Early Enrolment management

Setting up an Enrolment Period

Member Wizard can control when members can begin to enrol in classes and can set an Enrolment Period when enrolments are closely monitored to ensure that all members can find a class in which they want to enrol. In order to do this it must be able to limit the total number of classes a member can enrol in during this period and in some cases how many in one particular subject area. This restriction is lifted at the end of the defined Enrolment Period when most students are accommodated in classes and vacancy levels can be established.

Member Wizard can limit the number of classes a member can enrol in during the early enrolment period in Settings/Organisation Details/ on the Classes tab. 

Subject restrictions

If you want to limit the number of classes in that particular subject that a person can enrol in during the enrolment period you can enter that in Maximum Enrolment Period Classes. Typically this is done in highly popular classes that fill quickly to avoid a member enrolling in (say) 3 yoga classes while members who come later can not enrol in even one yoga class.

If you wish to have a particular Subject excluded from the maximum number of total classes limit check the box marked Exclude from all maximum enrolment limits in Classes/Subjects. Members will be able to enrol in these classes even if they have chosen the maxiumum number of other classes as defined in Maximum Enrolment period classes as depicted above.

Early Enrolment groups

Those in particular groups can be excluded from the enrolment period time restriction. This typically might happen to allow Volunteers to be able to enrol first before the rest of the member cohort. 

To do this you must set up a Group (Members/Groups)  and check the box marked Allow Early Enrolment. Members of the group will then be able to enrol via their Member Portal. (Enrolment via the web class list is not possible prior to the start of the enrolment period). Check the box marked Visible to Member and the member will be able to see they are a member of this group in their Member Portal.

A member of an Early Enrolment group will still be limited to the number of classes they can attend if that is defined.

Early Enrolment Summary

In order for enrolment period restrictions to be activated, the class must have the Allow Enrolment box checked on the Class Description form, the box marked Implement Enrolment Period must be checked and dates defined.

This will allow members of Early Enrolment groups to register for the class via their Member Portal provided they don't exceed the total number of classes allowed during the period or try to enrol in more classes in a particular Subject than has been defined. Those not in those groups will not see the Enrol button in their Member Portal/Classes nor will any member viewing the Web Class List (whether or not in the early enrolment group).

Any Subject with the Exclude from all Maximum enrolment limits box checked will not be counted in the Maximum Enrolment Period Classes tally but will still be subject to the start date of the Enrolment period for all members other than those in Early Enrolment groups.