Managing Enrollments

Enrollment Methods

Method 1: Invite Codes

Invite codes are the most flexible way to enroll students. Generate codes and distribute them to students who can self-enroll.

Generating Invite Codes

Access:

1. Go to "Enrollments" in sidebar
2. Click "Generate Codes" tab
3. Or go to course -> "Invite Codes"

Configuration Options:

Basic Settings:

• Quantity: How many codes to generate (1-1000)
• Course: Which course(s) codes apply to

Advanced Settings:

• Usage Limit: Single-use (one student per code) or Multi-use (multiple students can use same code)
• Student Limit: Maximum students per code
• Auto-Assign Teacher: Assign to specific teacher
• Require Approval: Manual review before enrollment

Email Association (optional):

• Tie code to specific email
• Code only works for that email
• Increases security

Generate and Distribute:

1. Configure settings
2. Click "Generate Codes"
3. System creates unique codes
4. Copy codes to clipboard
5. Distribute via email, LMS/Learning platform, printed handouts, or messaging apps

Managing Active Codes

View All Codes:

• List of all generated codes
• Status (active/used)
• Usage count
• Associated students

Actions:

• Revoke: Deactivate unused codes
• View Details: See who used code
• Duplicate: Create similar codes

Student Self-Enrollment Process

How Students Use Codes:

1. Receive Code from teacher
2. Log In to platform
3. Navigate to "My Enrollments"
4. Click "Join with Code"
5. Enter the invite code
6. Confirm enrollment
7. Access course immediately

Method 2: Direct Enrollment

Enroll students directly without requiring codes. Best for when you have student information.

Enrolling Individual Students

Method 3: Open Enrollment

Allow students to request enrollment without codes.

Setting Up Open Enrollment

1. Go to course settings
2. Find "Enrollment" section
3. Enable "Open Enrollment"
4. Set options:
   • Auto-approve: Students join immediately
   • Require approval: Review requests manually

Managing Enrollment Requests

If Manual Approval Required:

1. Go to "Enrollments" -> "Pending Requests"
2. See list of requests with student name, email, request date, message (if provided)
3. Review each request: view student profile, read message (students are encouraged to describe their language level and goals)
4. Take action:
   • Approve: Select the most appropriate course for the student, then confirm. The student is enrolled and receives a notification with the assigned course name.
   • Reject: Request denied (with reason)
5. Student receives notification of decision

Enrollment Management

Viewing All Enrollments

Access Enrollment List:

1. Go to "Enrollments" in sidebar
2. View all student-course relationships

Information Displayed:

• Student name and photo
• Course name
• Enrollment date
• Status (active/paused/completed)
• Progress percentage
• Assigned teacher
• Last activity

Filtering and Sorting:

• Filter By: Course, Status, Enrollment date, Teacher, Progress level
• Sort By: Student name, Enrollment date, Progress, Last activity

Managing Individual Enrollments

View Enrollment Details

Click Any Enrollment to See:

• Complete student information
• Course progress breakdown
• Lesson completion status
• Homework submissions
• Attendance record
• Activity timeline
• Communication history

Enrollment Actions

Pause Enrollment:

• Temporarily suspend access
• Student cannot view course
• Progress preserved
• Resume anytime

Use Cases: Student on leave, payment issues, disciplinary action, seasonal pause

Transfer to Different Teacher:

• Keep same course and progress
• Change instructor assignment
• Student notified of change
• Historical data preserved

Extend Enrollment:

• Adjust end date
• For course extensions
• Change access duration
• Common for incomplete courses

Complete Enrollment:

• Mark as finished
• Archive data
• Free up enrollment slot

Bulk Actions

Select Multiple Enrollments:

1. Use checkboxes to select students
2. Or select all with header checkbox
3. Apply bulk action:
   • Message: Send announcement
   • Pause: Suspend access
   • Extend: Update end dates
   • Complete: Finish enrollments

Tracking and Analytics

Enrollment Statistics

Key Metrics:

• Total enrollments
• Active students
• New enrollments (this week/month)
• Completion rate
• Drop-off rate
• Average progress

Visualizations:

• Enrollment trends over time
• Course popularity comparison
• Geographic distribution (if available)
• Enrollment source breakdown

Student Progress Tracking

Progress Indicators:

• Overall completion percentage
• Lessons completed / total
• Time spent in course
• Last login date
• Engagement score

Alerts:

• Student inactive for X days
• Falling behind schedule
• Missing assignments
• Low engagement

At-Risk Student Identification

Automatic Flagging:

System identifies students who:

• Have not logged in for 7+ days
• Have overdue homework
• Show declining progress
• Have low participation in live sessions
• Scoring poorly on assessments

Intervention Options:

• Send encouraging message
• Schedule check-in meeting
• Assign additional support
• Adjust course difficulty
• Contact parent/guardian (if applicable)

Communication with Enrolled Students

Mass Messaging

1. Select course or students
2. Click "Send Message"
3. Compose message with subject line, message body, attachments
4. Choose delivery: In-platform notification, Email, or Both
5. Schedule or send immediately

Automated Communications

Set Up Triggers:

• Welcome Message: Automatic on enrollment, customizable template
• Progress Updates: Weekly summaries, milestone celebrations
• Reminder Emails: Upcoming deadlines, overdue assignments, live session reminders
• Re-engagement: Triggered by inactivity, gentle reminders

Advanced Features

Enrollment Scheduling

Schedule Future Enrollments:

1. Create enrollment
2. Set start date in future
3. Student notified when active
4. Course access begins on scheduled date

Use Cases: Semester-based courses, cohort starts, pre-registration, time-zone considerations

Prerequisite Enforcement

Require Prior Completion:

1. Set course prerequisites: Must complete Course A before Course B, minimum level required, assessment score threshold
2. System enforces: Checks before enrollment, blocks if not met, suggests prerequisite course
3. Override options: Manual approval by admin, placement test results, prior learning assessment

Group Enrollments

Enroll as Cohort:

1. Enroll multiple students together
2. Assign group name
3. Set group teacher
4. Shared schedule and materials

Group Features: Group announcements, collaborative assignments, peer review activities, group progress tracking

Troubleshooting

Student Can't Enroll

Common Issues:

• Invalid invite code
• Wrong code entered
• Already enrolled
• Technical error

Solutions:

1. Verify code validity
2. Check for typos
3. Confirm not already enrolled
4. Try different browser

Enrollment Not Showing

Check:

• Correct course selected
• Filter settings
• Student in right organization
• Enrollment not archived
• Timezone differences

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Next Steps

After enrolling students:

• Homework Management - Assign and grade work
• Live Sessions - Plan live sessions
• Student Groups - Organize students into groups

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Q&A

Can a student be enrolled in multiple courses at once?

Yes. A student can be enrolled in as many courses as needed. Each enrollment is tracked separately with its own progress and grades.

How do I re-enroll a student who was previously removed?

Go to the student's profile, find the archived enrollment, and use the "Restore" option. Alternatively, create a new enrollment for the same course.

Can I set different enrollment rules for different courses?

Yes. Each course has its own enrollment settings including open vs. invite-only enrollment and prerequisite requirements.