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Enrolling Students in Courses

Enrollment is how students are connected to the lessons and classes they take at your school. In Conductly, students enroll in sessions (specific instances of a course), not in courses directly.

How Enrollment Works​

When you enroll a student in a session, Conductly:

  1. Validates the enrollment -- Checks that the student and session exist and are compatible.
  2. Checks capacity -- For group classes, verifies that the session hasn't reached its enrollment limit.
  3. Sets up billing -- Creates the appropriate billing plan (invoices, payment schedule, or subscription) based on the course's billing configuration.
  4. Records the enrollment -- Tracks the enrollment date, status, and links the student to the session.

The enrollment then appears on the student's detail page, the instructor's detail page, and the course detail page.

Enrolling a Student​

From the Course Detail Page​

  1. Navigate to Catalog in the sidebar.
  2. Click on the course you want to enroll a student in.
  3. Click the Assign or enrollment action.
  4. In the modal that appears:
    • Step 1: Select the session and student. If you're on a student page, the student is pre-selected. If you're on the course page, choose the student from the dropdown.
    • Step 2: Review the details and confirm.
  5. Set the enrollment date (defaults to today).
  6. Confirm the enrollment.

From the Student Detail Page​

You can also start the enrollment process from a student's profile:

  1. Navigate to Students in the sidebar.
  2. Click on the student you want to enroll.
  3. Use the enrollment action from the student's detail page.
  4. Select the course session to enroll them in.
  5. Confirm the enrollment.
tip

Starting from the student detail page pre-selects the student, so you only need to choose the session. This is faster when enrolling a single student in multiple sessions.

What Happens During Enrollment​

Billing Plan Setup​

Based on the course's billing configuration, Conductly automatically sets up the appropriate billing:

Billing TypeWhat Happens at Enrollment
Pay in FullAn invoice is created for the full course price.
Payment PlanA series of invoices are created according to the payment schedule.
Per LessonBilling is calculated based on scheduled lessons and the configured rate.
SubscriptionA recurring billing cycle is created at the configured frequency.

Capacity Check (Group Classes)​

For group classes, Conductly checks whether the session has available spots:

  • If spots are available, the enrollment proceeds.
  • If the session is full, the enrollment is blocked and you'll see an error message.
note

Capacity limits only apply to group classes. Private lessons are one-on-one by nature and do not have capacity restrictions.

Enrollment Date​

The enrollment date defaults to today but can be changed. This date is used for:

  • Tracking when the student started.
  • Pro-rating billing if the course's billing plan supports it.
  • Reporting and analytics.

Viewing Enrollments​

Enrollments appear in several places throughout Conductly:

On the Student Detail Page​

The student's profile shows all their current and past enrollments, including:

  • Course and session name
  • Instructor
  • Enrollment status
  • Enrollment date

On the Instructor Detail Page​

Each instructor's profile shows the students they're teaching, organized by session. The Students overview card displays:

  • Student name
  • Session name
  • Enrollment status

You can click "View all" to see the complete list with search functionality.

On the Course Detail Page​

The course detail page shows enrollment counts for each session in the Sessions section. Each session displays a badge like "5 enrolled" showing the current enrollment.

Enrollment Statuses​

Enrollments have statuses that reflect the student's current standing:

StatusMeaning
ActiveThe student is currently enrolled and participating.
InactiveThe enrollment has been deactivated.
CompletedThe student has finished the course or session.
CanceledThe enrollment was canceled.

Managing Enrollments​

Changing Enrollment Status​

You can update an enrollment's status from the student or instructor detail page. Click on the enrollment to access status change options.

Removing an Enrollment​

To remove a student from a session:

  1. Navigate to the student's or instructor's detail page.
  2. Find the enrollment in the enrollments list.
  3. Use the available actions to remove or cancel the enrollment.
warning

Removing an enrollment does not automatically void or refund any invoices that were created during the enrollment process. You'll need to manage billing adjustments separately. See the Billing & Invoices section for more information.

Enrollment Tips​

:::tip Best Practices

  • Verify billing configuration first -- Before enrolling students, make sure the course's billing plan is set up correctly. It's easier to get billing right before enrollment than to fix it afterward.
  • Check session capacity -- For group classes, review the current enrollment count before enrolling additional students.
  • Use the correct enrollment date -- If a student is starting mid-semester, set the enrollment date accurately. This affects pro-rating and reporting.
  • Review after enrollment -- Check the student's detail page after enrollment to confirm that the correct billing plan and invoices were created. :::

Next Steps​