IN THIS ARTICLE:
Learn about the different enrollment types/statuses available in iClassPro, how they are used, and best practices when transferring a student from one enrollment type to another.
What is an Enrollment Type?
An enrollment type (also referred to as an "enrollment status") describes the different ways a student can be associated with a class. These include Active, Trial, Make Up, Single Day and Wait.
Any time a staff member creates a new enrollment or approves a new enrollment request, they have the opportunity to choose the appropriate enrollment type from a drop-down menu. (NOTE: There are some restrictions regarding transferring enrollments where you are prevented from changing the enrollment type, such as approving a Wait type enrollment to be an Active type enrollment.)
Which Enrollment Types are available?
Each enrollment status has a unique purpose. Reports can be used to pull lists of students based on the enrollment status and enrollment dates.
- Active: The Active status is for a standard enrollment, to indicate the student is actively enrolled in the class as of the start and drop dates entered on the enrollment. (Active enrollments are assigned a green background in the Family/Student enrollments view.)
- Trial: The Trial status is for free trial enrollments in classes. These trial enrollments will count toward the maximum enrollment capacity established on the class. (Trial enrollments are assigned an orange background in the Family/Student enrollments view.)
- Make Up: The Make Up status is used to signal students who are making up for missed enrollment dates. Make Up enrollments are also considered free within the system and will count toward the maximum enrollment capacity on classes. (Makeup enrollments are assigned a blue background in the Family/Student enrollments view.)
- Single Day: The Single Day enrollment status is used to enroll a student for a single class session. Unlike Make Up or Trial enrollments, there is a fee associated with these enrollments. Single Day enrollments will count toward the maximum enrollment capacity established on the class. (Single Day enrollments are assigned a purple background in the Family/Student enrollments view.)
- Please refer to our "What are Single Day Enrollments?" document for more information on configuring and creating Single Day enrollments
- NOTE: Redeeming a Punch Pass creates a Single Day enrollment in the class for which the punch was redeemed. For more information about Punch Passes, please refer to our "What are Punch Passes?" document.
- Wait: The Wait status places the student's enrollment on a wait list for the class with a time and date stamp for the request. Waitlisted students can then be added as an active enrollment to the class when a spot opens up; to give your staff complete control over the enrollment process, this is not done automatically. (Wait enrollments are assigned a yellow background in the Family/Student enrollments view.)
- Please refer to our "What is a Wait List Enrollment?" document for more information on creating Wait List enrollments.
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: As a general rule, we suggest always using the "Approve Waitlist Enrollment" action to convert a Waitlisted enrollment to an Active enrollment in the same class, as this automates the process of dropping the Wait enrollment and creating the new Active enrollment.
- 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 for charging a student for the new enrollment if they have already paid for the original.