IN BRIEF
An enrollment type defines how a student is associated with a class in iClassPro. Each type (ACTIVE, TRIAL, MAKEUP, SINGLE DAY, WAIT) serves a distinct purpose that affects billing, attendance, and reporting. Understanding these types helps staff manage class capacity and student records accurately.
- Overview
- Accessing the Feature
- Step-by-Step Instructions
- Troubleshooting & FAQs
- Related Articles
Overview
An enrollment type (also known as an “enrollment status”) describes how a student is linked to a class. The available types are:
- ACTIVE
- TRIAL
- MAKEUP
- SINGLE DAY
- WAIT
When creating or approving an enrollment, staff members select the appropriate type from a drop-down menu. Some restrictions apply—for example, you cannot change a WAIT type enrollment directly to ACTIVE. This ensures proper enrollment history and billing consistency.
Accessing the Feature
- When creating a new enrollment or approving a pending one, look for the Enrollment Type drop-down field.
- Choose the desired type based on the student’s participation.
- Select Save to confirm.
Step-by-Step Instructions
Available Enrollment Types
Each enrollment type has a specific use and display color in the Family/Student Enrollments view.
ACTIVE
- Used for standard ongoing enrollments.
- Indicates the student is enrolled as of the Start Date and until the Drop Date (if provided).
- If no Drop Date exists, the student remains enrolled indefinitely.
- Display color: Green.
TRIAL
- Used for free trial classes.
- Counts toward the class’s maximum enrollment capacity.
- Defaults to the same Start and Drop Date (one session only).
- Display color: Orange.
MAKEUP
- Used when students attend a class to make up for a missed session.
- Treated as free within the System.
- Counts toward class capacity.
- Defaults to the same Start and Drop Date (one session only).
- Display color: Blue.
- Makeup enrollments can be managed using the optional Makeup Token feature.
- For setup and configuration, see How Do I Set Up/Configure Makeup Tokens?
SINGLE DAY
- The Single Day enrollment type must enabled under SETTINGS>SETUP>CLASS SETTINGS>GENERAL CLASS SETTINGS.
- For setup and configuration, see What Are Single Day Enrollments?
- Used when enrolling a student for a one-time class session.
- A fee applies.
- Counts toward class capacity.
- Display color: Purple.
- Redeeming a Punch Pass automatically creates a SINGLE DAY enrollment in the class.
- For details, see What Are Punch Passes?
WAIT (Waitlist)
- Places the student on the class waitlist with a time/date stamp.
- Staff must manually convert WAIT enrollments to ACTIVE when a space becomes available.
- Display color: Yellow.
- The Enrollment Type field is disabled for WAIT enrollments.
- To change a WAIT enrollment type, create a new enrollment with the correct type, then:
- Add a Drop Date to the original WAIT enrollment, or
- Delete the original WAIT enrollment.
- Use the approved method to convert WAIT to ACTIVE in the same class.
- For more information, see What Is a Wait List Enrollment?
- To change a WAIT enrollment type, create a new enrollment with the correct type, then:
Additional Recommendations
When moving students from one enrollment type to another (such as from a Waitlisted enrollment to an Active enrollment), it is always important to consider the history that you want left behind on the student's enrollment records.
For example, to maintain a record that the student was on the wait list, but then switched to an active enrollment, you will want to put a drop date on the original wait list enrollment, then create a brand new enrollment starting the next day with the active status. Simply changing the status on the enrollment from Wait to Active will not preserve the history of the previous enrollment status.
NOTE: the "Enrollment Type" field will be disabled when editing the enrollment. If a staff member needs to change a WAIT enrollment to another enrollment type, they will need to create a new enrollment of that type, then edit the WAIT enrollment to either add a drop date or delete the enrollment. When transferring a WAIT enrollment to an ACTIVE enrollment in the same class, they will need to use the approved method to convert it.
- See our "What Waitlist Management Options Are Available?" document for more information.
To maintain history when dropping one enrollment and creating another, it is important to keep in mind how enrollment start dates/drop dates work in iClassPro:
- Enrollment Start Date: The student's enrollment will be considered active as of 12:00 AM on the specified date.
- Enrollment Drop Date: The student's enrollment will be dropped as of 11:59 PM on the specified date.
When moving a student from one ACTIVE-type enrollment to another ACTIVE-type enrollment in another class, we recommend using the option to "Transfer an Enrollment" rather than dropping the current enrollment and creating a new one. Transferring enrollments maintains a connection to the original enrollment that will help prevent the system from charging a student for the new enrollment if they have already paid for the original.
Troubleshooting & FAQs
-
Why can’t I edit a WAIT enrollment to change the enrollment type to ACTIVE?
- The Enrollment Type field is locked for WAIT enrollments. To change it, create a new ACTIVE enrollment and either drop or delete the WAIT enrollment.
-
How can I keep a record of students who were waitlisted before being enrolled?
- Add a Drop Date to the WAIT enrollment, then create a new ACTIVE enrollment starting the next day. This preserves history in reports.
-
When should I use “Transfer an Enrollment” instead of creating a new one?
- Use Transfer an Enrollment when moving a student between ACTIVE-type enrollments in different classes. This maintains billing continuity and prevents duplicate charges.
- For details, see How Do I Transfer Single Enrollments in the Office Portal?
- Use Transfer an Enrollment when moving a student between ACTIVE-type enrollments in different classes. This maintains billing continuity and prevents duplicate charges.