs are using software that wasn’t built for them. They’ve picked a solution like Eventbrite, which is great for one-off events and ticketing, but just wasn’t designed to manage courses.

   Using event software for course registration can cost you time and money.

   Using event software for course registration can cost you time and money. Someone on your team will waste hours manually entering data and students may get frustrated. That’s a price no one wants to pay. 

   The best registration software for classes is designed specifically for class registration and payment so make sure you find software specifically built for those functions.

   2. What features does it offer?

   If you’re looking for course registration software, you want a tool that handles the full student registration system. It should help you with marketing your courses, collecting registrant data, and of course, processing payments. 

   Does your current software offer features that make the registration process simple for students? Features like: 

   • Student profiles
   • Group registration
   • Cart-based shopping
   • Mobile-friendly registration
   • Easy reporting

   And don’t forget marketing features like: 

   • Customized registration forms
   • Promo codes
   • Built-in email marketing
   • Abandoned order reminders
   • Payment plans
   • Enrollment warnings
   • Waiting lists

   Each of these features represents added value for your program. That means that registration software without these features is essentially leaving money on the table. 

   One program brought in $2,300 in registrations in 2 weeks by sending automated class recommendation emails to students.

   For a concrete example, look at the value one program gained by sending automated class recommendation emails to students. In just two weeks, the program brought in $2,300 in registrations from class recommendation emails. 

   3. Does it integrate with other services you use?

   Since no software can do it all, integrations can come in handy. Theaters and other arts organizations might want software that integrates with PatronManager. Non-profits might benefit from Little Green Light integration. CourseStorm integrates with both. 

   CourseStorm integrates with PatronManager and Little Green Light, as well as other tools you may already be using.

   Consider if and how a software solution integrates with other tools you might be using. Does it seamlessly connect to your email marketing tools like MailChimp or Constant Contact. What about scheduling tools like Google Calendar or Apple Calendar?  

   Integrations like these can save you time, which ultimately saves you money. No more entering data multiple times. Integrations can also help you bring in more donations by rolling your student list into your donor list. When it’s time for your annual campaign or other fundraising push, you can easily include your students in your mailing list. 

   4. What is the registration experience like?

   Ultimately, registration experience is the true measure of value for any registration software. Potential students may just decide not to register if the process is too challenging.

   Before investing in new registration software, run a few trial scenarios and rate the difficulty of each one:

   • Try to find a specific class in the course catalog
   • Register for a class
   • Register multiple family members for the same class
   • Register using a mobile device

   If you get frustrated while tackling these tasks, imagine how students might feel. Consider the registrations you might be missing from students who won’t stick with a challenging registration system. 

   5. How is their customer support?

   Responsive customer support can save you time and frustration. If you have to wait two days to even get a response to a question you could be missing out on registrations. Worse, potential students might not wait for you to figure out your technology and may find another class from another provider.

   Unfortunately, the quality of customer support can be hard to gauge before you start using a software solution. Some have great sales teams, but drop the ball when it comes to customer support. If you can, chat with some other programs that already use the software. 

   Ask them: 

   • What kinds of issues have you run into?
   • How long does it take customer support to respond to you?
   • What medium do you use to communicate with customer support?
   • How do you feel about their support?

   You can also take a look at the software’s help library. Do they offer clear guidance? Is it searchable? Remember, less time spent on technical issues is more time you can spend on directly serving your students.

   6. Is your class registration solution easily scalable?

   Some software providers charge fixed monthly fees in addition to per-transaction fees. If your registrations stay fairly consistent year-round, fixed monthly fees may not pose a problem. 

   On the other hand, if your program is like most, you probably have a busy season and a slow season. There may be months at a time when you’re running no classes at all. In that case, the fixed monthly fee starts to feel a lot more costly. 

   Fixed monthly fees and contracts can be costly for programs with a busy season and a slow season.

   Additionally, some registration software solutions require a contract. You’re locked in for at least a year. If your program (or the market) experiences an unexpected change you might be stuck paying for a solution that no longer fits your needs. 

   Consider whether a fee-per-transaction model might make more sense for your program. That way, the software provider only gets paid when you do. It makes your program a lot easier to scale. Look for one that offers unlimited students, classes, and administrators. Your student registration software shouldn’t limit your program growth, it should support you through every stage.

   So, How Much Does Class Registration Software Cost?

   By now we hope you see that pricing is one thing, but cost is something else entirely. Budget-priced registration software can cost a lot more than you realize. It’s important to look beyond the sticker price to understand the value you’re getting for the money.

   Testing is the best way to know whether a class registration software solution is right for your program. Start your free trial of CourseStorm today.

4. How to Offer Course Scheduling That Works Best for Your Learners

   October 3, 2023 4:00 pm Leave a Comment

   People who register for your courses may be excited about your classes and eager to learn. Yet they also have lives full of other demands and responsibilities. If your course scheduling doesn’t fit learner needs, registrations may stay lower than you hoped. An inconvenient class time can keep even the most interested student from enrolling. 

   Unfortunately, most of the advice on course scheduling is written for colleges and universities. It assumes that students have to take certain classes and are enrolled either full- or part-time. But learners in enrichment, arts and culture, and adult education programs have different needs.

   Course scheduling for college students is different from scheduling courses adult learners take for fun or personal development. Most people won’t rearrange their life to take a class that’s inconvenient. 

   Most of these learners take classes for fun or personal development. In most cases, they won’t rearrange their life just to take a class that’s inconvenient or hard to access. The upshot is that programs need to offer classes on days and times that work for learners. Doing that takes some research, here’s how to get started.

   

   How to Tell if Your Course Schedule Needs an Overhaul

   Keep in mind that some problems can’t be solved with course scheduling. If you’re not getting visitors to your website or course catalog, focus on promoting courses. If potential students drop out part way through your registration process, you might need a simpler student registration system. But if all of that looks good and registration is still low, class times might be the issue.

   Keep an eye out for warning signs that your course scheduling isn’t working. You might have an issue if: 

   • People seem excited about your classes but don’t enroll. 
   • Learners complain about the class meeting times.
   • Students often show up late, leave early, or skip classes due to schedule conflicts. 

   These are the clearest signs of a problem with your course scheduling. You can also look at data to spot trends that might be less readily apparent.

   Look for Trends in Course Scheduling Data

   Direct feedback from learners is a clear indicator that something needs to change, but it doesn’t tell you anything about the people who aren’t signing up at all. Registration data can help you recognize course scheduling issues that might keep people from registering.

   Review your registration data and ask:

   • Do classes offered in certain time-slots attract fewer students? 
   • Do classes at certain times get clicks or inquiries that don’t convert?
   • Are registrations low for multiple course offerings at a specific time or on a specific day?

   Have you had to cancel a class due to low enrollment? If so, your course scheduling may be to blame. Consider offering the class on a different day or time.

   CourseStorm users can export registration data directly to Excel from CourseStorm. When you review your data, look for classes that got canceled or have low enrollment. Are they clustered around particular times of day? Also, look at classes that have a waitlist. Are there any commonalities in the timing of those high-performing classes?

   Ask Students for Their Course Scheduling Preferences

   Some programs hesitate to ask current, former and potential students about their course scheduling preferences. They believe that gathering feedback is difficult or that students won’t answer anyway. However, a direct ask really is the best way to get the information you’re looking for, and it can be easy with the right tools. 

   3 ways to survey students about course scheduling preferences: 

   1. Email your survey to learners and prospects.
   2. Send out an SMS text message to your contact list.
   3. Widen your sample pool by posting a poll on social media.

   Make sure your survey question is focused enough that learners want to answer it. A question like “When would you attend classes?” is too vague. Try something like, “What time of day would you prefer to attend a theater arts class?” Then offer a few options they can choose from.

   An open-ended question might feel most inclusive, but it’s also less likely to yield useful answers. Format your question as a multiple-choice to keep people from overthinking their response. For extra insight, invite people to leave comments that explain their answers.

   Course Scheduling Survey Template

   We’ve developed a customizable Google form that you can use to survey your students about their course scheduling preferences. Simply click on the link below to copy the form, modify it to meet your needs, and send it to students to gather feedback:

   Course Scheduling Survey Template

   

   Consider Possible Scheduling Conflicts 

   Are there certain times of day or days of the week when traffic is high or other events are happening? Consider how you might schedule around these.

   Even if your classes are online, most of your learners will come from your town and the surrounding area. So check the town calendar for possible conflicts. Obviously, you can’t avoid every conflict, but if concerts regularly play in your town on Thursdays, you may find enrollment dips for Thursday classes. Adjust your course scheduling accordingly. 

   If your learners are parents or K-12 students, you’ll need to schedule classes around school calendars. We recommend offering classes immediately after school and increasing your options in the summer.

   Older learners could be retired and able to attend classes during the daytime, but some may prefer not to drive at night. We recommend early morning and midafternoon classes to reach this audience.

   Learners who work full-time might prefer mid-to-late evening classes that give them time to grab dinner after work. We recommend starting classes for these learners around 6 in the evening. You can also schedule classes on the weekend.

   Offer Alternative Class Formats

   You may not be able to schedule the perfect class times for every student, but you can offer them more choices. On-demand and online classes can help you reach students with unusual schedules. 

   For maximum flexibility, consider asynchronous online classes. The on-demand nature of these classes removes all course scheduling concerns.  Students can access the course material when and where they want to. 

   Although there are drawbacks to these kinds of courses, alternative formats can make your classes more accessible to more students.

   Simple Registration for Every Course Schedule

   Offering the right course at the right time is a good start. Next, you need to register students. That’s where CourseStorm comes in.

   Having the right registration software in place is important to help your program run more efficiently and register more students. Choosing the right option for your education program can be a challenge so we researched how to compare registration software options to help you find the perfect fit for your program.

5. CourseStorm vs. RegFox: The Best Software for Course Registration vs. Events

   September 28, 2023 10:27 am Leave a Comment

   Which one is better, CourseStorm or RegFox? You might as well ask whether a cheese grater is better than a potato peeler. Both are useful tools — they even share some traits — but using one in place of the other is likely to cause frustration. 

   When we talk about the best online registration platforms, events and courses sometimes get lumped together. The truth is that attendees at events have different needs than students in classes. The right registration software can make a big difference. That’s why we’re comparing CourseStorm and RegFox so you can see how software designed for course registrations compares to event scheduling software. 

   Who Uses RegFox?

   RegFox is an online event registration software. It’s designed primarily for conferences, conventions, and other large-scale events. Although they do mention classes on their website, it’s clear that is not their primary focus. Most of their marketing centers around how they can make events easier and less expensive to run. 

   Event organizers choose RegFox when they need tools for in-person, virtual, or hybrid events. It seems to offer everything event planners expect. You might see it compared to Eventbrite or Cvent. 

   RegFox bills itself as event registration software, whereas CourseStorm is designed for class registrations. There’s a big difference between events and classes.

   All of that sounds great, but there’s a big difference between class registrations and event registrations. Event attendees want to get the event schedule, network with peers, and maybe buy some event-related merch or claim continuing education credits after the fact. By contrast, learners in courses need to browse your course catalog, interact with their instructors, and potentially even sign up for additional classes. 

   Ultimately, it comes down to student experience. When you choose registration software, you’re designing your student experience. Weigh the benefits of each option with that in mind. 

   What Does RegFox Cost?

   RegFox and CourseStorm actually have similar pricing models. Both charge a per-person fee plus credit card processing. Neither locks you into a contract or charges monthly fees. 

   RegFox fees are $0.99 plus 1% per registrant with a 2.99% credit card fee. Given that their clients run events with hundreds or thousands of attendees, they make most of their revenue based on volume. If you want to email attendees, you’ll pay an additional fee per registrant.

   Is RegFox Easy to Use?

   We hear that the setup process at RegFox is pretty easy and the registration itself is smooth. But when you’re providing learning experiences to students, you’re not just focused on a smooth transaction. You want to cultivate a long-term relationship so students will return to your classes again and again. 

   Because RegFox is designed for events, it doesn’t include some of the features that enhance the student experience. There are no waiting lists or class rosters. You have to pay if you want to email every student who registers for a specific class, and there’s no way to automatically let students know about upcoming classes that might interest them.

   Processing a one-time event registration is different than cultivating a longterm relationship with learners who register for classes.

   When students register through CourseStorm, they join your learning community. Our system keeps track of the classes they’ve taken and can automatically let them know about upcoming classes of interest. They can join waiting lists, manage registrations for their whole family, or opt into a payment plan to keep learning affordable. 

   At the same time, instructors get access to class rosters and can email their students (included at no extra cost) with details or announcements. Program directors get the reporting they need to make informed decisions about next year’s course catalog. Plus, you get automated marketing tools to help grow enrollments.

   CourseStorm vs. RegFox

   As web-based event scheduling software, RegFox ticks a lot of boxes. It has features like event QR code check in that are pretty cool if you’re hosting a massive event with hundreds of attendees. However, when it comes to offering a quality class experience, some functions are better found in a course registration system like CourseStorm. 

   

   This list isn’t comprehensive. We chose the ones most relevant to education programs and their students. As you can see, our focus on education programs specifically means that CourseStorm offers all the features you need most. 

   And, we’re always adding new ones: our new refund reserve feature ensures that you always have enough to cover potential refunds, but can still get the payouts you need to buy essential class supplies and keep your program running. We also have a new waiting list feature: when a spot becomes available, you can send people on the waiting list a link that expires after a set time. Then, they can either register right on your site or decline the invite. 

   Should You Choose RegFox or CourseStorm?

   For an education program, you need more than a good check-out experience, you also need the tools to keep students happy and engaged. The right software helps you create an ongoing relationship with students. Here’s how to decide which software is the right fit for your program. 

   • Match the software to your goal. If your goal is to register a bunch of people for a one-time or annual event, event software might be the right choice. When you want to build longterm engagement with learners, you need software to help you do that.
      
   • Cultivate the student experience. You’re not just selling classes, you’re offering an educational experience. Consider how students will feel — and how you need to interact with them — at each stage of the process. Look for software that supports the experience you’re trying to build. 

   • Disregard unnecessary features. It’s easy to be dazzled by a long list of features, but what you really need are the right features for your program. Make a list of the features you need and those that would be nice to have. Then weigh the software against your list. 

   • Read reviews. Look for reviews from people who are using the software the way you hope to use it. A registration solution can be a great fit for one type of organization and still be wrong for yours. Seek out the advice of other education programs and providers before you make your final decision. 

   One of the best ways to decide if a registration and payment processing solution fits your needs is to try it for yourself. Unfortunately, RegFox doesn’t have a free trial, but you can watch an on-demand demo. 

   If you’re in the market for online registration software, price is probably a primary concern. But with every platform having a unique pricing structure, how do you decide which software will give you the most value? Our article, How Much Does Registration Software Cost? Price vs. Value, will walk you through the questions you should ask to understand how much your registration software is really worth. For a hands-on testing experience set up your free trial of CourseStorm today.

6. How a Clear Refund Policy Can Encourage More Registrations

   July 28, 2023 9:27 am Leave a Comment

   No class provider wants to issue a refund to students. You want your classes to happen as scheduled and for students to be satisfied with the experience. But when weather, illness, or other circumstances disrupt the best-laid plans, it’s smart to have a clear refund policy. It lets both students and staff know what to expect. 

   We’ll show you how to write a clear policy that improves the student experience and makes life easier for your staff at the same time. We’ve even created an example refund policy that you can copy and customize to fit your needs.

   Why You Need a Clear Refund Policy

   Well-written refund policies are vital for any business providing services to the public, that includes course providers. A refund policy establishes expectations for both your business and customers and can protect you from potential financial losses and liability. 

   A clear refund policy lets students know what to expect if they need to cancel a registration and can protect you from financial losses and liability.

   Your policy lets registrants know what to expect if they need to cancel a registration. Having a signed or virtually acknowledged refund policy can also help you win a credit card dispute known as a chargeback. When your policy is clear, students and registrants can work with you directly without getting credit card companies involved.

   Example of a Clear Refund Policy

   Let’s start with a solid example of a clear refund policy. This example covers the common reasons you might cancel classes, as well as reasons students might need to cancel. It explains common situations and how you’ll handle refund requests. 

   Note that we are registration software providers, not lawyers, so this isn’t legal advice. It’s just an example of a clear policy you might use as a starting point.

   Example Refund Policy

   This refund policy covers class cancellations and refunds for registered students. By registering for classes, you indicate that you have read and understand this policy. 

   1. Weather-Related Cancellations:

   We may sometimes choose to cancel classes if severe weather makes attendance unsafe for students or instructors. If this happens, we will notify you by phone or email. You will receive a full refund or credit toward an upcoming class if we cancel due to weather. 

   2. Illness and Health-Related Cancellations:

   If an instructor is ill and unable to teach as scheduled, we may bring in a substitute or cancel the class. If a class is canceled due to instructor illness, we will notify you by phone or email. You may choose to receive a refund or credit toward an upcoming class if we cancel due to instructor illness.  

   3. Insufficient Enrollment:

   If a class does not meet the minimum enrollment required to run effectively, we may have to cancel or reschedule it. Participants will have the option to transfer to another class, receive a credit, or request a full refund.

   4. Personal Cancellations:

   If you cannot attend a class, you must notify us 7 days before the class start date to request a refund. An administrative fee of 10% will be deducted from the refund amount.  If you cancel fewer than 7 days in advance, you will not be eligible for a refund. 

   5. No-Shows or Missed Classes:

   Refunds will not be provided for no-shows or missed classes without prior notification.

   6. Refunds Requests and Processing:

   You must submit refund requests by email to refunds@myprogram.com. Refunds will be processed within 14 business days after we receive the request. If you paid by credit card or online payment system, the refund will be issued back to the original payment method. If you paid by cash or check, refunds will be provided by check. 

   We strive to be fair to our students while ensuring the smooth functioning of our programs. Please contact refunds@myprogram.com for any questions or concerns related to our refund policy.

   You can adjust this policy to meet your needs. You might want to add or remove items depending on the kind of classes you teach. 

   How to Write a Clear Refund Policy

   The example above can help you write a clear refund policy for your program. Whether you use our language or write your own, keep these best practices in mind. 

   • Be concise. People tend to breeze over terms and agreements when registering. Keeping your policy brief will increase the chances that your registrants will read it. Your refund policy shouldn’t be longer than one page.

   • Use plain language. Legal jargon might make your refund policy sound official, but it won’t make it clear. Try to write in plain language an 8th grader could easily understand.
      
   • Write one policy for all classes. Your refund policy should be standard across all of your classes. Consistent rules make it easier for students to remember and apply your policies. 

   The Best Refund Policies Include These 4 Items:

   

   Your refund policy should clearly outline what students or registrants can expect. That means it should cover all common situations as well as the procedure for requesting and processing refunds. Check that your refund policy includes these 4 items:

   1. Time limit for refunds. Be clear about your refund timeframes. For example, “no refunds after the first day of class” or “refunds must be requested 48 hours before a class begins.”

   2. Policies for class cancellation. There are multiple reasons why a class may be canceled. Cover the most common ones (weather, illness, low enrollment) so students know what to expect.

   3. Specific exemption information. Tell students which fees you will refund in each situation. For example, some programs offer a special exception if the student gets sick. Others may refund a materials fee but not the class fees.

   4. Clear refund request procedures. Describe the procedure that a registrant must follow in order to request a refund. Link to necessary paperwork and tell them exactly where to send it or whom to contact. 

   It’s also good practice to review and update your policy yearly. If you make changes, email existing students and let them know. 

   How to Share a Refund Policy

   A clear refund policy is only useful if your students know about it. To make sure your registrants see your refund policy, share it in at least one of the following places: 

   • Your main website menu
   • As a link in the footer of your main website
   • As a link at the bottom of each course description

   CourseStorm customers can share their refund policy in two useful ways: as a link on their CourseStorm site or as a waiver on their class registration form.

   If you’re a CourseStorm customer, you can share your refund policy in two other useful ways. Adding it as a link in the intro text of your CourseStorm site can make it more visible. You can add it as a waiver on your class registration form. The waiver should include a checkbox indicating that the student has read and agreed to the policy.

   Share Your Policy Internally

   Your staff should also get a copy of your policy so they are ready to answer questions from students. Sharing the policy internally ensures that everyone is following the same rules. If you decide that certain staff members should have the power to make exceptions, tell them where to document those exceptions. 

   Clarity Makes Registrations Simple

   Nobody wants to issue a refund, but it’s good to know you have a clear policy in place when needed. Your straightforward approach will help students feel more confident in their purchase. Staff members will save time by having a clear policy to reference. Your program might even save money by avoiding chargebacks and other headaches. 

   Simplifying the class registration process is something we know a lot about here at CourseStorm. Our online class registration and payment software simplifies everything from policy sharing to group registrations, so your students get a seamless registration experience every time. Try a free trial for yourself, or contact us to learn more.

7. How the Power of Seasonal Marketing Can Help Attract Students

   July 5, 2023 9:15 am Leave a Comment

   There’s a reason you see more advertisements for florists in the weeks before Valentine’s Day. It’s the same reason gyms capitalize on the “new year, new you” weight loss trend in January. These businesses use seasonal marketing to make their promotions and campaigns feel more timely and relevant. Your organization can do the same for its courses.

   Seasonal marketing taps into the collective emotions, experiences, memories, and traditions associated with each season to create compelling marketing. These campaigns provide a sense of urgency by making courses feel timely. They also drive engagement because they align with what students are likely to be thinking and feeling at any given time of year. 

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8. The Best Course Evaluation Questions and How to Write Them

   June 20, 2023 9:56 am Leave a Comment

   Course evaluations can help make your classes better. They collect meaningful data about students’ experiences, what they learned, and how they felt about the class. You can use that information to improve your courses and make them even more attractive to future students. But getting useful and honest feedback from students takes some finesse.

   Good course evaluation questions invite students to share their real opinions. They offer insight into the student’s experience so you can make changes based on data, not guesswork. Each question must be carefully written and designed with a specific aim in mind. Here is some actionable advice you can use on your next class feedback survey.

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9. 4 Ways Instructors Can Help Create Course Marketing Materials

   May 16, 2023 2:30 pm Leave a Comment

   Creating effective marketing materials for your courses can feel like a never-ending task, especially if you have a small team. Marketing your classes with fresh and relevant content takes all of your resources. Yet there’s one valuable resource you might be overlooking—your instructors. They may not be marketing experts, but they have a perspective worth exploring.

   We’ve talked before about how instructors can help attract students by sending emails, making announcements, sharing on social media, and leveraging community connections. Instructors can also help you create marketing content that feels personal and relevant. Let’s look at how you can work with instructors to make marketing materials for your classes.

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10. How to Make Art Classes for Kids Appealing to Parents

    April 3, 2023 2:35 pm Leave a Comment

    Marketing kids’ art classes—or any classes targeted to children—is a delicate balance. Although you’re offering art classes for kids, or summer camps, or theater workshops, or any other youth classes, it’s usually the parents who are researching options and making the decision to register. As a result, your organization needs to advertise, promote, and share classes in a way that appeals to parents while making it clear that the class will be enjoyable for kids. 

    Getting this right means answering all the questions a parent may have about the class while keeping a sense of playfulness and fun. We’ll show you how to strike this balance, plus give you some insight into what exactly parents are looking for when choosing art classes for kids.

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