IN BRIEF:
If your settings allow, families can submit enrollment transfer requests directly through the Customer Portal or Mobile App. Transfer requests allow a student to request an enrollment change from one class into another. Depending on additional settings configured by the business, transfers may require staff approval or can be auto-approved based on specific criteria.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Auto-Approved Transfers
  • Important Notes on Auto-Approvals
• Troubleshooting & FAQs
• Related Articles

Overview

The transfer request feature allows guardians to request that a student be transferred from their current class enrollment to another class. This option is only available if Allow visitors to request a transfer is enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION.

If this setting is enabled, transfer requests can be submitted through both the Customer Portal and the Mobile App. By default, staff must review and approve all transfer requests. However, settings can be configured to automatically approve transfer requests under certain conditions.

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Accessing the Feature

1. Log in to the Customer Portal/Mobile App.
2. Select My Account from the navigation toolbar.
   • NOTE: In the Mobile App, this icon will just be named Account.
3. Under the appropriate student, select the Enrollments icon.
   • NOTE: In the Mobile App, you will need to select the student first, then select Enrollments.

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Step-by-Step Instructions

1. Review the list of Current Enrollments for the student.
2. Select Transfer Enrollment next to the class you wish to transfer from.
   • NOTE: You cannot submit more than one transfer request from a single enrollment. If a Waitlist enrollment already exists from a prior transfer, you must either cancel that request (if allowed) or contact the business for assistance.
3. Choose the class you wish to transfer into. This opens the Transfer Enrollment Request window.
   
4. Enter the following details:
   
   
   • Transfer Date: The date the new enrollment should begin.
     • If transferring into a non-session class, you cannot choose a transfer date outside the window defined by the Allow Visitors to Choose a Start Date for Non-Session Classes (Only Affects New Enrollments) setting (if enabled).
     • If transferring into a Session or Rolling Session-based class, the transfer date must fall within the Session or Rolling Session dates.
   • Notes: Optional explanation for the transfer request.
5. Select Yes, please transfer! to submit the request, or Cancel to exit without submitting.

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Auto-Approved Transfers

By default, transfers require staff approval. However, two optional settings can be enabled to auto-approve transfers under certain conditions:

• Auto-Approve Transfer into the Next Level – If enabled, transfer requests to Next Level classes will be automatically approved as long as the selected class meets any other Program/Level restrictions, the student meets class age/gender requirements, and an opening is available.
• Auto-Approve Transfers That Match Program/Level Restriction – If enabled, transfer requests will be automatically approved as long as the selected class meets any Program/Level restrictions, the student meets class age/gender requirements, and an opening is available.

See "How Do I Configure Class Registration and Filter Settings? (Other Settings)" for more details.

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Important Notes on Auto-Approvals

• When a transfer is auto-approved, the system sets the drop date of the old class to the day before the new enrollment begins.
  • Example: If today is September 14 and the new class starts on September 17, the student remains in their old class until 11:59 PM on September 16.
• When requesting to transfer an enrollment to a class scheduled to start on the same date, the system will reference the class schedule to get the class start time for the new class:
  • If the start time of the new class is earlier than the current time (i.e., the class has already met for the day), the new enrollment begins with the next scheduled class date (honoring any "Force Start Date" settings and class dates/sessions/rolling sessions). The drop date for the old class is set to the day before.
  • If the start time of the new class is later than the current time, the original enrollment (and any related charges) will be updated with the details of the new class (i.e., the original enrollment will essentially be overwritten since it will not occur).
• If Force Start Date to Class Meeting Dates is disabled and class/session dates are not used, the new enrollment start date will default to the next scheduled day of the week, and the drop date for the old class will default to the current date.

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Troubleshooting & FAQs

• Why do I not see the option to submit a transfer request?
  • Submitting transfer requests via the Customer Portal requires that Allow visitors to request a transfer is enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION.
• What if I already submitted a transfer request for the same enrollment?
  • You cannot submit more than one transfer request from a single enrollment. If a Waitlist enrollment already exists from a prior transfer, you must either cancel that request (if allowed) or contact the business for assistance.
• Can I request any start date for the new class?
  • Not necessarily. Available start dates depend on whether the class is a non-session, session, or rolling session class and may be restricted by system settings.

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Related Articles

• How Do I Configure Class Registration and Filter Settings? (Other Settings)
• How Do I Create a Class Enrollment in the Customer Portal?
• How Do I Submit a Drop Request Through the Customer Portal?

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