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Enrolling Students

Enrollment is how you connect students to the sessions where they'll take lessons. When you enroll a student, Conductly sets up their schedule and records the pending charges for that session so invoices can be generated later.

How to Enroll a Student​

There are four ways a student can be enrolled in a session:

From the Student Detail Page​

  1. Open the student's detail page by clicking their name in the student list.
  2. On the Enrollments card, click + Enroll.
  3. In the Assign Student drawer, choose the session to enroll them in.
  4. Set When did the student enroll? — this defaults to today, but you can backdate it if the student actually started earlier.
  5. For a class, click Enroll to finish.

For private lessons, the drawer offers an optional second step, Add Schedule (Optional), where you can set up the recurring lesson right away:

  • Time of the lesson
  • Recurrence — Weekly, Bi-weekly, Monthly, or One-time
  • Repeat on — which day(s) of the week
  • End Date (Optional) — ends the recurring schedule (not the enrollment)
  • Location

Click Assign with Schedule to enroll and schedule together, or Skip Schedule and Enroll to enroll now and schedule later. You can also check Email student information to instructor to notify the instructor.

From the Calendar​

  1. Navigate to Schedule in the sidebar.
  2. Open the class or lesson event and add the student(s) to it.
  3. Review the Confirm Enrollment modal — it shows the session, the recurring schedule, the students, the location, and a Billing Details section with the plan type.
  4. Confirm to enroll. The enrollment date is set to today.
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The Confirm Enrollment modal notes that "Invoices can be generated separately from the Invoices screen" — confirming an enrollment records the charges but does not send anything to the family.

From Your Online Store​

Families can enroll themselves by purchasing a course through your public storefront. Store enrollments activate after payment is captured — the student isn't added to the session until the checkout payment succeeds.

Through Self-Booking​

For private lesson products with the Book online button, families pick an instructor, lesson length, and open time slot themselves. The session and enrollment are created after payment.

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Enrolling from the student detail page is usually faster when you're working with a specific student. Enrolling from the calendar is better when you're filling spots in a specific class.

What Happens During Enrollment​

Pending Charges -- Not Invoices​

When you enroll a student from the student page or the calendar, Conductly records the student's pending charges for the session based on the course's billing type and your rate configuration. It does not create or send an invoice, and it never charges a card at enrollment time. Invoices are generated separately from the Invoices screen (individually or in bulk), and that's when the pending charges are picked up and billed.

How the charges are recorded depends on the course's billing type:

  • Pay in Full — the full session amount is recorded as a single pending charge, regardless of when in the session the student enrolls.
  • Payment Plan — the amount is split into the configured installments (Weekly or Monthly, "Payment N of M"). Payment Plans are not prorated for mid-session enrollments.
  • Per Meeting — the student is billed their rate multiplied by the lessons scheduled in each billing period. Billing is based on scheduled lessons, not attendance — Conductly tracks attendance (through the Attended / Missed / Makeup calendar labels and the Attendance report), but attendance never changes what's billed.
  • Subscription — a flat tuition amount per billing period (Monthly, Semester, or Yearly). A partial first charge only applies if the course uses the calendar-month billing cycle with a Prorate first period policy. See Billing Plans for details.

If the student has a scholarship, it is applied automatically as a payment on each invoice generated for them.

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Store checkout is the one exception to this model: storefront and self-booking enrollments collect payment up front, and the enrollment activates after the payment is captured.

Capacity Check​

For classes, Conductly checks whether the class has available capacity before enrolling. Capacity is set on the class event in the calendar (there is no capacity field in course settings) — open the event and adjust its capacity if you need more room.

  • Private lessons typically have a capacity of one student
  • Classes have a configurable capacity set on the calendar event

Capacity is enforced when enrolling from the student page or the calendar. On the public storefront, spots are displayed ("Full", "Open", "N spots remaining") but not enforced at checkout.

Inactive Students​

An Inactive student cannot be enrolled. Change their status first, then enroll them.

Calendar Events​

Once enrolled, the student's lessons appear on the calendar according to their schedule. This includes:

  • The day(s) and time(s) of lessons
  • The assigned instructor
  • The location and room (if applicable)

Enrollment Dates​

Each enrollment records:

  • Enrollment Date — The date the student started in the session. This is shown as Start Date: on the Enrollments card and appears in reports.
  • Completion Date — Set automatically (to today's date) when you complete or drop the enrollment. Shown as "Completed:" or "Dropped:" on the enrollment row.
  • Completion Reason — Set automatically by Conductly based on which action you take ("Completed Successfully" or "Unenrolled"). It is never entered by hand.

How Enrollment Dates Affect Billing​

The enrollment date records when the student joined the session, and it drives future invoice generation according to the course's billing type:

  • For Pay in Full, the full session amount is recorded regardless of the enrollment date within the session.
  • For Payment Plan (installments), the installment schedule is not prorated — mid-session enrollments are billed the configured installments.
  • For Per Meeting, the student is billed for lessons scheduled from their enrollment date forward.
  • For Subscription (fixed tuition), the Prorate first period policy (available on the calendar-month billing cycle) determines whether a mid-cycle enrollment gets a partial first charge or the full period amount.

Changing the Enrollment Start Date​

If an enrollment was recorded with the wrong start date, or a student's actual start changed, you can correct it:

  1. Open the student's detail page and expand the Enrollments card.
  2. Open the actions menu on the enrollment and choose Edit Schedule.
  3. Update the Enrollment Start Date and click Save Changes.

Changing the date affects future invoice generation: the next time invoices are generated, which lessons or portion of the billing period the student is billed for is determined from the new start date, following the billing plan rules described above. Reports and the student's profile also show the updated date.

Changing the date does not:

  • Modify invoices that have already been created. If an existing invoice charged the wrong period, adjust it or issue a credit manually.
  • Move any lessons on the calendar. To move a private lesson to a different day or time, use the Lesson Days and Lesson Time fields in the same Edit Schedule dialog.
tip

Correct the enrollment start date before the next invoice run when possible — it keeps invoices right from the start instead of requiring manual adjustments afterward.

Completing or Dropping an Enrollment​

There is no "Unenroll" button and no way to schedule a future end date. When a student is done with a session, open the Actions menu on their enrollment row (in the Enrollments card) and choose one of two options. Both take effect today — there is no date picker.

Complete Enrollment​

Use Complete Enrollment when the student finished the course normally — for example, they reached the end of the semester or completed the program.

A Complete Enrollment modal opens. Check the confirmation box and click the green Complete Enrollment button. The enrollment moves to the Completed group with a "Completed:" date, and Conductly records the reason as "Completed Successfully".

Drop Enrollment​

Use Drop Enrollment when the student is leaving early — withdrawing mid-session, switching schools, or otherwise not finishing.

A Confirm Unenrollment modal opens. Check the confirmation box and click the red Unenroll Student button. The enrollment moves to the Dropped group with a "Dropped:" date, and Conductly records the reason as "Unenrolled".

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The only difference between the two actions is how the enrollment is recorded: Completed vs Dropped. Choose based on how you want the enrollment to appear in the student's history and in reports — the practical effects (below) are the same.

What Both Actions Do​

Both modals require you to check "I understand this action will take effect immediately and cannot be undone" before confirming. There is no completion-date picker and no reason field — the date is always today, and the reason is set automatically.

When you confirm:

  • Future lessons are removed. Private solo lessons are deleted from the calendar. For classes, the class occurrences stay on the calendar — only the roster is updated so the student is no longer included.
  • Pending charges are cancelled. Any charges recorded at enrollment that haven't been invoiced yet will not be billed.
  • Billing stops as of today. The student is only billed for lessons and classes before today.
  • Past invoices are untouched. Invoices already created are not modified, refunded, or adjusted.
  • Re-enrollment is allowed. You can enroll the student in the same session again later if they return.
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Completing or dropping an enrollment does not automatically issue refunds or adjust invoices that have already been created. If you need to handle billing for an already-invoiced period, adjust the invoice or issue a credit manually.

When the Action Is Blocked​

Conductly checks the student's billing for the session before completing or dropping:

  • Unpaid invoices for the session block the action — you'll be asked to settle the outstanding invoices first.
  • Unbilled charges also block it, but these are recoverable: the error offers a checkbox, "Cancel unbilled charges and unenroll (charges will not be collected)". Checking it cancels any charges that haven't been invoiced yet and completes the action. Previously paid invoices are not affected.

Delete Enrollment​

For enrollments in the Dropped group only, the Actions menu also offers Delete Enrollment, which permanently removes the enrollment record from the student's history.

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Deleting a dropped enrollment is permanent. Use it only for records created in error — otherwise, keep dropped enrollments for your history and reporting.

Pausing an Enrollment​

If a student needs a temporary break — a vacation, illness, or a scheduled gap — you can pause the enrollment instead of dropping it. Pausing is available on Per Meeting and Subscription enrollments. Pay in Full and Payment Plan enrollments can't be paused, because their charges aren't tied to the paused period.

How you define the break depends on the billing type.

Per Meeting​

Per Meeting enrollments pause over a date window:

  1. Open the student's detail page and find the enrollment on the Enrollments card.
  2. Open the Actions menu and choose Pause Enrollment.
  3. Set the Pause Starts and Pause Ends dates (they default to today through two weeks out).
  4. Optionally add a Reason — for example, "Summer vacation".
  5. To apply the same pause to all of this student's active enrollments at once, check Apply this pause to all active enrollments for this student.
  6. Click Schedule Pause.

Subscription​

Subscription enrollments bill a flat amount per period, so they pause by billing period instead of by date. Choosing Pause Enrollment opens a period picker — "Select the months/years/semesters to pause" — listing the upcoming periods as toggle buttons, with any already-paused period marked Paused. Select the periods to skip, optionally add a Reason, and click Pause [N] period(s).

While an Enrollment Is Paused​

  • Private lessons in the window are removed from the calendar, freeing the slot for other students.
  • Group classes keep running — only this student comes off the roster.
  • No charges are generated, and no instructor earnings accrue for the window.

The enrollment's badge changes to On Break (or On Break until [end date] when an end date was set). Everything resumes automatically once the window ends. To resume early, open the Actions menu and choose End Break.

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The scheduling flow says "Pause", but the resulting state and the action that undoes it say "Break" — On Break and End Break. They refer to the same thing.

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Pausing an enrollment handles an individual student's break. For school-wide closures — holidays, semester gaps — use Closed Dates instead. Those remove calendar events for everyone automatically.

Viewing Enrollment History​

The Enrollments card on the student detail page shows every enrollment, grouped by status:

  • Active — currently running enrollments
  • Upcoming — enrollments that haven't started yet
  • Completed — enrollments the student finished normally
  • Dropped — enrollments the student left early

Each row shows a category badge ("Private Lesson" or "Class"), the status, a billing badge ("Per Meeting", "Payment Plan", "Pay in Full", "Tuition", or "Not Set"), the day and time, the instructor(s), the Start Date:, and — for ended enrollments — the "Completed:" or "Dropped:" date. Paused enrollments show an On Break badge.

Lesson-pack enrollments (Per Meeting courses with "Lessons per pack" set) also show a pack meter — "7 of 10 lessons left", for example — with a progress bar, a Due for renewal badge once the pack is used up, and a collapsible history of previous packs. The Actions menu adds Renew Pack to bill the next one. See Billing Plans for how lesson packs work.

This history gives you a complete picture of every session the student has participated in, which is helpful for tracking progress and making decisions about future scheduling.

Common Enrollment Scenarios​

Mid-semester enrollment​

A student joins after a session has already started. Set When did the student enroll? to the day they begin. Per Meeting courses will only bill lessons from that date forward; Subscription courses apply a partial first charge only if the course's Prorate first period policy is enabled; Pay in Full and Payment Plan courses bill their configured amounts without proration.

Switching sessions​

A student needs to move from one session to another (for example, changing from Tuesday lessons to Thursday). Use Drop Enrollment on the current session, then enroll them in the new one. Both records will appear in their enrollment history.

Seasonal breaks​

If your school takes breaks between semesters, students remain enrolled in their sessions but no lessons are scheduled on closed dates. You don't need to drop and re-enroll students for breaks — just make sure your closed dates are configured. Note that each closed date covers a single specific date, so a multi-week break needs an entry for each affected day.

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Before enrolling students for a new semester, double-check that your sessions, schedules, and rates are up to date. This ensures a smooth enrollment process and accurate billing from day one.