This article explains how to manage client enrollment in a course section within XenDirect. It covers how to filter, view, and edit client assignments, as well as the process for adding a client assignment. Key features such as enrollment status, balance due, and the multi-assignment add function are also discussed.
Navigation
Main Menu → Services → Sections (view + Enrollment tab)
Applies To: Enterprise, Plus, Basic, Conference
Overview of Enrollment Management
The Enrollment tab allows users to filter, view, and edit the list of Client Assignments for a specific course section. The records displayed are similar to the Client Registration Assignments, but filtered by the selected Course Section.
Key Features:
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The Results List by default shows "Enrolled/Active" assignments.
- If there are no active assignments, the list will be empty.
- To view other enrollment status values, change the filter using the status drop-down option.
- The Balance Due option in the Go To select menu will display a list of all balances due for the client.
Adding Client Assignments
The Add Assignment function allows users to add a single client assignment to a course section.
Key Considerations:
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Add Button:
- This button will only appear if the user has permission to add assignments and if the payment method is set to Course, InvoiceB, or InvoiceC.
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Adding Clients:
- Only 1 client assignment can be added at a time.
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Limitations:
- This function cannot be used if the course section is full, has waitlisted assignments, or uses variable fees.
- The Enrollment Status will always be set to Enrolled/Active.
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Date Assignment:
- The Assignment Start and End Dates will match the Course Section start and end dates.
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Client Records:
- Client records must already exist before using this function. New clients cannot be added via this process.
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Active Blocks:
- If a client has an active block, the user will be prompted to remove that client from the submission list.
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Prerequisites:
- If prerequisites are enabled, they will be enforced. Clients who do not meet the prerequisites will be prompted to be removed from the list.
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Payment Method Settings:
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For Payment Method = Courses, an Auto Add Billing option will display:
- Yes: A billing transaction will be created for the assignment added.
- No: No billing record is created, and only the assignment is added.
- For Payment Method = InvoiceB or InvoiceC, invoices will be created or modified as if the assignment was added from the Client Assignment screen.
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For Payment Method = Courses, an Auto Add Billing option will display:
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Company:
- If selected, the Company will be tagged as the Payer in the billing transaction (for Course method) or in the invoice (for InvoiceB and InvoiceC methods).
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Purchase Order:
- If selected, the PO Number will be recorded with the billing transaction (for Course method) or in the invoice (for InvoiceB and InvoiceC methods).
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Additional Fields:
- Registered By and How Heard fields will be populated based on the selections made during the assignment process.
Important Note:
- This function does not record automatic RegFees or reduce automatic OnHold registrations. Use the Client Assignment registration process if these features are required.
Conclusion
By using the Enrollment tab and the Add Assignment function, users can efficiently manage client enrollments for course sections. The flexibility of adding single assignments, along with managing payments and prerequisites, makes this feature an essential tool for handling course registrations. For further assistance, refer to related articles or contact support.