# Manage the enrollment queue

> PositiveForm guide · Program enrollment · ENR-002
> Canonical page: https://positiveform.com/guides/enrollment/manage-enrollment-queue/
> This Markdown: https://positiveform.com/guides/enrollment/manage-enrollment-queue.md

**Summary:** Search and filter program enrollments and schedule or cancel an end. The queue retains its URL-backed filters and shows the resulting active, waitlisted…  
**Who can do this:** Organization owners, Managers, Staff  
**Required access:** `members.change`  
**Where in PositiveForm:** `/enrollments`  
**Status:** Verified on 2026-07-29 against PositiveForm build `2463703`.

## Who this is for

This guide is for **desk staff, managers, and owners** working across every
program at once: filling spots from the waitlist, moving people between classes,
and recording who has left.

The page states its own boundary at the top: this is **the operational roster
across your studio, and billing is managed separately at the household**.
Nothing you do here charges or refunds anybody.

You need the `members.change` permission.

## Before you begin

- Know which of the four statuses you mean. PositiveForm spells out the
  consequence of each before you confirm, and the difference matters at
  check-in.
- Know that only **withdrawn** is treated as strong. The others are ordinary
  changes you can reverse.

## Steps

1. Click **Enrollment** in the left navigation. The page opens as **Program
   enrollment**.
2. Narrow the list with the controls across the top:
   - **Find a member** to search by name.
   - **All programs** to focus on one class.
   - The status filter, which opens on **Active**.
   - **All member records** to include or exclude people who are no longer
     current members.
3. Read the columns: **Member** with their member status beneath, **Program**,
   **Status**, **Enrolled**, **Ended**, and **Manage**.
4. Click **Manage** beside somebody to change their roster status. Choose one of:
   - **Make active** — rejoins the active roster and is expected at check-in
     again.
   - **Move to waitlist** — leaves the active roster and waits for a spot; not
     expected at check-in until made active again.
   - **Mark inactive** — leaves the active roster and is not expected at
     check-in.
   - **Withdraw from program** — off the roster and no longer expected at any of
     its check-ins. This is the strongest status here and records that they left.
5. Read the consequence PositiveForm shows, then confirm. The first three say
   plainly that they can be changed back at any time.
6. Move through long lists with **Previous** and **Next**.

## Expected outcome

PositiveForm confirms by naming the person and what changed, for example that
they are now active, now on the waitlist, now inactive, or have been withdrawn.

The row updates to the new status, and the program's active member count follows.
Somebody made active is expected at check-in again; somebody waitlisted,
inactive, or withdrawn is not.

Your filters are held in the page address, so the queue you are working through
survives opening a member and coming back, and can be handed to a colleague.

Nothing is charged, refunded, or cancelled. A family who stops attending keeps
being billed until their household subscription changes; see
[Manage member lifecycle and subscriptions](https://positiveform.com/guides/members/member-lifecycle-subscriptions/).

## Screenshots

![Program enrollment, with its filters, the roster columns, and Manage](https://positiveform.com/guides/media/ENR-002/20260729T045500Z/001-enrollment-queue.webp)

## Recovery

If somebody is missing, check the status filter first. It opens on **Active**,
so anyone waitlisted, inactive, or withdrawn is hidden until you widen it. Then
check **All programs** and **All member records**.

If you see **This enrollment changed while the confirmation was open. Review the
roster and try again.**, somebody else changed the same enrollment while your
dialog was open. Nothing was applied. Close it, look at the current state, and
decide again.

If you are asked to **Choose the last day of the subscription.**, an end date is
required for what you selected.

If you withdrew somebody by mistake, make them active again. Withdrawn is the
strongest status but not irreversible; it records that they left, and the record
of that stays, which is the point.

If a family complains about being charged after leaving, look at the household
membership rather than this queue. This page is the roster; it does not move
money.

## Related guides

- [Add a member to a program roster](https://positiveform.com/guides/enrollment/add-program-roster-member/) — put somebody on a roster in the
  first place.
- [Manage member lifecycle and subscriptions](https://positiveform.com/guides/members/member-lifecycle-subscriptions/) — stop the billing that
  a roster change does not touch.
- [Manage program lifecycle](https://positiveform.com/guides/programs/manage-program-lifecycle/) — change the program
  itself, which does not change who is enrolled.

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