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, handles capacity tracking, and prepares the billing for that session.

How to Enroll a Student

There are two ways to enroll a student in a session:

From the Student Detail Page

1. Open the student's detail page by clicking their name in the student list.
2. Navigate to the Enrollment section.
3. Click Enroll in Session.
4. Select the course and session you want to enroll them in.
5. Confirm the enrollment details (instructor, schedule, dates).
6. Click Save.

From the Calendar

1. Navigate to the Calendar in the sidebar.
2. Find the session you want to add a student to.
3. Click on the session to open its details.
4. Use the option to add a student to the session.
5. Search for and select the student.
6. Confirm and save.

tip

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 session.

What Happens During Enrollment

When you enroll a student in a session, several things happen behind the scenes:

Capacity Check

Conductly checks whether the session has available capacity. If the session is full, you'll be notified and the enrollment won't proceed.

• Private lessons typically have a capacity of one student
• Group classes have a configurable capacity set when the session is created

info

If a session is at capacity and you still need to add a student, you can adjust the session's capacity in the course settings before enrolling.

Billing Setup

Enrollment triggers the billing process for the student:

• The student's rate for the session is determined based on your rate configuration
• Future invoices will include charges for this session
• If the student has a scholarship, the discount will be applied automatically
• If the student has available credits, they can be applied to offset charges

Calendar Events

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

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

Enrollment Dates

When you enroll a student in a session, Conductly records:

• Enrollment Date — The date the student started in the session. This is the date that appears on the student's profile and on reports.
• Completion Date (optional, set when the student exits the session) — The date the student finished, withdrew, or was moved out of the session.
• Completion Reason (optional, set alongside completion date) — Why the student exited: completed the session, withdrew, transferred to another class, etc.

Unlike a simple "start date / end date" model, Conductly separates ongoing enrollments (no completion date) from finished enrollments (completion date set). This lets you see why students left, not just when.

How Enrollment Dates Affect Billing

The enrollment date records when the student joined the session, but it does not directly control when billing starts. Billing is driven by the course's billing plan configuration:

• For Pay in Full plans, the student is invoiced for the full session amount when enrolled, regardless of the enrollment date within the session.
• For Payment Plan (installments) plans, the installment schedule is computed from the session's first occurrence date, not the enrollment date. Mid-session enrollments may get a pro-rated first installment depending on your billing plan settings.
• For Per Lesson plans, the student is billed for each lesson they're enrolled in, so the effective billing start is their first attended lesson.
• For Subscription (fixed tuition) plans, pro-rating policy determines whether a mid-cycle enrollment gets a partial first charge or the full cycle amount. See the Billing Plans documentation for details.

Ending an Enrollment

To mark a student as no longer enrolled in a session:

1. Open the student's detail page or the session's enrolled students list.
2. Click the student's enrollment entry.
3. Set the Completion Date and choose a Completion Reason.
4. Save.

The student will remain visible in historical reports for the session but will stop being billed for future cycles.

Unenrolling a Student

To remove a student from a session:

1. Open the student's detail page.
2. Navigate to the Enrollment section.
3. Find the enrollment you want to end.
4. Click Unenroll (or set an end date if you want the enrollment to end on a specific day rather than immediately).
5. Confirm the unenrollment.

When a student is unenrolled:

• Future lessons for that session are removed from the calendar
• Billing for the session stops as of the unenrollment date
• The enrollment record is preserved in the student's history for your reference
• Any invoices already generated are not automatically modified

warning

Unenrolling a student does not automatically issue refunds or adjust invoices that have already been created. If you need to handle billing for the remaining period, you may need to adjust the invoice manually or issue credits.

Viewing Enrollment History

The student detail page shows both current and past enrollments:

• Current enrollments appear at the top of the enrollment section with full details
• Past enrollments are listed below, showing the session name, dates, and instructor

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 the enrollment start date to the day they begin, and Conductly will prorate billing accordingly.

Switching sessions

A student needs to move from one session to another (for example, changing from Tuesday lessons to Thursday). Unenroll them from the current session and 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 during closed dates. You don't need to unenroll and re-enroll students for breaks -- just make sure your closed dates are configured.

tip

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.