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Enrollments ​

The Enrollments area shows class and event enrollments. You can browse and filter by class, semester, or status; open an enrollment to see full details; 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 ​

  1. Go to Enrollments in the sidebar (or https://admin.uibeta.org/admin/enrollments).
  2. The list shows enrollments with details such as member name, class (or product), semester, status, and date.
  3. Use filters to narrow the list:
    • Status — Reserved, 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.
  4. The Total Enrollments counter above the table updates to reflect the current filter.
  5. Results are paginated (25 per page by default). Use the pagination controls at the bottom to navigate.
  6. 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:

  • Member — Name and link to the user account.
  • Product — The class (and semester) or event they are enrolled in.
  • Status — Enrolled, waitlisted, or cancelled.
  • Date — When they enrolled (and any relevant dates).
  • Payment — Link to the payment record if the enrollment was paid.

Use this page to confirm details before 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 check or in office.

  1. Go to Enrollments in the sidebar (or https://admin.uibeta.org/admin/enrollments).
  2. Click Add enrollment (or similar).
  3. Search for and select the member.
  4. Select the class to enroll them in.
  5. If the class is mid-semester, a prorated amount is shown automatically based on remaining sessions. You can edit this amount if needed.
  6. If the class has already ended (zero sessions remain), the form will block the enrollment.
  7. Select the payment method (card on file if available, check, or in-office) and submit.

The enrollment is created immediately. If payment is offline, it appears in the pending offline orders queue for staff to confirm later.

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.

Cancelling an enrollment ​

When a member drops a class or you need to remove them (e.g. duplicate sign-up, refund case):

  1. Open the enrollment detail page.
  2. Find Cancel enrollment or Cancel (or similar).
  3. Click it and confirm. The enrollment status becomes Cancelled. Their spot is freed and may become available to the next person on the waitlist (if your system promotes waitlist automatically) or for someone else to enroll.
  4. If the member paid and is due a refund, handle that separately in Payments (or via Stripe). 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:

  1. Apply any filters you want (status, semester, class).
  2. Click Export CSV in the top-right corner of the page.
  3. 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 member name, email, class, semester, status, enrollment date, and instructor name.

What enrollment statuses mean ​

  • Reserved — The member has a confirmed spot and their enrollment is pending payment (e.g. offline or check payment in progress).
  • 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.

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