Overview

Music Monitor's capacity to manage waiting lists has improved a lot with some recent changes. It can now distinguish three separate types of incomplete enrolment, with its own best-practice recommended method. We define them as follows.

  • Enquiry: It is not certain that the student wishes to enrol. A discussion is open, but the student is not yet on a waiting list.
  • Waiting List: The student wishes to enrol, but they cannot yet be placed into a lesson.
  • Future Enrolment: The enrolment is confirmed, but it starts on a future date. 
  • Suspended Enrolment: The enrolment has been active but it is inactive for a period.

Waiting List

To make an enrolment record function as a waiting list entry, you only need to do one thing: 

  • Do not allocate a teacher

That way, the Record Status will be "Pending".

When a teacher is added, because the Enrolment Date is in the past, the Record Status changes to "Current".

To manage your waiting list, you can then simply go to Home > Student Activity > Tuition and perform a Find for records with the Status "Pending". You can sort by Enrolment Date to show the oldest ones at the top.

To convert a waiting enrolment into an active enrolment, simply allocate a teacher.

If you want to allocate the teacher, but still set up the enrolment to start in the future, see below.

Note that when you are using the scripts to bill in bulk, you can choose to include or omit "Pending" enrolments. If you are using the "Pending" Status for your waiting list, as recommended, you would not include these records in your billing.

Future Enrolment

If the details of an enrolment are known, but it is to start in the future, we recommend the following:

  • Allocate the Subject, Teacher, Lesson Type etc. as expected
  • Select the green Timetabling button
  • Enter the student's start date in the Start Date field

You will see that the Record Status now changes to "Assigned".

NOTES:

  • The Record Status will automatically change to "Current" when the Start Date arrives.
  • When you are creating rolls, if the Start Date falls within the week that the roll covers, the enrolment will be listed on the roll regardless of whether the lesson has day/time information.
  • When you are using the scripts to bill in bulk, you can choose to include or omit "Assigned" enrolments. If you are using the "Assigned" Status as recommended, you would generally include these records in your initial search and then look through the list, omitting any records that should not be included in this run. 

Suspended Enrolment

If an enrolment is "Current", but the student needs to take a break temporarily, you can use the Suspend option. In this case, the word could just as well be "Defer".

At the bottom of the tuition enrolment window are the options to Block or Suspend.

  • The Block option entirely prevents the student from enrolling in any activities. See Block Student.

The Suspend option prevents the enrolment from appearing in rolls or being picked up in billing until the box is un-ticked.

So if you want to enter all the enrolment information including assigning the teacher, but you do not want the enrolment to become active until a date that has yet to be determined, you can select the Suspend option.