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: The operational roster across your studio. Billing is managed separately at the household. Nothing you do from 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• Know that only withdrawn is treated as strong.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.
• Know that this page finds the work; the change itself is made on the person's own enrollment, one row at a time. There is no bulk status change here.

Steps

1. Click Enrollment in the left navigation. The page opens as Program enrollment.
2. Narrow the list with the controls across the top: - Search enrollment to search by member or program. - All programs to focus on one class. - The status filter, which opens on Active and also offers All statuses, Waitlist, Inactive, and Withdrawn. - All member records to include or exclude people who are no longer current members (Current members, Inactive members). - Clear filters appears once anything is off the default. It keeps the sort, which is a view preference rather than a filter. - Find a member in the header goes to Members when the person you want is not on any roster yet.
3. Read the columns: Member with Current member or Inactive member beneath, Program, Status, Enrolled, Ended (Current while the enrollment is still running), and a Manage action. Sort by Member, Program, or Enrolled from the column headers.
4. Click Manage beside somebody. It opens their member record, whose Program enrollment section lists their Current enrollments and Enrollment history.
5. Click Edit enrollment on the row you are changing. In Roster status, pick the new status: - Active: returns this episode to the active roster, and they are expected at check-in again. - Waitlist: keeps the episode current but moves it off the active roster; not expected at check-in until made active again. - Inactive: ends this enrollment episode today on the studio calendar. - Withdrawn: records that the member withdrew and ends this episode today. This is the strongest status here.
6. Read the consequence PositiveForm shows under the picker. Every one of them ends Household billing is unchanged. Then click Confirm status change. Nothing is written until you do, and PositiveForm reports Enrollment status changed to {status}.
7. The same dialog carries Scheduled end: on an active enrollment, set a Last enrollment day (tomorrow at the earliest) and Confirm scheduled end, or Confirm scheduled-end cancellation to undo one. A future end that would also stop billing may be sent to a manager to review first. Settle the status choice before touching the scheduled end; the dialog will not do both at once.
8. You can also change status from the program's own Enrollment tab: the Actions menu on a roster row offers the other statuses under Change status, plus End on a date… and Cancel scheduled end.
9. Move through long lists with the pager below the table.

Expected outcome

PositiveForm confirms the new status by name, for example Enrollment status changed to Waitlist. From the program roster it names the person instead, 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, sort, and page 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. When nothing matches at all, PositiveForm says No enrollment matches these filters.

If you see This enrollment changed while the editor was open. Review the latest details and try again. (or, from the program roster, 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 Confirm status change is disabled, you have not picked a different status yet, or a save is already in flight.

If the dialog says Confirm or reset the status choice before changing the scheduled end., settle the status first. If it asks for a later date, the earliest a scheduled end may fall is tomorrow on the studio's calendar; today means end it now.

If Manage does nothing useful, or you only see the list, your role can read enrollment but not change it. The page says so at the top: you need member-change permission to update a roster.

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.