Add a member to a program roster

Who this is for

This guide is for desk staff, managers, and owners putting somebody into a class.

Two things the page tells you that are worth taking at face value:

• Members can be planned into inactive programs. You can build next term's roster before the program opens.
• No capacity rule blocks this roster. PositiveForm will not stop you at a number. If a class is full, the waitlist is how you say so.

Enrolling somebody does not charge them. Money is a household subscription; see Manage member lifecycle and subscriptions.

You need the members.change permission.

Before you begin

• The person needs a member record; see Create a member.
• Decide whether they are joining the roster now or waiting for a spot.

Steps

1. Open the program and click the Members tab. It reads Current program enrollment and roster status.
2. Search for the person. The page is explicit that nobody is selected until you pick them, so a name in the box on its own does nothing.
3. Pick them from the results.
4. Choose the status they join with: on the roster now, or on the waitlist.
5. If they already have a current program, choose Add this program or Change programs. Change programs asks which current program to stop.
6. Read Before you confirm. It answers whether this replaces another enrollment, adds to another, changes billing, or enrolls anyone else in the household.
7. Finish with Review price & enroll when billing should start, or Enroll without billing instead / Enroll member for roster-only.

You can also start this from the program Overview with Enroll, or from Action items while the roster is empty.

Expected outcome

PositiveForm confirms with Member added, or Member waitlisted if they are waiting for a spot, and they appear once on the roster.

The roster table shows them with their Status, the date Enrolled, any Scheduled end, and an Actions menu. The program header's active member count updates to match.

Roster-only enroll does not charge. If you continue to price review, that is the household subscription; the two stay separate until you confirm there.

To change their status later, or to work across programs, use the enrollment queue; see Manage the enrollment queue.

Screenshots

Recovery

If nothing happens when you click Add member, you have typed a name but not picked anybody. The page warns about exactly this: a search is not a selection.

If the person is not in the results, they have no member record at this location yet; see Create a member.

If somebody is on the roster twice, they were added under two enrollments rather than one changing status. Take one off in Manage the enrollment queue rather than leaving both.

If you added them to the wrong program, change their status to withdrawn on the wrong one and add them to the right one. Withdrawing records that they left, which is more honest than deleting the trace.

If a family says they were charged for a class they are not in, or not charged for one they are, that is the household subscription rather than this roster; see Manage member lifecycle and subscriptions.

Related guides

• Manage the enrollment queue — change roster status, across every program at once.
• Manage member lifecycle and subscriptions — the billing side, which this does not touch.