Managing Enrollments

Most of the time, families enroll themselves from the public registration page. This page is about what you do from the studio side: looking at who is in a class, adding someone by hand, changing billing, moving a student, or dropping them.

Students enroll in a section, not in a class. In day-to-day language you will still call these “classes,” and that is fine.

Where to Look

There are a few places you will spend time with enrollments:

• The Enrolled Students list on a section — the roster for that class
• The Enrollments tab on a student — everything that student is in, plus history
• The Sections tab — fill rates across the studio, so you can see which classes are full or light
• A specific session (from the section Schedule tab, the studio Schedule, or attendance) — drop-ins and trials for that day

Click a student on the section roster to open their profile.

Kinds of Enrollment

The section roster only lists recurring enrollments. Drop-ins and trials live on the session / attendance page for that day, and on the student’s Enrollments tab.

Drop-in only sections do not show an Enrolled Students card at all. Manage those students from each session.

Viewing a Section Roster

Open Sections, then click the section you want.

The Enrolled Students card shows how full the class is (enrolled / capacity) and a progress bar. If you set an Enrollment Target when you created the section, that appears as a marker on the bar so you can see when you hit your goal, separate from hard capacity.

Each row shows the student’s name, age, gender, and grade. Grade on the roster is the grade stored on the enrollment (a snapshot from when they enrolled), not necessarily their current student record.

If the section is a draft or archived, you can still look at the roster, but adding, moving, and dropping are limited to Active sections.

Enrolling a Student

You can enroll from a section, from a student, or from a session. The last step is always billing, so you can see what will post before you confirm.

From a Section

1. Open the section.
2. Click Add Student in the Enrolled Students card.
3. Choose an Existing Student, or use Visiting Student for a guest (see Visiting students).
4. Review billing and click Enroll students.

This path enrolls them as recurring in that section.

If the section is already at capacity, this same button waitlists the student instead of enrolling them. The confirm button will say Waitlist students, and no charges will post. See When the class is full.

From a Student

1. Open the student.
2. On the Enrollments tab, click Add Enrollment.
3. Choose the section.
4. Choose how they should attend:
   • Recurring — ongoing enrollment in the class. If the class is full, this adds them to the waitlist.
   • Drop-in — one class, billed as a drop-in. You then pick the day on the calendar (highlighted days are when the class meets).
   • Trial — one class, billed as a trial. Same calendar step.
5. Review billing and click Enroll students.

Drop-in and Trial are only offered when you are picking a session. Recurring is only offered for series sections (not drop-in only).

From a Session (Drop-in or Trial)

From a session page, click Enroll Students. This is the same idea as walk-in enrollment on the attendance sheet. For that flow, see Taking Attendance.

You can enroll a drop-in even on sections that do not have drop-ins enabled for public registration.

Billing at Enrollment

Before you confirm, you choose what should hit the family’s ledger.

For a recurring (section) enrollment:

For a drop-in or trial (session) enrollment:

Charges Posting Now lists every ledger item that will be added. Click the X on a line to leave that charge off. If the enrollment is covered by a package billed at a package price, you will see that no additional charges will be created.

When you are ready, click Enroll students.

Posted charges are not automatically refunded later if you drop the student. Only upcoming (not yet posted) ledger items are removed on drop. If you need to reverse something already posted, do that on the household ledger.

Visiting Students

On Visiting Student, pick a household, then enter first name, last name, and gender. Click Next.

That creates a visitor student on the chosen household and bills the selected account on that household — the same pattern as a walk-in on attendance.

When the Class Is Full

EnrollmentHive will not over-enroll a section. If enrolled is already at capacity:

• Adding a student from the section waitlists them and does not post charges.
• Choosing Recurring from the student enroll flow does the same.
• Moving a student into a full section fails. Increase capacity on the destination section first, then try again.

You can still enroll drop-ins and trials on a session when the section is full, up to that session’s drop-in capacity.

To enroll someone who is already on the waitlist once a spot opens, open the Waitlisted Students card, use the menu on their row, and click Enroll student. That opens the same billing step as a normal enroll, and they are taken off the waitlist when it succeeds.

Managing an Existing Enrollment

On the section roster or the student’s Enrollments tab, open the menu on the right of a row. Depending on your permissions and whether the section is active, you may see:

• Manage Enrollment
• Edit Responsible Account
• Move student to another section
• Add ledger items to household
• Drop student

Manage Enrollment

Opens a flyout where you can change:

If the enrollment is part of a package billed at a fixed package price, Price override is locked. Change the package price instead.

If the student has manual tuition configured, a notice explains that price overrides do not affect tuition during covered manual-tuition cycles.

Click Save Enrollment when you are done.

Edit Responsible Account

Changes who is billed for this enrollment going forward.

Pick the household and the account. Upcoming ledger items for this enrollment move to that account. Charges that have already posted stay where they are; move or reverse those on the ledger if needed.

This is the same responsible account idea used at registration. A common use is billing a scholarship household for one class while the family pays for everything else.

Click Change to save.

Move Student to Another Section

Use this when the student should leave this class and join a different one.

1. Choose Move student to another section.
2. Pick the New section.
3. Click Move student.

The student is enrolled in the new section as recurring, using that section’s default billing plan. Upcoming charges on the old enrollment are removed, and new charges are generated for the new enrollment. The old enrollment is recorded as a transferred enrollment on the student (it does not look like a drop).

You cannot move into a full section. You also cannot move unless you have permission both to enroll and to drop.

Add Ledger Items to Household

Posts charges that were not created (or were removed) when the student enrolled. Choose Items due at checkout, Upcoming items, or both, then review the list. You can remove individual lines, override the household, and pick the account. A warning icon on a line means a similar item may already exist on that account.

Click Submit to add them.

Drop Student

1. Choose Drop student.
2. Confirm with Drop Student.

This unenrolls them from the section, frees a seat, and deletes upcoming ledger items for that enrollment. Posted charges stay on the account.

A dropped enrollment record is kept on the student so history and reporting still show that they were in the class.

If they were in the section as part of a package, dropping them from the section does not drop them from the package. You will see a warning to that effect before you confirm.

On a session attendance sheet, Drop student applies to that session enrollment (a drop-in or trial). To take a recurring student out of the class entirely, drop them from the section roster or the student’s Enrollments tab.

Looking at a Student’s Enrollments

Open the student and use the Enrollments tab. You can search, and you can filter with All, Recurring, Trial, Drop-in, or Dropped.

Enrollments are split into:

• Current Enrollments — still in progress. A badge of Upcoming means the start date is still in the future; Current means they are in it now.
• Completed Enrollments — the section has ended, the session date has passed, or the student was dropped, transferred, or marked completed.

Each row shows the section (or package) name, kind, season, dates, who enrolled them and when, and the responsible account.

The same row menu as the section roster is available here. For dropped records you instead get:

• Edit enrollment — change Kind (Dropped, Transferred, or Completed), Start date, End date, and Enrolled on. Click Save. This only edits history; it does not put the student back in the class.
• Remove enrollment — deletes the dropped record. You will be asked to confirm. This does not re-enroll the student.

The student’s Waitlist tab lists sections they are waitlisted for.

Related

• Taking Attendance — roster for a single day, walk-in enroll, and marking presence
• Pricing a Section — how tuition, drop-in prices, and responsible accounts work
• Sections — capacity, registration type, and creating the class they are enrolled in