IN BRIEF
Class enrollments can be edited from multiple areas within the Office Portal when adjustments are needed for dates, enrollment types, billing schedules, or notes. Understanding when to edit an enrollment—and when to use a different action such as dropping, transferring, or deleting—helps maintain accurate enrollment history, billing, and reporting.
- Overview
- Accessing the Feature
- Step-by-Step Instructions
- Warnings, Errors, and Validation Messages
- When to Edit vs Use Another Action
- Adjusting Billing After Editing an Enrollment
- How to Confirm an Enrollment Was Edited
- Troubleshooting & FAQs
- Related Articles
Overview
Editing a class enrollment allows staff to update specific enrollment details—such as dates, enrollment type, or billing overrides—without creating a new enrollment record. When an enrollment is edited, the previous details are replaced and no historical record of the prior state is retained. Because of this, it is important to understand when editing is appropriate and when another action should be used instead.
Accessing the Feature
Class enrollments can be viewed and edited from several areas in the Office Portal.
Families and Students Pages
- Enrollments appear with action icons next to them:
- Pencil icon: view/edit enrollment details
- Down arrow: drop enrollment
- Right arrow: transfer enrollment
- Trash can: delete enrollment
Calendar Page
- Select a class on the calendar to view its enrollments.
- Each enrollment includes action icons, such as:
- Pencil icon: view/edit enrollment
- Right arrow: transfer enrollment
- Student icon: view/edit student
- Family icon: view/edit family
- Checkmark: attendance
- Star: skills
Classes Page
- The Enrollments view displays students enrolled in a class.
- A collapsed Actions Menu is used to conserve space.
- Enrollment-specific options include:
- Edit Enrollment
- Drop Enrollment
- Transfer Enrollment
Enrollments Page
Enrollments can be edited in one of two ways:
- Use the collapsed Actions Menu for an enrollment, select View, then select the pencil icon.
- Select the enrollment row to expand details and use the action icons below it.
Important notes by enrollment type:
- ACTIVE and TRIAL enrollments: View (edit), Drop, and Transfer options
- MAKEUP and SINGLE DAY/CASUAL enrollments: View (edit) and Transfer only
- WAIT enrollments: View (edit), Drop, Notify, and Approve
Step-by-Step Instructions
- Navigate to the enrollment from any supported page.
- Select the pencil icon to open the Edit Enrollment dialog.
- Review the informational fields, which cannot be edited:
- Class name
- Class schedule
- Class location
- Class occupancy
- Update editable fields as needed.
Editable Fields – Details Tab
- Enrollment type:
- ACTIVE
- SINGLE DAY/CASUAL
- MAKEUP
- TRIAL
- WAIT
- Session or rolling session (if attached to the class)
- Start date
- Drop date
- Drop reason (if enabled)
- Billing schedule
- Tuition override amount
- Tuition override expiration date
Editable Fields – Notes Tab
- Enrollment notes
- Drop notes
Warnings, Errors, and Validation Messages
Editing an enrollment may trigger warnings or errors under certain conditions.
Common Scenarios
-
Start date after drop date
- Error occurs if the start date is later than the drop date.
- Adjust dates so the enrollment includes at least one valid meeting date.
-
Conflicts within a transfer sequence
- Occur when edited dates overlap with previous or future enrollments in the same transfer chain.
- Overlapping enrollments are not allowed because they share the same ranking for discounts.
-
Missing drop date on session enrollments
- Session enrollments require a drop date on or before the session end date.
-
Missing required fields
- Enrollment type
- Enrollment start date
- Drop reason (if required by settings)
Note: If a class is linked to a rolling session, the enrollment start date must fall within the rolling session dates when the enrollment is first created. After creation, edited start dates may fall outside the rolling session if session dates have changed.
When to Edit vs Use Another Action
When Editing Is Appropriate
- Enrollment was created incorrectly
- Start or drop dates need adjustment
- Billing schedule override needs to be added or removed
- Tuition override amount or expiration date needs to be updated
- Enrollment notes need to be updated
When to Drop an Enrollment Instead
- A drop date is being added for the first time
- Drop notes, drop reasons, or drop emails should be included
Using Drop Enrollment ensures proper communication and recordkeeping.
When to Create a New Enrollment Instead
- Transitioning between enrollment types in the same class
- Preserving historical enrollment records is important
Editing replaces the original enrollment and removes historical context, including makeup token usage.
When to Transfer an Enrollment Instead
- Moving a student between enrollments while preserving continuity
- Managing extended attendance gaps
- Preventing class occupancy from being artificially inflated
- Maintaining accurate discount rankings and reporting
Transferred enrollments are marked with a transfer indicator and reflected in the Drop List report.
When to Delete an Enrollment Instead
- The student will not attend any class meetings
- Preventing unintended reporting results or automated communications
Important Note: Enrollments with associated ledger charges cannot be deleted until those charges are removed.
Adjusting Billing After Editing an Enrollment
Editing enrollment dates does not automatically adjust existing billing, except for approved future transfers.
Possible Billing Actions
- Delete incorrect charges and reissue them with correct totals
- Edit an existing charge amount
- Add a discount line item
- Issue an account credit
- Issue a new charge for additional amounts owed
Accounting Notes
- Editing charges affects historical financial reports.
- Discounts appear as if they always existed.
- For accrual-based accounting, it is often preferable to:
- Issue credits instead of editing past charges
- Delete and reissue charges to preserve historical accuracy
How to Confirm an Enrollment Was Edited
- Enrollment edits are logged in the Audit Log.
- Search for the action “Updated Enrollment” along with the student name.
- The log confirms that a change occurred but does not specify which fields were updated.
Troubleshooting & FAQs
-
Why am I unable to save changes after editing an enrollment?
- The System will not allow an enrollment to be saved if required fields are missing or invalid. Confirm that an enrollment type and start date are selected, and that a drop reason is entered if drop reasons are required. Session enrollments must also include a drop date on or before the session end date.
-
Why do I see an error stating that the start date cannot be after the drop date?
- Enrollments must include at least one valid meeting date. Adjust the start and drop dates so the start date occurs on or before the drop date for the same enrollment.
-
Why does the System prevent me from saving overlapping enrollment dates during a transfer?
- Enrollments that are part of the same transfer sequence cannot overlap. Overlapping enrollments would share the same discount ranking, which could result in incorrect billing. Adjust the start or drop date so the enrollments do not overlap.
-
Why did editing an enrollment remove makeup token history?
- Editing an enrollment replaces the original enrollment details and does not preserve historical enrollment states. Editing a makeup enrollment to a different enrollment type can remove token usage history. When preserving history is important, dropping the enrollment and creating a new one is recommended instead of editing.
-
Why were billing charges not automatically adjusted after I edited an enrollment?
- Editing an enrollment does not automatically update existing charges, except in certain approved future transfer scenarios. After editing enrollment dates, review the family ledger to delete, edit, credit, or reissue charges as needed.