Enrollments, Trials and Placement Tests

Enrollments

What is an enrollment?

An enrollment links a student to a class, tracking when they joined, which level they're at, and how they're billed. Use this wizard to walk through pre-enrollment vs. new, pick or create the account that pays, assign one or more classes, and apply any active promo code. Once saved, the student appears on the class roster and billing starts on the date you set.

The main enrolment flow: pick the student, pick the class, and the system applies the pricing, creates the charge and takes the seat. It checks capacity and prerequisites as you go, so you cannot accidentally put a student into a full class or one they are not ready for.

Key fields

student - Who is being enrolled.
class - Which class they're joining. You can pick more than one in a single enrollment.
account - Who's billed for this enrollment. Defaults to the student's primary account.
level - Where the student starts in this course. Tracked per course.
Start date - When the enrollment becomes active. Billing runs from this date forward.

Pre-enrollments

A held seat for someone who has not committed. The place is reserved so your capacity numbers stay honest, but no invoice is raised until it converts. Use this for the gap between a family saying yes in principle and actually paying.

Placement Tests

placement tests

Forward-looking pipeline of placement-test sessions - recurring weekly slots and one-off bookings where an instructor evaluates prospective students. Free for the student; instructor pay flows through the normal Lesson path. Click any session to open the attendees drawer and record the result (notes + suggested level).

An assessment before enrolment that decides which level a new student joins at. Recording the result here puts it on the student record rather than in an email, so whoever enrols them can see it.

Key fields

Recurring slots: a single Class with IsPlacementTest + Format=Weekly + a ClassSchedule that generates a Lesson per week. One-offs: pinned to one date, created inline from a Lead's CRM row.
After the session staff records freeform notes (what the instructor observed) and an optional suggested level for where the lead should start. Both fields persist on the placement-test Enrollment row and feed downstream when the lead actually enrolls via the wizard.
If a result isn't recorded within 5 days of the trial date, the system auto-emits a Task in the Tasks inbox so the result doesn't fall through the cracks. Priority bumps to High past 14 days.

Trial lessons

Upcoming trial lessons

Forward-looking pipeline of trial-lesson enrollments - every student sitting on a Trial row whose date hasn't arrived yet. Schedule new ones from a Lead's row on the accounts page; they show up here sorted by date.

A single session for someone deciding whether to join. Tracked separately from real enrolments so your student count stays honest, and linked to the lead so the follow-up after the trial is automatic rather than remembered.

Key fields

What's a trial: an enrollment with status Trial and a future FirstClassDate. Once the date passes the row falls off this list - convert the trial to Active or move the student to Former Students depending on outcome.
Trials can run inside an existing Class or against a brand-new one-off Class created inline by Schedule Trial. The list flags one-off rows so staff knows which ones are bespoke.
Student status surfaces conversion before the date even hits - a student that flips to Active before the trial date is a fast-track conversion you can spotlight to the family.

Gift Cards

Gift cards

Sell stored-value cards that an account can spend on any future invoice. Sale invoice is tax-exempt; tax + revenue land at redemption against a normal lesson invoice.

Prepaid credit that can be bought by one person and spent by another, against tuition or fees. The balance lives on the card and is redeemed at invoicing, so it behaves like money rather than like a discount.

Adding a new gift card

Inside a gift card record

Key fields

Buyer pays for the card; recipient is the account that owns the balance. Most of the time they're the same - a parent buying for their own family. Toggle a different recipient when it's a gift for someone else.
Show up automatically as a payment method in the new-payment modal AND in the enrollment wizard, alongside discounts. Allocation is FIFO across the recipient's open invoices - staff don't pick which invoices get paid.
Default expiry is 12 months from issue (configurable per workspace). You can override per card or set never-expires. A daily job sweeps Active/PartiallyRedeemed cards past their expiry to Expired.
Admin-only. Refund pulls the unredeemed balance back to the buyer's original payment, issues a CreditMemo against the sale invoice, and flips the card to Refunded once the balance hits zero.