Enrollment, sales, and finance
How do you manage student enrollment and renewal in Course?
In Course, an inquiry, a student record, a sale, and class membership are separate records. The inquiry holds the education request; the student record identifies the person; the sale holds the products and payment plan; and class membership records participation in an education group.
Both first-time enrollment and a later course of study depend on linking these records correctly. You can add a new education sale to an existing student without converting the same person from an inquiry into a student again.
On this page
Move from an inquiry to a first student record
Verify the inquiry details.
Check the name, phone number, institution, advisor, tags, and additional contacts. Conversion carries these details into the student record, so correcting them on the inquiry first makes the process easier to follow.
Convert the inquiry to a student.
Use the conversion action on the inquiry. Open the resulting student link and check the details. Choose to complete open tasks only for work that should genuinely be closed.
Create the education sale.
Link the products, quantities, prices, and payment terms to the correct student. A new sale awaits management approval; review the record together with its approval status.
Place the student in a class.
Open the relevant class through the placement link offered after the sale or through the education view. Add the student as a class member and check that the placement fits the lesson schedule.
Where to find each part of the enrollment record
Completing one screen does not prove that the other records have also been created. Open the relevant linked record to check it. In particular, do not infer payment or class status merely from a name in the student list.
| Record | Information it holds |
|---|---|
| Inquiry | Initial request, source, advisor, conversations, and tasks. |
| Student | Personal details and linked records. |
| Sale | Products, prices at the time of sale, discounts, and approval. |
| Installment plan | Due dates, amounts to collect, and payment information. |
| Class membership | The dates on which the student joins and leaves a class. |
Record a new course of study for an existing student
Find the student using their existing record and link the new sale to that student. Keeping the new education products and payment plan in a separate sale prevents the previous sale's terms from being confused with the terms for the new period.
A new sale does not automatically change an earlier class membership. If the education group changes, decide whether the earlier membership should continue. Make any necessary departure and new membership changes in the education view. Do not rewrite past attendance for the new period of study.
What financial checks follow a sale?
The down payment entered on a sale affects the balance allocated across its payment plan. Filling in that field does not, by itself, record money received in a cash account. Verify payments actually received in the relevant collection and cash account records.
An approved sale is locked against editing. Even if approval is revoked, repricing is blocked when an installment has been partly or fully collected. For a new course of study, manage the new education in its own sale rather than changing an earlier sale against which payments have already been collected.
Frequently asked questions
Can I convert the same inquiry to a student a second time?
No. A second conversion is blocked when the inquiry already links to a student. Continue working from the existing student record.
Does a new sale automatically place the student in a class?
No. The sale flow offers a way to proceed to placement, but class membership is created separately.
Must I change the old payment plan for a new course of study?
You can add the new education as a separate sale for the existing student. Do not change the previous sale's collection history to reflect the terms of the new course of study.
See how Course fits your institution's workflow
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