Managing Enrollments
Enroll students, manage access, and track participation in your courses.
Enrollment Methods
Method 1: Invite Codes
The primary way to enroll students. Generate an invite code tied to a specific email and course, then share it with the student.
Open Enrollments
Go to "Enrollments" in the sidebar or navigate to /platform/enrollments.
Click Invite
Click the "Invite" button. The invite dialog opens.
Fill in Details
- Email: The student's email address (required)
- Course: Which course the student will be enrolled in
Generate and Share
Click "Generate". A unique invite code is created. Copy it and share it with the student via email, messaging app, or in person. The student enters the code on their enrollment page to join.
Each invite code is tied to a specific email address and can only be used once.
The system prevents inviting users who are registered as teachers or administrators. If you enter a teacher or admin email, an error message will appear explaining that the user cannot be enrolled as a student.
Batch Inviting Multiple Students
To invite many students at once, use the batch invite feature:
- Click "Invite" on the Enrollments page
- In the invite dialog, enter multiple email addresses separated by commas, spaces, semicolons, or newlines — or paste a list directly
- Each email appears as a validation badge below the input: valid emails show in gray, invalid emails show in red
- You can invite up to 50 students per batch
- Click "Generate" to process all invites at once
After submission, a results screen shows the outcome for each email individually — a checkmark for successful invites and an error message for any that failed (e.g., duplicate enrollment, invalid email, or a teacher/admin email).
Managing Invite Codes
On the Enrollments page, you can view all generated invite codes with their status. Available actions:
- Copy Link — copy the invite link to clipboard
- Resend Email — resend the invitation email
- Delete — remove unused codes
Student Self-Enrollment Process
When a student receives an invite code:
- Log in to Speakly.PRO
- Go to "My Enrollments"
- Click "Join with Code"
- Enter the invite code
- Confirm enrollment
Method 2: Join Requests
Students can browse teachers and request to join a course directly. The request appears on your Dashboard as a Join Request. You can accept or reject it.
Enrollment Statuses
| Status | Meaning |
|---|---|
| Pending | Invite sent but student hasn't accepted yet |
| Accepted | Student accepted the invite and is enrolled |
| Rejected | Enrollment was rejected |
Managing Individual Enrollments
View Enrollment Details
Click any enrollment to see the detail view:
- Student information and profile
- Course name and progress
- Assigned teacher
- Custom costs (lesson, homework, exercise — overrides course/org defaults)
- Lesson completion status
Lessons Table Indicators
In the lessons table, the Scheduled column shows additional information below the date:
- Presence status — confirmed (green checkmark) or joined (amber arrow)
- Time spent — duration in the lesson (e.g., "2h 15m")
Analytics Tab
The enrollment detail view includes an Analytics tab alongside the Lessons tab.
Period selector: 7 days, 30 days, 90 days, or 12 months.
Course progress: A progress bar showing lessons completed out of total (e.g., "5/8 (62%)").
Key metrics (each with period-over-period change indicator):
| Metric | Description |
|---|---|
| Lessons Completed | Number of class lessons passed or verified |
| Time Spent | Total hours spent in lessons |
| Average Skill Score | Average across 7 skill dimensions |
| Attendance Rate | Percentage of scheduled live sessions attended |
| Answer Accuracy | Percentage of correct answers across all exercises |
| Exercises Completed | Total exercises finished |
| Homework Verified | Number of homework assignments reviewed |
| Cancellations | Number of canceled lessons |
Charts:
- Skill progression — a line chart tracking 7 skills (speaking, listening, reading, writing, grammar, vocabulary, engagement) over time
- Trend charts — lesson activity, time spent, answer accuracy, and exercises/homework over the selected period
Feedback timeline: Teacher feedback entries with score, text, and answer stats.
Enrollment Actions
From the enrollment detail view, you can:
- Set Active Until — set an end date for the enrollment
- Reassign Teacher — change the teacher assigned to this enrollment (student progress is preserved)
- Archive student course — hide the student course while preserving lessons, payments, charges, and history
- Restore — return an archived student course to the active list
- Delete permanently — permanently remove an archived student course when you are certain it is no longer needed
- Resend Email — resend the invitation email
- Copy Link — copy the enrollment invite link
Archive first when a student pauses, leaves temporarily, or should disappear from active lists without losing history. Permanent deletion is only for archived student courses and cannot be undone.
Batch Enrollment Actions
On the Enrollments page, use Select when the same change applies to several student courses.
Common batch actions:
- Edit active-until date, CEFR level, problem zones, or Post-Session Summary.
- Reassign teacher for selected active student courses.
- Archive selected active student courses while keeping history.
- Restore selected archived student courses from the archived tab.
- Delete permanently selected archived student courses when the records should be removed.
The batch bar stays visible while you work and shows progress for long operations. If one item fails, the results message tells you how many succeeded and how many need attention.
Permanent deletion removes the archived student course and related history. Use archive for normal pauses, transfers, or cleanup.
Custom Costs per Enrollment
Each enrollment can have its own lesson, homework, and exercise costs that override the course and organization defaults. This lets you offer custom pricing for individual students.
The cost priority is: Enrollment > Course > Organization default.
Refunds When a Billed Lesson Is Removed
If a billed lesson on this enrollment is cancelled or deleted by the teacher or an Org Admin, the deducted tokens are auto-refunded to the school's balance and the refund appears in My School → Finance as a transaction. The same applies to per-student lessons inside a group session — only the affected student is refunded. For full rules and the teacher-side workflow, see Cancelling and deleting lessons.
AI Features per Enrollment
Each enrollment has a single Post-Session Summary toggle on the Edit Enrollment sheet. When on, every class-type live session with this student is:
- Transcribed from the recorded audio (searchable transcript used by the AI chat assistant and teacher analytics).
- Summarised — a teacher summary and a personalised student summary (translated into the student's native language) are generated after the session ends.
Billing splits accordingly: a per-minute charge for the transcription step, plus a per-generation charge for the summary. Turning the toggle off stops both the processing and the billing for future sessions — already-generated transcripts and summaries remain available.
The toggle defaults to the setting chosen when the enrollment invitation was created. Keep it on when you want automatic lesson records and AI summaries for this student.
The enrollments list shows an AI column with a document icon. Filled = on, dimmed = off. The enrollment detail header shows the same indicator inline beside the student name.
Course Prerequisites
Courses can include a prerequisites text field describing what students should know before enrolling (e.g., "Basic A1 vocabulary", "Completed Beginner course"). This information is displayed to students to help them choose the right level, but enrollment is not blocked automatically.
Next Steps
After enrolling students:
- Homework Management - Assign and verify homework
- Live Sessions - Plan live sessions
- Student Groups - Organize students into groups
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.
How do I set different costs for different students?
Open the enrollment detail view and set custom costs for lesson, homework, and exercise. These override the course and organization defaults.
What happens when I delete an enrollment?
Removing a student course archives it first. Lessons, payments, charges, and history stay available and can be restored later. Permanent deletion is available only after the student course is archived, and it cannot be undone. This does not delete the student's account.
How do I transfer a student to another teacher?
Use the Reassign Teacher action from the enrollment detail view. This is available to OrgAdmins. The student's progress is preserved.