There are a variety of ways to move or re-enroll an Enrollee to another Program or Class. The first question you need to ask is: Does the current Program/Class enrollment history need to be preserved?
If the answer to that question is yes, then follow these steps to move the Enrollee and preserve the enrollment history.
If the answer to that questions is no, go to
Re-enroll and Keep the Enrollment History
Step 1 - Deactivate current enrollment
You can either go directly to the Enrollee (search for their name in the Search Bar) or click on their name on the Enrollees Table page or under a Class.
Under the Enrollee's current enrollments, you will see the Program/Class the Enrollee is currently enrolled in. Once turned off, a switch "deactivates" the current enrollment. See more about what happens when you deactivate an account here.
Step 2 - Enroll the Enrollee in the new Program/Class
After deactivating the current enrollment, now you can enroll the Enrollee in the new Program/Class by clicking on the Enroll [Enrollee's Name] button, going through the Enroll Form or on the Classes page. You can also use the Actions > Edit Enrollment to add the Class (depending on your Program setup). See How to enroll someone as an Admin for more instructions.
Step 3 - Move Unassigned Enrollees to new Class (if applicable)
If you are not allowing Class selection from the Enroll Form, be sure to go to the Classes page and move your Unassigned Enrollee into the new Class:
Reassign an Enrollee and Delete Current Enrollment
Important Information about Reassigning/Re-enrolling
Important Information about Reassigning/Re-enrolling
Payment Plans are attached to the Enrollment. When Admin users move Enrollees to another Class, the Payment Plan will divert to a Program-Level Payment Plan. If the Enrollee is moved to another Program and the previous enrollment is deactivated, any Payment Plan that was attached will disappear from the Enrollee's Billing page. If the enrollment is deactivated and deleted, both the enrollment and the billing will disappear.
Admins must manually add Invoices and/or Payment Plans to new enrollments. This means that after you move an Enrollee to a new Program/Class, you will have to create an Invoice for any fees currently due (i.e., "Due at Enrollment") or add an individual Payment Plan to their account.
The Scenarios
An Enrollee needs to REASSIGN Classes (getting rid of one Class and adding another). When you REASSIGN an Enrollee, the previous enrollment will disappear and be replaced by the enrollment you move the Enrollee to.
An Enrollee needs to ADD a Class (in addition to current enrollments).
What Happens When You Reassign
When you REASSIGN an Enrollee, the previous enrollment will disappear and be REPLACED by the enrollment you move the Enrollee to.
For example, Suzie enrolled in Art 101 but needs to switch to Music Composition instead. The Art 101 enrollment history DOES NOT need to be preserved. You reassign her to Music Composition via one of the steps below. Art 101 disappears from Suzie's enrollment page and is replaced with Music Composition.
Ways to Assign/Reassign Classes
There are two ways to assign or reassign Classes:
Classes Page - On the Classes page via the Unassigned List and Add and Remove buttons. The way you do this will depend on how your Programs and Classes are set up.
Enrollee's Page - On the Enrollee's page via the "Edit Enrollment" button. This is best done for individual accounts where the previous enrollment does not need to be kept for historical purposes or if you have a complicated setup (like class selection or credits).
Enroll Form - On the Enroll Form by clicking "Enroll" in the left menu or "Enroll [Enrollee's Name]" on the Enrollee's page. Admin can enroll new or existing customers and can bypass required fields and payment options.
Classes Page
Reassign on the Classes Page
How you reassign Enrollees to a different Enrollment Period and/or Program depends on your Program setup, meaning which Enrollment Model you have chosen. Follow the steps below to reassign/move an Enrollee using the Classes page.
Locate the Enrollee: Go to the Classes page and find the Class where the Enrollee is currently listed.
Open the Class View: Click the down arrow on the far right of the Class.
Note for Days per Week: Click the arrow on the top-level Class rather than individual days.
Select the Enrollee: Check the box to the left of the person's name.
Remove or Reassign:
For Simple or Days per Week: Click Reassign and move them to the Unassigned List.
For Classes Model: Click -Class to move them to the Unassigned List automatically.
Assign to the New Program/Class:
Same Program: From the Unassigned List, click Assign and select the new Class.
Different Program: Click Re-Enroll in the Unassigned List, choose the new Program, and then assign them to the specific Class.
Add Specific Days (Days per Week Model Only): If you are using the Days per Week model, open the new top-level Class, find the Enrollee, and click +Day for every day they should be enrolled in.
Combine Multi-List Enrollments (Classes Model Only) If an Enrollee is in a Multi-List Program and needs to be enrolled in multiple Classes, you can consolidate them onto a single Enrollment Card by following these steps:
Add to Unassigned: First, move the Enrollee to the Unassigned List.
Initial Assignment: Assign the Enrollee to their first Class.
Add Subsequent Classes: Open that specific Class, select the Enrollee's name, and click the + Class button.
Repeat: Select the next Class for that Enrollee. You can repeat this process until all required Classes are assigned to that single card.
❗ Important Info on Billing & History
Reassigning will replace the previous enrollment. Once moved, you must manually create an Invoice or add a Payment Plan to the new enrollment, as these do not transfer automatically.
Add an Enrollment
For this scenario, all you are doing is ADDING an Enrollment in addition to any other enrollments the Enrollee may have.
Step 1 - Locate the Program
Click on the Program on the left side on the Classes page
Step 2 - Add Enrollee to Unassigned List in New Class
Open the Unassigned List by clicking on the arrow in a circle between the Program list and the Classes (see screenshot below).
In the Unassigned List in the NEW Program, click "Add."
Search for the Enrollee in the search bar. Once you click on the Enrollee's name, they will be added to the Unassigned List.
Step 3 - Assign Enrollee to New Class
Select the Enrollee.
Click "Assign," and assign them to the new Class by clicking on the Class name.
Enrollee Page
You can enroll someone with an existing Enrollsy account into either a different Class (only if the Enrollee's current enrollment history DOES NOT need to be preserved) or into a new Class within the same Program the Enrollee is already enrolled in.
NOTE: This will not work for Programs set up in the Simple Enrollment Model. You will need to edit enrollments on the Classes page. See this article for steps.
In the example below, Jane is currently enrolled in the "Adult Enrichment" Program in the Computer 101 Class. To either add another Class or change her Class, follow these steps:
On the Enrollee's page, on the Enrollment Card, click on "Actions"
Select "Edit Enrollment" in the dropdown menu
A new window will open where you will see the current enrollment checked. Here, you can do the following:
Remove the Enrollee from the current Class (uncheck the box of the current Class)
Add one or more Classes (check the boxes beside each Class in the Program)
When you edit an enrollment in this manner, you will see a notice pop up at the bottom of the screen that says, "Enrollments successfully changed! Payment Plans NOT changed, navigate to the Billing tab to make any necessary changes." It looks like the screenshot below.
The above message means that if the Class you changed was assigned to a Payment Plan, that Payment Plan will no longer be assigned to that Class. You will need to click on the Billing tab and reassign the Payment Plan to either a new Class or to the Program. See this support article for how to fix invalid Payment Plans.
Enroll Form
Admin Users can enroll someone themselves; however, there are some major differences between a Customer-created enrollment and an Admin-created enrollment. See this article for those differences.
Important Information about Adding Invoices/Payment Plans
Important Information about Adding Invoices/Payment Plans
Admins may need to manually add or edit Invoices and/or Payment Plans to new enrollments (if applicable). This means that after you enroll an Enrollee in a new Program/Class, you will have to create an Invoice for any fees currently due (i.e., "Due at Enrollment") or add or edit an individual Payment Plan to their account UNLESS you can pay any fees due at enrollment with a payment method on file or the Customer gives you at the time of enrollment. See Step 3 below.
You can use this method for existing accounts or for those who are new and don't yet have an Enrollsy account (not yet enrolled). Follow these steps for an Admin-created enrollment using the Enroll Form:
Step 1 - Account & Enrollee Info
Click on Enroll on the left navigation menu, and enter the pertinent information on your Enrollment form (Parent/Primary Account Info and Student/Enrollee Info).
Step 2 - Program Selection
Once you get to the Program Section, choose the following:
Location
Enrollment Period
Program Options (including any Class Selections)
Step 3 - Zero out Pricing OR Pay with Customer Payment Method
If the Customer DOES NOT have a payment method on file, or you do not have access to their payment method, you will have to zero out the pricing and add it in AFTER enrollment (See NOTE below). To do that, uncheck any boxes under Pricing Options and/or Payment Plans so that all Pricing shows zero. You will have to manually add any Payment Plans or Invoices (due at enrollment costs).
IMPORTANT NOTE ON PAYMENT SECTION
If you leave the Pricing boxes checked, you will go to a Payment page. If the Account Holder already has a payment method on file, or you can get a payment from the Primary Account Holder when you enroll them, leave the box(es) checked and go through the payment step. If you DO NOT have a payment method to charge, follow the instructions above in Step 3.
Step 4 - Complete Enrollment
Check to ensure the Enrollee is in the correct Program, and then click Next Step again and Complete Enrollment to finish.
Special Admin Enrollments
How to Move an Enrollee to a Different Day (Days per Week)
On the Classes page, the Class lists ALL Enrollees for a Program that is set up with Days-per-week Enrollment Model. Below that list will be the individual days of the week, and the Enrollees are enrolled each day:
Please follow the steps below if an Enrollee needs to be removed from one Day or added to a different Day within the SAME Class.
Step 1 - Remove from a Day
-Day (Remove)
To remove an Enrollee from a Day, select the Enrollee(s) and click the "-Day" button. Click "Remove from [Day]." That Enrollee will no longer show in the Day but will still be in the Class list at the top.
NOTE: No Enrollees are moved to unassigned unless they are "Reassigned."
Step 2 - Add to a Day
+Day (Add)
To add an Enrollee to another Day, go to the main list at the top, select the Enrollee, and click the "+Day" button to add the Enrollee to another Day.
