IN BRIEF 
The Group Enroll option on the EVENTS page allows staff to enroll multiple students into an event in a single workflow. This feature mirrors the Group Enroll experience used for classes, enabling staff to search for students, add them to an enrollment list, configure enrollment details, and create multiple bookings at once. 

• Overview
  • Important Notes
• Accessing the Feature
• Step-by-Step Instructions
  • Open the Group Enroll Window
  • Search for Students
  • Add Students to the Enrollment List
  • System Verification Checks
    • Student Flag Alert
    • Policy Acceptance Verification
    • Event Requirement Verification
    • Maximum Allowed Bookings
  • Configure Enrollment Details
  • Complete the Enrollment
• Troubleshooting & FAQs
• Related Articles

Overview

The Group Enroll option on the EVENTS page allows staff to efficiently add multiple students to an event in a single process. Instead of enrolling students one at a time, staff can search for students, move them into an enrollment list, and apply enrollment settings to all selected students before completing the enrollment.

This workflow is designed to match the existing Group Enroll process used for classes so that staff experience a consistent interface and workflow across both features.

When using Group Enroll for events, staff can:

• Search for students by name.
• Filter students using assigned keywords.
• Add multiple students to a temporary enrollment list.
• Configure enrollment details for all selected students at once.

During the enrollment process, the System performs several verification checks to ensure the enrollment is valid. These checks include:

• Student Flag alerts
• Policy acceptance verification
• Event requirement validation
• Maximum allowed booking limits

If any of these checks trigger a warning, staff can review the message and decide whether to continue or cancel the enrollment for that student.

Additional operational details include:

• Each enrollment created through Group Enroll generates individual enrollment records for each student.
• The System also generates separate Audit Log entries for each enrollment.
• Audit log entries match the information recorded when enrollments are created individually and reflect the actual timestamp of creation.

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Important Notes

• Staff must have the “Enrollments” permission to access the Group Enroll option.
• The Group Enroll option will not appear for events that contain User Defined Questions that require Yes/No or typed responses, because those questions require individual answers from each student.

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Accessing the Feature

1. From the main navigation menu, go to EVENTS.
2. Locate the event for which you want to create enrollments.
3. Expand the Enrollments view for that event.

If the event meets the eligibility requirements, the Group Enroll option appears to the right of the Event Enrollment Wizard option.

The option will be available only when:

• The staff member has the Enrollments permission, and
• The event does not contain User Defined Questions requiring individual responses.

If the event includes required User Defined Questions with typed or Yes/No responses, the Group Enroll option will not be displayed.

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Step-by-Step Instructions

Open the Group Enroll Window

1. Navigate to the EVENTS page.
2. Locate the event where you want to enroll students.
3. Expand the Enrollments view.
4. Select Group Enroll.

The Group Enrollment window will open, displaying two columns:

• Student search results on the left
• Students selected for enrollment on the right

This interface functions the same way as the Group Enroll window used for classes.

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Search for Students

Locate the students you want to enroll using one of the following methods:

• Search by student name
• Filter students using an assigned Student keyword

The search results appear in the left column.

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Add Students to the Enrollment List

To add students to the enrollment list:

• Select the "+" icon next to a student.
• The student will move from the results column (left) to the selected students column (right).

To remove a student from the enrollment list:

• Select the red "X" next to their name in the selected students list.

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System Verification Checks

Whenever a student is added to the enrollment list, the System performs several validation checks before completing the action.

These checks ensure the student can be booked into the event.

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Student Flag Alert

If the student has a Student Flag Alert, the System displays the alert message.

Staff must acknowledge the alert by selecting OK before continuing.

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Policy Acceptance Verification

If the student has not accepted required policies, the System will:

• Display a warning message
• Ask whether the staff member still wants to enroll the student

Staff can then:

• Confirm the enrollment, or
• Cancel adding the student.

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Event Requirement Verification

The System checks whether the student meets the event requirements, including any Auto Approve prerequisites.

If the student does not meet the requirements:

• A warning message appears.
• Staff can choose to proceed or cancel adding the student.

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Maximum Allowed Bookings

The System verifies whether enrolling the student would exceed the maximum number of allowed bookings for the event.

If the booking would exceed the allowed limit:

• A warning message is displayed.
• Staff can choose to proceed or cancel adding the student.

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Configure Enrollment Details

After selecting the students, click Next to proceed to the Enrollment Details screen.

From the main enrollment panel, staff can configure the enrollment settings.

Available options include:

• Enrollment Type
  • ACTIVE
  • WAIT
• Event Blocks
  • Select the blocks that apply to the enrollment.
• Tuition Override
  • Enter a custom tuition amount if needed. Note that this tuition override will apply to all selected students.
• Email Confirmation
  • Enable or disable sending the enrollment confirmation email and addendum.

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Complete the Enrollment

After confirming the enrollment settings:

• Select Finish.

The System will:

• Create individual enrollment records for each selected student.
• Record separate Audit Log entries for every enrollment created.

Each Audit Log entry contains the same information that would be recorded if the enrollment were created individually.

Because multiple enrollments are processed sequentially, timestamps may differ by a few seconds.

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Troubleshooting & FAQs

• Why do I not see the Group Enroll option for an event?
  • The Group Enroll option will not appear if the event contains User Defined Questions that require Yes/No or typed responses. These questions require individualized answers for each enrollment.
• What permissions are required to use Group Enroll for events?
  • Staff must have the “Enrollments” permission enabled to access the Group Enroll option.
• Does the System create one enrollment record or multiple records?
  • The System creates individual enrollment records for each student, even though they are enrolled through a single workflow.
• Are Audit Log entries created for each enrollment?
  • Yes. The System generates separate Audit Log entries for each enrollment created through Group Enroll.
• Does Group Enroll automatically create charges for event enrollments?
  • No. Staff will still need to create event tuition charges for the enrollments, either individually per student or by using the TRANSACTIONS>EVENT TUITION CHARGES task.

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Related Articles

• How Do I Create or Modify an Event/Activity Enrollment in the Office Portal?
• How Do I Use the Event Enrollment Wizard?
• How Do I Configure General Settings for Events? (Event Setup)
• How Do I Configure Event Types and Pricing Schedules? (Event Setup)
• How Do I Create a New Event? (Event Setup)
• How Do I Manually Create Event Tuition Charges?
• What is the Event Tuition Charges Task (Global Event Billing)?

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