This article covers how to manage your class waitlist, invite students directly into an activity, and move students between activities.
Managing a class waitlist
Once a class reaches maximum capacity, students are automatically placed on a waitlist. The waitlist appears on the Activity Detail page, below the Enrollments table, ordered by the time each student was added.
To promote a student off the waitlist:
Check the box next to their name in the waitlist section.
Click Promote in the actions toolbar.
What happens next: The family receives an email invitation to complete enrollment. They have 24 hours to accept before the invitation expires. If they do not respond, you will need to promote the next student manually. Homeroom does not do this automatically.
A few important things to know:
If a class is at capacity (e.g. 20/20) and you promote someone, the class can temporarily exceed the cap (e.g. 21/20). You do not need to raise the limit first.
Removing or refunding a student does not automatically promote the next person on the waitlist.
Increasing the max enrollment count also does not automatically move waitlisted students in.
Inviting a student into an activity
You can invite a student directly into a course at any time, even if enrollment is closed or the class is full.
Go to the activity and click the Enrollments tab.
Click Invite.
Enter the student's name and the family's email address.
Optionally adjust the price before sending.
What happens next: The family receives an email with a link to log in and complete checkout. Their spot is not confirmed until they complete the enrollment. You will see their status as Invited in the Enrollments tab until they accept.
Moving a student to a different activity
You can move a student between activities directly from the Enrollments tab. The move dialog handles payment in the same step, so you do not need to process a refund separately.
Note: You can only move a student to an activity with the same provider. If the destination activity has a different provider, refund and remove the student from the current activity, then invite them to the new one.
Go to the activity the student is currently enrolled in and click the Enrollments tab.
Check the box to the left of the student's name.
Click Move in the actions toolbar.
Search for the destination activity. The search results show how many spots are available in each activity.
Review the payment options in the move dialog:
By default, Homeroom will issue a full refund for the original activity and charge the family for the new activity amount.
If you do not want to charge the family for the new activity, uncheck the recharge option. The original payment will remain associated with the original activity.
Click Move to confirm.
What happens next: The student is moved immediately. To confirm the move, go back to the original activity. The student will no longer appear in the Enrollments tab, and their payment will reflect the option you selected.