Not everyone sticks around for the long haul. When a Customer cancels or withdraws, you have two choices: deactivate the Enrollment (which keeps the history), or deactivate and delete the Enrollment (which removes it entirely with no history kept). You can do this for a single Enrollee from their Account, or for multiple Enrollees from a Class at once.
What Deactivating an Enrollment will and will not do
Deactivating an Enrollment WILL do the following:
Remove the Enrollee from their Class assignment
Turn off Auto-Billing for that Enrollment, meaning Invoices will not be automatically added to the Account
Remove any Payment Plans attached to the Enrollment, meaning that any payment events will not be added to the Account
Make the Enrollment INACTIVE — to view it, you'll need to show Inactive Accounts, which can be done on the Enrollee page under each of the three tabs (Table, Activity, and Documents)
Deactivating an Enrollment WILL NOT do the following:
Make the Account inactive (see "What happens when an Account is deactivated")
Remove any current Invoices — these must be zeroed out by adding a credit or deleted
Zero out the Account balance (any unpaid charges for this Enrollment will remain on the Account unless you remove them)
Remove any data permanently
Turn off Auto-Pay for that Enrollment. If any balance is on the Account, Auto-Pay WILL run again to collect the balance. If you want Auto-Pay off, you'll have to turn it off on the Account manually
Important — before you delete an Enrollment
Do not delete the enrollment if you think you need it. We cannot undelete Enrollments — you or the Customer will have to re-enroll into the Program/Class.
When you delete an Enrollment, the Program and Enrollee will also be removed from the Transaction History, and all Payment Plans and Invoices associated with the Enrollment will be deleted.
Deleting an Enrollment does not delete the Enrollee or the Account.
Option 1 - Deactivate an Enrollment (by Account)
Use this option to deactivate or delete a single Enrollment — for example, when someone accidentally enrolled in the wrong Program or Class, or when one Enrollee withdraws.
Step 1 - Find the Enrollee
Find the Enrollee. Use the search bar at the top of Enrollsy, click the Account, then click the Enrollee's name to open their page.
Step 2 - Flip the Deactivate Switch
Under the Enrollee's name tab (not the Billing tab), find the Program they're withdrawing from and flip the switch to deactivate them.
Alternate to Step 2 - Use Actions > Edit Enrollment
A window opens with the current enrollment checked; uncheck the current Class to remove the Enrollee from it.
NOTE: You'll see "Enrollments successfully changed! Payment Plans NOT changed, navigate to the Billing tab to make any necessary changes." If the Class was tied to a Payment Plan, head to Billing and reassign the Payment Plan to a new Class or to the Program. See How to Fix an Invalid Payment Plan for more information.
Step 3 - Delete the Enrollment
If you don't need to keep the history, click the trash can on the Enrollment card after deactivating to permanently delete the Enrollment. See "Important — before you delete an Enrollment" above for what this affects.
Prefer to watch instead of read? This walkthrough covers the bulk (by-Class) path in Option 2.
Option 2 – Deactivate or Delete Multiple Enrollments (by Class)
If you have multiple Enrollments that need to be deactivated or deleted, you can do them all at once. Here are the steps:
Step 1 - Choose Class
Head to the Classes page and click the Class with the Enrollees you need to remove.
Step 2 - Move Enrollees to Unassigned
Check the Enrollees, then click Reassign (or –Class / –Day, depending on your setup) to move them to the Unassigned list. A red number will appear beside that Program showing how many Enrollees are in Unassigned.
NOTE: You will need to do this for each Program.
Step 3 - Remove Enrollees (Deactivate or Deactivate & Delete)
Select all Enrollees on the Unassigned List, click Remove, then choose either Deactivate or Deactivate & Delete.
Reactivate an Enrollment
To reactivate an Enrollment, simply switch the toggle button back on.
