Enroll Properties in a Program (and Renew Last Year's Enrollments)

Last updated October 24, 2026 · Admins and office staff

A property joins a program through a job: one job per property per program. The enrollment wizard does that for many properties at once. It finds the properties, creates a job for each (or enrolls a job they already have), sets how the enrollment is billed, and shows you exactly which rounds each property will get before anything is saved. Next year, the same wizard renews last year’s enrollments with an optional price increase.

Before you start

  • The program needs its rounds: “This program has no rounds yet. Add its rounds before enrolling properties.” See Manage Program Rounds.
  • At least one round must still be open. Rounds whose window has already ended are left out for new properties, and they don’t move to next year: a program’s rounds belong to its year. Selling next season late in the year? Renew the program for next year (or create next year’s program) and enroll there.
  • The customers and their properties (job sites) must exist. From a customer’s page you can enroll only the properties that customer already has.
  • Your plan must include Programs.

Steps

1. Open the wizard

  • From the program: Work > Programs, open the program, then Enroll Customer in Quick Actions (or Enroll properties in the header when nobody is enrolled yet). The program is fixed.
  • From a customer: open the customer, go to the Programs tab and click Add to Program. The customer is fixed; you pick the program.
  • From Add work: choose Treatment program on the Add work page, then Open program enrollment.

2. Customer & properties

  1. Pick the Program (when you started from a customer).
  2. Search for customers by name, property or address (when you started from the program). Up to 100 properties are listed at a time; narrow the search to find others.
  3. Tick each property to enroll. Each row shows the bill-to customer, the primary contact, and any programs the property is Already in.
  4. For each property, choose the job: Create a new job, or Enroll one of the property’s jobs that isn’t in a program yet.
  5. Click Next.

3. Agreement

  1. Choose How is this enrollment billed?
    • Per visit: each completed visit is invoiced at the job’s product/service lines.
    • Monthly fixed: the accepted estimate is invoiced on the 1st of each month the job is active.
    • Seasonal prepay: one invoice, drafted by the office when the job is completed.
  2. Invoice automatically: on by default. Off means the job is billed only when someone runs billing for it.
  3. Payment terms (days): how many days after the invoice date each invoice is due, 0 to 365. This is the job’s Invoicing Terms (days). Leave it blank to keep an existing job’s terms as they are; a new job then uses 30 days.
  4. Crew for the first visits (optional): preselects the crew if you plan these properties’ visits right after enrolling. It isn’t saved; later rounds choose their crew again.
  5. Exceptions or special instructions (optional, up to 2,000 characters), for example a gate code. It’s added to each enrolled job as a job note.
  6. Click Review.

4. Review and enroll

The review shows the program, its season and the billing mode, which round the properties start at (“Starts at Round 2 (…); 4 of 5 round(s) apply”), and any rounds that are Already over, not included because their window ended before today. When rounds were left out, a note says how many and points you to next year’s program. Each property has a card with what will happen (a new job, or the job being enrolled), its pricing lines and any warnings, for example:

  • “The job is On Hold: visits are only planned for Active jobs.”
  • “Automatic invoicing is off: this job is billed only when someone runs billing for it.”

Programs and rounds don’t carry a price, so a job the wizard creates starts without one. That is expected, not an error: the review says it once in a note (“New jobs start without a price…”), and the property’s card says what that means for its billing, for example “Per visit: no price yet, so visits are not billed until the job has product/service lines.” You add the price on the job after enrolling.

A property that can’t be enrolled says why, for example “Already enrolled in this program” or “That job is not on this property”. The others still go ahead.

Click Enroll.

5. Done

Each property shows its result, for example Created or Created (no price yet: add its services on the job before billing), and the job’s name. Click the name to open that job in a new tab and use Add Pricing to add its services, saved or typed. Enrollment doesn’t set visit dates. Click Plan visits to open the visit planner for these properties now, or Finish later and plan them from the program’s rounds. See Manage Program Rounds.

Renew last year’s enrollments

When a program was renewed into a new year (see Renewals), the new program’s summary shows Renew enrollments from [last year’s program].

  1. Click it. The wizard lists the properties enrolled in last year’s program, each with its Current price and a Proposed price.
  2. Enter a Percent increase to fill every proposed price, then edit any row to override it. Untick a property to leave it out. A property already enrolled in the new program is greyed out.
  3. Warnings on a row never prevent renewal. A row priced by an estimate says “Priced by estimate: set the price on the new job”.
  4. Continue through the wizard as above. Each new job keeps its source job’s billing settings. Estimates are not copied, so set those prices on the new Job Summary.

Tips & best practices

  • Enroll a few properties first. Enroll one or two, plan one round, and check the calendar before enrolling everyone.
  • Price per-visit enrollments. A program job billed per visit bills from its product/service lines. The Job Summary offers Add pricing when a new job has none.
  • Use the note for site instructions that every visit of the season needs, such as a gate code or a slope to skip.

Troubleshooting

  • “Every round of this program has already ended, so there is nothing left to enroll a property in.”: you’re on last year’s program. Renew it into the new year, or fix the round windows.
  • “Select at least one property.” / “Choose the program to enroll these properties in.”: finish step 2.
  • “This customer has no properties yet. Add a job site first.”: add the property on the customer’s page, then reopen the wizard.
  • “Payment terms must be between 0 and 365 days.”: fix the terms, or leave them blank.
  • “Enter a non-negative proposed price with at most two decimals.”: fix the proposed price on a renewal row.
  • “Another enrollment for this program is still being saved. Try again in a moment.”: someone else is enrolling into the same program. Wait, then try again.
  • “The job was changed or enrolled elsewhere since the preview. Reload and try again.”: the job changed while you were reviewing. Start the wizard again.

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