Manage the enrollment queue

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• Know that only withdrawn is treated as strong.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 - All member records to include or exclude people who are no longer current members.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the person and what changed, for example that they are now active, now on the waitlist, now inactive, or have been withdrawn.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 Somebody made active is expected at check-in again; somebody waitlisted, inactive, or withdrawn is not.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.

Screenshots

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 — put somebody on a roster in the first place.
• Manage member lifecycle and subscriptions — stop the billing that a roster change does not touch.
• Manage program lifecycle — change the program itself, which does not change who is enrolled.