Enrollments & Billing gives you one place to see every enrollment in your Op 36 community and whether it's been paid. Create enrollments for one student or a whole group, send invoices, track payments, send reminders, and handle transfers, drops, and refunds, all from your web dashboard.
How It's Different From Members
The Enrollments & Billing page looks a lot like your Members page, but it answers a different question.
Members is a list of your people. Each student appears once.
Enrollments & Billing is a list of your enrollments. Each program sign-up gets its own row.
That means a student enrolled in two programs, say a Tuesday junior class and a summer camp, appears twice. Each enrollment has its own status, its own invoice, and its own history.
Good to know: Every enrollment now has an invoice attached to it. That's what lets you track payments student by student, program by program.
What You'll See
Find Enrollments & Billing in the left navigation of your Op 36 web dashboard. Each row shows the enrollment status and the payment status side by side:
Student: photo, level, and name
Program Name: the program title, with its subtitle underneath to tell sessions apart
Enrollment Status
Invoice Status
Last Update: the most recent enrollment or payment change
Amount, Payment Method (Online or Offline), and Package
Age, Level, and Gender
Click any column header to sort by it. The table shows the most recent updates first.
Enrollment statuses
Active: enrolled in a program that's currently running
Future: enrolled in a program that hasn't started yet
Completed: the program ran its full course
Dropped: you ended the enrollment before the program finished
Waitlisted: on a program's waitlist (no invoice yet)
Pending Approval: the student registered for an offline program and is waiting for you to approve them
Invoice statuses
Outstanding: payment hasn't been received yet
Paid - Online: paid by card through Stripe
Paid - Marked as Paid: you recorded an offline payment
Refunded: fully refunded, online or offline
Partially Refunded: part of the payment was refunded, online or offline
Search, Filter, and Export
Search by student name to find an enrollment fast.
Filters narrow the table by:
Enrollment Status
Payment Status
Programs
Packages
Date the enrollment was created
You can combine filters. For example, filter to Active and Outstanding to see exactly who hasn't paid yet.
Export downloads a CSV of exactly what you've filtered. The program's subtitle gets its own column, so you can sort down to the specific session.
Good to know: Set up your filters first, then export. Only the visible rows are included in the file.
Create an Enrollment
You can start an enrollment from the Create Enrollment button on this page, from Add Student inside a program, or from the quick actions on a family card or student profile.
Choose the program.
One program per enrollment.
Choose your students.
Select one student, or several to enroll a group at once. Students already in that program won't appear in the list. Review the summary, then click Continue.
Set up the enrollment:
Package: the program's packages are listed first, followed by the rest of your community's packages.
Discount (optional): a percentage or a dollar amount.
Payment method: starts with the program's setting, and you can change it for this enrollment. Offline options are cash, check, or member charge.
Custom message (optional): a note for the family, such as which session this is for.
Send as Email and Mark as Paid (see below).
Click Create Enrollment.
The preview on the right updates as you go, showing the total and which students you're enrolling. A separate enrollment and invoice is created for each student.
Online and Offline Payments
Families and students can pay online or offline.
Online: the enrollment email includes a Pay Now button that takes the family to Stripe to pay by card. When they pay, the invoice updates to Paid - Online automatically.
Offline (cash, check, or member charge): the email shows the outstanding balance and asks the family to contact you to arrange payment. Turn on Mark as Paid to record it as paid right away, or leave it off to track it as outstanding until you collect.
Send as Email is on by default, so families get their enrollment and payment details. If you've already spoken with them, you can turn it off.
Families can also see their invoices and pay online from the Billing tab in the Op 36 mobile app.
Good to know: If you bill through member accounts, choose Member Charge and turn on Mark as Paid, and there's nothing left to follow up on.
See Everything About an Enrollment
Click any row to open its details. There are three tabs.
Enrollments
Program, package, facility, coach, family admin email, and program dates
All Updates: a timeline of every enrollment and payment event, such as when it was created, approved, paid, reminded, transferred, or dropped
Actions: View Program, Transfer, Drop, and Delete (see below)
Billing
The invoice number and status, program details, payment method, package price, any discount, the total, and any notes
When an invoice is outstanding, a banner shows its status and when the last reminder was sent
Actions:
Send Reminder: emails the family a payment reminder. Online reminders include a link to pay.
Mark as Paid: records an offline payment, such as a check you received.
Edit: update the package, discount, payment method, or message. The family gets an updated email.
Mark as Outstanding: reverses an offline invoice back to unpaid, for example if it was marked paid by mistake.
Contact Info
Quick links to the student's profile and family page
The family admin's name, phone number, and email
Good to know: Online (Stripe) payments update automatically, so they can't be edited or marked as paid by hand. Billing actions like Edit, Mark as Paid, and Mark as Outstanding are for offline payments.
Transfer a Student to Another Program
Moving a student to a different program no longer needs a support request or a refund. Transfer is available on Active and Future enrollments.
Open the enrollment and click Transfer.
Choose the new program.
Add an optional note, such as "Moving you to the Tuesday class, no action needed."
Choose whether to email the family, then confirm.
Transfer only changes the program. The package, payment method, and invoice stay the same. Your note is always saved to the enrollment's history, whether or not you send the email.
Good to know: To change the package or billing terms, drop the enrollment and create a new one.
Drop, Refund, or Delete an Enrollment
Drop ends an enrollment before the program finishes. The record is kept with a Dropped status and still counts in your enrollment history. You can add a note and choose whether to email the family.
Refund is separate from dropping, so you can:
Drop without a refund
Refund without dropping, including a partial refund for a custom amount
Do both
Delete permanently removes an enrollment and its invoice. It's only available on Completed or Dropped enrollments paid offline, and it's meant for enrollments that never actually happened.
Good to know: If the student really attended, use Drop instead of Delete so your records stay accurate.
Waitlists and Approvals
Waitlisted students appear in the table too. From their details you can:
Add to Program: turns the waitlist spot into a full enrollment, with an invoice
Remove from Waitlist
Send Registration Link: lets the student register and choose their own package
Pending Approval: when a student registers for an offline program on their own, you can Approve or Decline them. Approving sends them their enrollment and payment details. You can include a message when you decline.
Inside Your Programs
Each program's Roster tab is now called Enrollments. It uses the same table, details, and actions as the main page, showing just that program's students. Waitlisted students now have their own Waitlist tab.
Adding a student from inside a program now creates a full enrollment, with an invoice, using the same Create Enrollment steps.
What's Next
Because every enrollment now has an invoice, Enrollments & Billing is the foundation for more billing features to come, including subscription billing.
If you have any questions or need help, reach out to us at support@op36golf.com.