Let's face it, not everyone sticks around for the long haul. You will need to know what to do when someone cancels or withdraws from a program. You can deactivate an enrollment (which keeps the history of the enrollment) or you can deactivate and delete the enrollment (which deletes the enrollment and no history of it is kept). NOTE: Deleting an Enrollment DOES NOT delete the Enrollee or the Account.
What Deactivating an Enrollment will and will not do
Deactivating an Enrollment WILL DO the following:
Remove the Enrollee enrolled from their Class assignment
Turn off Auto-Billing for that Enrollment, meaning that Invoices will not be automatically added to the Account
Remove any Payment Plans attached to the Enrollment, meaning that any payment events will not be added to the Account
Make the Enrollment INACTIVE, and to view it, you will need to show Inactive Accounts, which can be done on the Enrollee page under each of the three tabs (Table, Activity, and Documents)
Deactivating an Enrollment WILL NOT do the following:
Make the account inactive. Check out "What happens when an Account is deactivated."
Remove any current Invoices. These must be zeroed out by adding a credit or deleted.
Zero out the account balance. (Any unpaid charges for this enrollment will remain on the account unless you remove them)
Remove any data permanently
Turn off Auto-Pay for that Enrollment. If any balance is on the Account, Auto-Pay WILL run again to collect the balance. If you want Auto-Pay off, you will have to turn it off on the Account manually
Follow these steps to either deactivate an Enrollment by Account or by Class.
Deactivate an Enrollment by Account
Step 1 - Find the Enrollee using the search bar at the top of Enrollsy. Click on their name then click on the Enrollee's name to get to their page.
Step 2 - Under that Enrollee's name tab (NOT the Billing tab), find the program they are withdrawing from and flip the switch to deactivate them.
Step 2b - You can also click on "Actions" and select "Edit Enrollment" in the dropdown menu. A new window will open where you will see the current enrollment checked. Here you can remove the Enrollee from the current Class (uncheck the box of the current Class).
When you edit an enrollment in this manner, you will see a notice pop up at the bottom of the screen that says, "Enrollments successfully changed! Payment Plans NOT changed, navigate to the Billing tab to make any necessary changes." This means that if the Class you changed was assigned to a Payment Plan, that Payment Plan will no longer be assigned to that Class. You will need to click on the Billing tab and reassign the Payment Plan to either a new Class or to the Program. See this support article for how to fix invalid Payment Plans.
Deactivate Enrollments by Class
Step 1 - Find the Class the Enrollee is in on the Classes page and check the box to the left. Reassign them to the Unassigned List by clicking "-Class" or "Reassign" or "-Day" (depending on your setup). This will remove the Enrollee from that Class/Enrollment..
Step 2 - If the Enrollee is moved to the Unassigned List, select the Enrollee in the Unassigned List and click "Remove" to deactivate or deactivate & delete the old enrollment. If the Enrollee does not show up, then the enrollment has been removed.
Reactivate an Enrollment
To reactivate an Enrollment, simply switch the toggle button back on.
See this support article for more information on how to delete an Account/Enrollment.