Appearance
Enrollments
The Enrollments area shows class and event enrollments. You can browse and filter by student, class, semester, or status; open an enrollment to see full details and what the member paid; move a student to another class; and cancel an enrollment when needed. Used by: Admin and Super Admin. Instructors usually manage rosters from https://admin.uibeta.org/instructor for their assigned classes; if your account can open https://admin.uibeta.org/admin/enrollments, the list may be limited to your classes by the system.
Routes: https://admin.uibeta.org/admin/enrollments (list), https://admin.uibeta.org/admin/enrollments/[id] (enrollment detail). Found in the sidebar under Classes & Enrollment.
Browsing and filtering enrollments
- Go to Enrollments in the sidebar (or https://admin.uibeta.org/admin/enrollments).
- The list shows enrollments with details such as member name, class (or product), semester, status, and date.
- Use filters to narrow the list:
- Student — Type a name or email and click Search. Click Clear to remove it.
- Status — Reserved, Awaiting payment (offline), Paid, Cancelled, or Waitlist.
- Semester — Pick a semester from the dropdown (active semesters are listed first; archived semesters appear in a separate group).
- Class — Type at least two characters to search by class name. A dropdown of matching classes appears; click one to apply the filter. To clear it, click the × on the class chip.
- The Total Enrollments counter above the table updates to reflect the current filter.
- Results are paginated (25 per page by default). Use the pagination controls at the bottom to navigate.
- Click a row to open the enrollment detail page.
What the enrollment detail page shows
When you open an enrollment (https://admin.uibeta.org/admin/enrollments/[id]), you see:
- Enrollment Information — The status, when the enrollment was created and last updated. For a cancelled enrollment it also shows when it was cancelled, who cancelled it, and the Cancellation reason. If the member cancelled it themselves from the portal, it reads "Cancelled by member — no reason given".
- Member — Name, email, phone, and a link to the user account.
- Payment — What this member was actually charged for this class, as recorded at the time of purchase: List price at purchase, any Discounts, Class price paid, Processing fee, and Total paid, plus the payment status, date, and method. Click View payment & refund → to open the payment. Editing the class later does not change these figures.
- If one payment covered several items (for example a class plus a membership), the processing fee shown is this class's share, and a note tells you to check the figure against the payment before refunding.
- If no payment is shown, that is expected for a comped, waitlisted, or still-unpaid seat. For a seat marked Paid, it usually means the charge was recorded outside UIEngine.
- Product Information — The class name, term and semester, the Instructor(s), the days it Meets, and start/end dates. This helps you tell apart two classes with the same name. Current base price is today's catalog price, not what the member paid — use the Payment section for that.
- Transfer history — Shown only if the seat was moved from another class (see below).
- Audit Log — A record of what happened to this enrollment and who did it.
Use this page to confirm details before transferring or cancelling, or to answer a member’s question about their enrollment.
Adding an offline enrollment (Admin-created)
You can enroll a member in a class directly from the Enrollments page without the member going through the portal checkout. This is useful for walk-ins, phone sign-ups, or members paying by cash or check.
- Go to Enrollments in the sidebar (or https://admin.uibeta.org/admin/enrollments).
- Click Add Enrollment.
- Search for and select the member.
- Select the class to enroll them in.
- The amount is filled in with that member's price — the member rate if their membership qualifies, otherwise the non-member rate. A line under the price says which rate was used and why. If the class is mid-semester, the amount is prorated for the sessions that remain. You can edit the amount for negotiated rates; what you submit is what gets recorded.
- If the class has already ended (zero sessions remain), the form will block the enrollment. An archived class is refused too, with the message "Product is no longer available".
- Choose the Payment Method: Cash, Check, or Waived. A check needs a check number or reference, and a waived fee needs a reason.
- Choose the Payment Status:
- Payment received — the money is in hand. Click Record Enrollment.
- Pending — awaiting offline payment — you need to hold the seat but have not been paid yet (for example, a credit from a previous semester). Click Hold Seat (Awaiting Payment). The seat counts against class capacity right away, but it is not recorded as revenue.
Confirming a payment that arrives later
An enrollment held as awaiting payment shows an Awaiting offline payment box on its detail page. When the money arrives, choose Paid by (Cash or Check), enter the check number if relevant, the Date payment received, and any notes, then click Confirm payment received. You can find these seats later by filtering the Enrollments list by Awaiting payment (offline).
Admin can bypass registration cutoff
When adding an offline enrollment, staff can enroll a member even if the public registration cutoff has passed. The prorated amount is still shown for reference.
Transferring a student to another class
If a student needs to switch sections (for example, moving up a level), use Transfer instead of cancelling and re-enrolling. It moves the seat in one step: no cancellation, no second enrollment, and the original payment follows the seat.
- Open the enrollment detail page. The seat must be Reserved, Awaiting payment, or Paid.
- Under Actions, click Transfer to another class.
- Pick the New class. Each choice shows its instructor and how many seats are left.
- Enter a Reason (required). It is saved so the move can be explained later.
- Click Transfer seat.
A green box confirms the move and how many seats the new class now holds. The enrollment page then shows a Transfer history entry with both class names, the date, the reason, and the payment that still funds the seat. On the Payment section, the original charge is marked "Carried over from a previous class". The member is not emailed about the move, so let them know yourself.
Which classes can take the seat. A transfer never moves money, so only classes that meet all of these are offered:
- Same price and same semester as the current class.
- Currently offered, with a seat available (a transfer cannot go over capacity).
- The member is not already enrolled in it.
Classes that don't qualify are listed under "…cannot take this seat — show why", each with the reason. If the class you need is not allowed (for example, it costs a different amount), cancel the enrollment, refund if needed, and enroll the member in the new class instead.
When the student leaves the original class, its waitlist is notified that a seat opened.
A transferred seat that was still Awaiting payment keeps its Awaiting offline payment box on the new class's enrollment page, so you can confirm the money there when it arrives.
Cancelling an enrollment
When a member drops a class or you need to remove them (e.g. duplicate sign-up, refund case):
- Open the enrollment detail page.
- Under Actions, click Cancel Enrollment.
- Enter a Reason (required), for example "Student withdrew — schedule conflict". The reason is shown on the enrollment page and in Member 360 with your name and the date.
- Click Confirm cancellation (or Keep enrollment to back out). The status becomes Cancelled, the seat is released, and the waitlist is notified.
- A box then explains what happens to the money: it lists the payments that covered this class and what to do with each. If an unpaid offline order covered only this seat, it is cancelled too, so it stops showing as money owed. This also works for a seat that was transferred: the box finds the payment from the class the seat was first sold in, including when suggesting a refund.
- If the member paid and is due a refund, issue it from the payment under Payments. Cancelling here does not issue a refund.
Cancelling an enrollment does not automatically issue a refund. Handle refunds separately in the Payments area (or in Stripe). If you process a refund outside UIEngine, enrollment status may not update automatically; notify Andrew so records stay consistent.
Exporting enrollments to CSV
To download a spreadsheet of enrollments:
- Apply any filters you want (student, status, semester, class).
- Click Export CSV in the top-right corner of the page.
- A CSV file downloads automatically. The filename includes the current date. The export reflects the current filter selection — if you want all enrollments, clear all filters first.
The export includes first and last name, email, phone, class, semester, instructor(s), status, enrollment date, and payment. It opens cleanly in Excel or Numbers, including accented names.
What enrollment statuses mean
- Reserved — The member has a confirmed spot and their enrollment is pending payment.
- Awaiting payment — Staff held the seat with an offline enrollment but the cash or check has not arrived yet. The seat counts against capacity but is not counted as revenue until someone clicks Confirm payment received.
- Paid — The member has a confirmed spot and payment is complete.
- Waitlisted — The class was full when they signed up; they are on the waitlist and do not have a confirmed spot until promoted.
- Cancelled — The enrollment was cancelled. The spot is open again. No refund is applied automatically.
Use the Enrollments list and filters to see who is reserved/paid vs waitlisted vs cancelled for a given class or semester. The Inventory page shows how many spots are filled and how many are available per class or event.
Need help? Contact Andrew.