Skip to main content

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. Inactive students cannot be enrolled.
  2. Checks capacity -- For group classes, verifies that the session hasn't reached its enrollment limit (when enrolling from the student page or calendar).
  3. Records pending charges -- Creates the appropriate pending charges based on the course's billing type. No invoice is created at enrollment -- invoices are generated separately from the Invoices screen.
  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​

note

There is no enroll action on the course detail page. Enrollment happens from the student's detail page, the calendar, or your online store.

From the Student Detail Page​

  1. Navigate to Students in the sidebar and open the student.
  2. On the Enrollments card, click + Enroll. The "Assign Student" drawer opens.
  3. Choose the session and set the "When did the student enroll?" date (defaults to today).
  4. For private lessons, an optional second step appears: "Add Schedule (Optional)" -- set the Time, Recurrence (Weekly, Bi-weekly, Monthly, or One-time), the "Repeat on" days, an optional "End Date (Optional)" (this ends the schedule, not the enrollment), and a Location. Finish with "Skip Schedule and Enroll" or "Assign with Schedule".
  5. For classes, there's no schedule step -- just click "Enroll".

You can also check "Email student information to instructor" to notify the instructor.

From the Calendar​

Add students to a class or lesson event on the calendar. Conductly opens the "Confirm Enrollment" modal showing the session, recurring schedule, students, location, and a "Billing Details" section with the Plan Type. The enrollment date is set to today.

info

As the modal notes, "Invoices can be generated separately from the Invoices screen" -- confirming an enrollment records the charges but does not send a bill.

From the Online Store​

Families can purchase courses directly from your storefront. Store enrollments activate after payment is captured. The same applies to self-booked lessons ("Book online" products) -- the enrollment is created after payment, and the student joins the instructor's existing session for that course. Repeat bookings with the same instructor land in the same session, so you won't see a separate session for every booking.

What Happens During Enrollment​

Billing Setup​

Based on the course's billing type, Conductly records pending charges that will appear on the student's next generated invoice:

Billing TypeWhat Happens at Enrollment
Pay in FullA pending charge is recorded for the full course price.
Payment PlanInstallment charges are recorded according to the payment schedule.
Per MeetingCharges are calculated from scheduled meetings and the configured rate.
SubscriptionA recurring tuition charge is set up at the configured frequency.
info

Enrollment never creates or sends an invoice by itself. Generate invoices from the Invoices screen when you're ready to bill -- the pending charges from enrollments flow onto those invoices.

Capacity Check (Group Classes)​

For group classes, Conductly checks whether the session has available spots when staff enroll a student:

  • 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 is set on the class event when it's scheduled on the calendar -- not in course settings. The online store shows "Full"/"Open"/"N spots remaining," but storefront checkout does not enforce the limit.

Enrollment Date​

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

  • Tracking when the student started.
  • Determining which charges are generated on future invoices.
  • Pro-rating the first period on Subscription courses that have a proration policy.
  • Reporting and analytics.

Viewing Enrollments​

Enrollments appear in several places throughout Conductly:

On the Student Detail Page​

The Enrollments card shows the student's enrollments grouped as ACTIVE, UPCOMING, COMPLETED, and DROPPED. Each row shows the category badge ("Private Lesson" or "Class"), status badge, billing badge (e.g., "Per Meeting," "Payment Plan," "Pay in Full," "Tuition"), day/time, instructors, and the Start Date (plus a "Completed:" or "Dropped:" date on ended rows).

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.
UpcomingThe enrollment starts on a future date.
CompletedThe enrollment was ended with Complete Enrollment.
DroppedThe enrollment was ended early with Drop Enrollment.

The Actions Menu​

Every enrollment row on the student's Enrollments card has an Actions menu. Its full contents, in order:

  • View Calendar -- jump to the student's lessons on the calendar.
  • Edit Schedule -- change the enrollment start date or the lesson day and time.
  • Renew Pack -- lesson-pack enrollments only; bills the next pack. See Billing Plans.
  • Pause Enrollment / End Break -- Per Meeting and Subscription enrollments only; schedule a temporary break, or end one early. See Pausing an Enrollment.
  • Complete Enrollment -- for normal course completion.
  • Drop Enrollment -- for a student leaving early.
  • Delete Enrollment -- Dropped rows only; permanently removes the enrollment record.

Which items appear depends on the enrollment's billing type and status, so a given row won't show all of them.

Ending an Enrollment​

To end an enrollment, open the Actions menu on the enrollment row and choose one of two options:

  • Complete Enrollment -- for normal course completion. The row stays on the card with status Completed.
  • Drop Enrollment -- for a student leaving early. The confirmation modal is titled "Confirm Unenrollment" with a red "Unenroll Student" button; the row moves to the Dropped group.

Both actions take effect immediately using today's date -- there is no date picker and no way to schedule a future end date. Each modal requires you to check "I understand this action will take effect immediately and cannot be undone."

Blockers​

  • Unpaid invoices for the session block the action -- settle outstanding invoices first.
  • Unbilled charges can be resolved in the modal by checking "Cancel unbilled charges and unenroll (charges will not be collected)".

What Happens Afterward​

  • Future occurrences are removed: solo private lessons are deleted from the calendar; class occurrences are never deleted -- only the class roster changes.
  • Active pending charges for the enrollment are cancelled automatically.
  • Billing stops as of today; past invoices are untouched.
  • The student can be re-enrolled later at any time.

Enrollment Tips​

Best Practices
  • Verify billing configuration first -- Before enrolling students, make sure the course's billing type 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 -- especially for classes sold through the store, where checkout doesn't enforce the limit.
  • Use the correct enrollment date -- If a student is starting mid-period, set the enrollment date accurately. This affects which charges are generated and, for Subscription courses with proration, the first invoice amount.
  • Review after enrollment -- Check the student's detail page after enrollment to confirm the enrollment and billing badge look right, then generate invoices from the Invoices screen when you're ready to bill.

Next Steps​