Manage an enrolment

An enrolment is one student’s seat in one course, or in one batch of a course that runs in batches. It doesn’t stay the same for long: the next instalment arrives, a student needs a break, someone joined the wrong batch, or they leave. This guide covers every one of those, and where each is done. To enrol a student in the first place, see Enrol a student.

In this video · 3:08

1. 0:00Find the enrolment
2. 0:38Take the next payment
3. 1:03Pause and resume
4. 1:29Move or start over
5. 1:50Remove or refund
6. 2:38From the profile

Read the narration

1. 0:05After you enrol a student, their enrolment can change: the next payment, a pause, another batch, or an end. Here is where each one is done.
2. 0:16Every enrolment is a row in the course’s Students tab, with its batch, what was paid and its status.
3. 0:24Filter narrows the list by status: active, paused, removed or refunded.
4. 0:31Each row has a menu. Manage enrollment opens everything about that seat.
5. 0:38At the top: what Sadia has paid, what is still due, and how many instalments are done.
6. 0:45She has brought her second instalment. Click Record Instalment.
7. 0:50Choose how she paid. The amount is one instalment, ৳1,000.
8. 0:55Click Record Instalment again, and the payment joins her history.
9. 1:03Pause locks the course for her without removing her. Her seat stays hers.
10. 1:09Her enrolment is now paused.
11. 1:15On Sadia’s own screen, the lessons are locked, and the course page tells her why.
12. 1:21Resume gives her access back, just as it was.
13. 1:29In the wrong batch? Move to batch moves the seat, with its payments and progress.
14. 1:38Arif is now in the Evening batch.
15. 1:41Reset progress and attempts lets a student start the course afresh. Payments are not touched.
16. 1:50To end an enrolment, open it and click Remove.
17. 1:59Her access ends and the seat is freed. The window now offers to enrol her again, if you ever need to.
18. 2:07On Mim’s dashboard, the course is gone from her courses.
19. 2:15She stays in the list, marked Removed.
20. 2:19Removing gives no money back. To refund, open the enrolment and click Open a refund case.
21. 2:26Write why, and the case waits in Finance, under Refunds. The full steps are in Handle a refund case.
22. 2:38All of this is on the student’s profile too, in the Enrollments tab.
23. 2:45Each course and batch they hold is a row. Click one, and the same window opens.
24. 2:51To lock a student out of everything, not just one course, use Pause Student in the profile’s menu.
25. 2:58Every change to an enrolment, in one window.

Before you start

• Who can do this: the academy owner and admins. Instructors can on the course page, with the Enrollment Management permission on the course (see Instructors).
• Courses with or without batches: everything here works the same. Only Move to batch needs a course with more than one batch.

Find the enrolment

Every enrolment is a row in the course page’s Students tab: the student, when they enrolled, the batch, what they’ve paid, and the status. In a course that runs in batches, the batch bar shows one batch at a time.

1. Filter. By status, and the sort order.
2. The status.
3. The row’s ⋯ menu.

Status	What it means
Active	The student has the course (within its dates and paid-up time).
Paused	You’ve locked the course for them. They keep their seat.
Removed	You’ve ended it. The seat is free again; the record and its payments stay.
Refunded	A refund was approved. Final: it can’t be paused, resumed or removed.

Filter narrows the list to one status. All statuses are shown until you choose one.

Each row’s ⋯ menu has:

1. Manage enrollment opens the enrolment’s own window (clicking the row does the same).
2. Move to batch…, in a course with more than one batch.
3. Reset progress and attempts…

Track Progress shows how far they’ve got in this course, and View profile opens the student’s profile.

The Manage enrollment window

Everything about one enrolment is in one window: its status, the money, the plan, and every payment so far.

1. Paid, Still due, and for instalments, how many are paid.
2. Pause (or Resume while it’s paused).
3. Remove.
4. Transaction History. Every payment; click one to open its invoice.
5. Open a refund case (owner and admins; see Refunds).
6. The button for the next payment (see below).

Take the next payment

The button at the bottom depends on how the student pays:

Their plan	The button	What you record
Instalments	Record Instalment	One instalment, or more with the + beside What you’re collecting. Each instalment keeps the course open for one more month.
Subscription	Extend Subscription	One or more billing cycles, priced at what the course (or batch) charges now.
One payment, not all paid yet	Record Manual Payment	The rest of the price, or part of it.
Paid in full, or free	none	Nothing is due.

1. Open Manage enrollment and click the button at the bottom.
2. Choose the Payment method, add the transaction ID if you have one, and the date you received it.
3. Check Amount received. It starts at what’s due; change it if they paid a different amount.
4. Choose who to notify, then click the button again.

1. Payment method and reference.
2. Received on. It can’t be in the future.
3. Amount received.
4. Record Instalment.

The payment is added to Transaction History with its own invoice, and appears in Finance → Sales and Finance → Transactions. Notify sends the student the receipt by email unless you turn it off.

Note

A late instalment. When the month an instalment paid for runs out, the course locks for the student until the next one is recorded, and their course page tells them what’s due. Recording it opens the course again for another month, counted from the day the last one ended, or from today if that day has passed.

Pause and resume

Pause locks the course for the student without taking their seat away. Click Pause in Manage enrollment and confirm.

1. Paused.
2. Resume.

While it’s paused:

• They can’t open the lessons, exams or assignments. The course page tells them their enrolment is paused and to contact you.
• Their seat stays theirs, and still counts towards the course’s (or batch’s) seats.
• Payments are untouched. You can still record one.
• No message is sent. Tell the student yourself if they should know why.

1. The notice above the lessons.
2. The same notice beside their enrolment.

Resume gives them access back, exactly as it was. A pause doesn’t move any dates: time paid for keeps running while it’s paused.

Pause one enrolment, or the whole student?

	Pause (in Manage enrollment)	Pause Student (on their profile)
Locks	This one course or batch	Everything on your site: every course, and anything they’d change
Their other courses	Open as usual	Locked too
Undo	Resume	Resume Student

Move to another batch

Put someone in the wrong batch? Open their row’s ⋯ menu, choose Move to batch…, pick the batch and click Move.

1. The batch to move to, with its dates and seats.
2. Move.

The move keeps their plan, payments, progress and exam attempts. Nothing is charged or refunded, and the student isn’t sent a message. A full batch can still take them, with a warning. They can’t be moved into a batch where they already have a seat. Their access then follows the new batch’s dates.

Start over: reset progress

Reset progress and attempts… in the row’s menu lets a student take the course again from the start: their progress is cleared, and their exam and assignment attempts are set aside. Q&A, attendance and payments aren’t touched.

Remove

To end an enrolment, open Manage enrollment, click Remove and confirm.

• Their access ends and the seat is free for someone else.
• No money moves. Their payments and invoices stay as they were. To give money back, see Refunds.
• No message is sent.
• The row stays, marked Removed, so the record isn’t lost.

1. The removed enrolment.
2. The student moved earlier, in their new batch.

A removal can’t be resumed. To have them back, enrol them again: the Manage enrollment window offers it straight after Remove, and they’re back in the Enroll Student list. That makes a new enrolment with its own payment; the removed one stays in the list.

Refunds

A refund is a case, not a single button, because the money goes back from your own account, not through LessonQ.

1. A case is opened in one of two ways:
   • the student asks from their Purchases, within the course’s refund terms;
   • you open one yourself: Open a refund case beside Transaction History in this window, or on the course in the sale’s window in Finance → Sales. Write why. Your case isn’t limited by the refund terms, and it covers every instalment they’ve paid.
2. You approve or reject it in Finance → Refunds. Approving ends their access, and the enrolment shows Refunded.
3. You send the money back yourself, then record it on the refund case.

Full steps are in Handle a refund case.

1. Why you’re opening it. This is required, and it’s kept on the case.
2. Open case. Nothing is paid back yet: the case goes to Finance → Refunds for you to approve.

Open a refund case is for the owner and admins. A student who got the course in a bundle is refunded for the whole bundle, from the bundle’s sale.

A refunded enrolment is final. To give them the course again, enrol them anew.

From the student’s profile

Open the student from Students → Manage Students and click their Enrollments tab. Each course and batch they hold is a row; click one to open the same Manage enrollment window, with everything above.

1. Enrollments.
2. An enrolment: click it to manage it.

The profile’s ⋯ menu has Pause Student, which locks the whole account (see Pause one enrolment, or the whole student?).

Instructors

An instructor with the Enrollment Management permission on a course can, on its Students tab: open Manage enrollment, record a payment, Pause, Resume, Remove and Move to batch…. Reset progress and attempts… needs the Grading & Submissions permission instead, which is in the Default permissions.

• An instructor limited to some batches sees and changes only those batches’ students, and can only move students between them.
• Students’ profiles, Pause Student and Finance are for the owner and admins.

Every case

Can I pause for a set number of days? No. A pause lasts until you resume it.

Does a pause stop an instalment or subscription from running out? No. The time they paid for keeps running. If it runs out while they’re paused, they’ll need the next payment as well as Resume.

I removed the wrong student. Enrol them again from Manage enrollment or Enroll Student. Choose No charge if they had already paid you, so they aren’t charged twice.

Referral points from this enrolment? Removing it takes back referral points that are still on hold. Points already available stay with the student.

The student bought a bundle. Their seat in each course came from the bundle. Pause and remove work as usual; payments are recorded on the bundle, not here.

Where’s the history of who changed what? In the student’s profile, Activity Log.