Students and invites

The Students tab is your roster. It shows everyone connected to the class. From here you invite people, decide how they pay, and move a student to another class.

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Where to find the roster

1. Go to Program Dashboard → Cohorts and open the class.
2. You land on the Students tab. The big card is called People.
3. Click a chip to switch lists: Enrolled, Invited, Waitlist, Asked about it, Results.

Use the search box above the chips to find someone by name, email, or phone. Three buttons sit at the top right of the People card:

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Inviting one student

Click Invite. A panel titled Invite student slides in from the right.

1. Type the student’s Email. This is the only required field.
2. Add a First name and Last name if you have them.
3. Under Tuition, pick how this student pays. There are three choices, explained below.
4. Click Send invite.

The panel switches to Student invited. We already emailed the link; the panel shows it so you can copy it and send it by text or chat too. Then click Invite another or Close.

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The three tuition choices

Every invite uses one of these. Pick the one that matches how you collect the money. When you pick either of the last two, a Tuition amount box appears. It is filled in with the class price. Change it for this one student if you need to — a partial scholarship, a prorated transfer, a one-off discount.

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Setting up “Must pay before enrolling”

Pick that choice and one more block appears: What they can choose to pay.

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What they can choose to pay

Check every option you want to offer. The student picks one. If you check Pay a deposit, a Deposit amount box appears under it. An option is greyed out when the program does not allow it. The line under it tells you why, for example “Turn on deposits for this program to offer them on invites.” Fix it on the program offering, then come back. See Payment configurations.

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Hold the seat for

Below the options is Hold the seat for ___ days. This is how long the seat stays reserved while you wait for the money.

• The default comes from the program. You can change it per invite.
• Allowed range: 1 to 90 days.
• A hold never runs past the class start date. If it would, we shorten it and warn you right in the panel: “This cohort starts Mar 15 — the hold will end then, not in 30 days.”
• A hold is always at least one day long, even if the class already started.

When the hold ends and no money has arrived, we cancel the invite and put the seat back. That happens on its own once a day.

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Rules to know

These are checked when you send. If something is off, you get a plain message telling you which field to fix.

• Tuition must be more than $0 whenever you charge.
• A deposit must be more than $0 and less than the tuition.
• You must offer at least one way to pay.
• A payment plan needs a down payment above $0. With no down payment we would collect nothing before the student enrolls, which defeats the point.
• Payment plans need a Growth or Scale plan and a set number of installments.
• You cannot offer something the program has switched off. The program’s payment settings always win.
• The terms are locked in when you send. If you edit the program’s payment settings later, invites you already sent keep the terms the student was shown.

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Where the defaults come from

You should not have to re-decide all of this every time. Open the program offering → Payment Configuration → Invited Students and set your normal choice there. Every invite panel opens with those settings already filled in, and you can still change them for one person. See Payment configurations.

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Inviting a list (CSV)

Click Invite a list.

1. Upload a CSV. The first row must be headers, and one column must be email. First and last name columns are optional. Header names are flexible — email, Email, first_name, and firstName all work.
2. Review the list. Good rows show as Valid; bad ones show as Invalid and are skipped.
3. Under Tuition for everyone in this list, pick one of the same three choices. It applies to the whole file.
4. If you pick Must pay before enrolling, set the payment options, deposit, and seat hold the same way as a single invite.
5. Send.

The result screen shows how many invites were Created, Skipped (they already had a pending invite or were already enrolled), and how many had Errors.

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Reading the Invited list

Click the Invited chip. The table has four columns. The line under the amount tells you the real status:

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Resending, copying, and cancelling

Open the ⋯ menu at the end of any row in the Invited list.

• Copy link — grab the invite link to send it yourself.
• Re-send invite — send the same email again.
• Cancel invite — shut the invite off. The link stops working and the seat is free again.

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Automatic reminders

You do not have to chase people. If an invite is not accepted, we send reminder emails on our own:

• The first one goes out 2 days after the invite.
• After that, at least 2 days pass between reminders.
• Up to 10 reminders per invite.

Reminder emails match the invite. A student being charged tuition is told about the tuition, and a student whose seat is on hold is told when the hold ends. You can still use Re-send invite any time.

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What the student goes through

1. The email. It names the class and says exactly how tuition works: no balance, an invoice after they join, or “Your seat is being held until March 3 — pay tuition of $985.00 to claim it.”
2. The invite page. They sign in, or create an account, using the same email you invited. A different email is blocked.
3. Forms first. If your program requires an application or agreements, they finish those before anything else. Nobody pays and then finds out they cannot complete the paperwork.
4. What you’ll pay. They see the amount and, for a pay-first invite, the options you allowed. They pick one and click Pay & join.
5. Payment. They pay on a hosted page. They get a “Payment received — finish joining” email.
6. Joining. They come back and finish. Now they are enrolled.
7. Anything left over. A deposit leaves a balance invoice with a working pay button and a due date. A payment plan sets up the monthly installments on the card they just used.

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Seat holds and your seat count

An invite that has not been accepted still takes a seat. That is why you cannot drop the seat count below the number taken.

• No tuition owed and Enroll now, invoice after invites hold the seat until they accept or you cancel.
• Must pay before enrolling invites hold the seat until the hold date. After that we cancel the invite and give the seat back, once a day, on our own.

See Seats and stopping sign-ups.

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Transferring a student to another class

If a student needs a different start date or a different location, transfer them instead of refunding and re-enrolling.

1. Find the student under the Enrolled chip.
2. Use Transfer on their row.
3. Pick the class they are moving to and confirm.

Their enrollment moves. They lose the old class’s schedule and materials and gain the new one’s. Payments follow the enrollment.

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What happens to their access codes

If the course sends vendor access codes:

• A code that has not been sent yet is taken back from the old class and reissued for the new one. The activity log calls this Moved to the new class.
• A code that has already been sent stays with the student. They keep it.

See Refunds and unused codes.

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See also

• Payment configurations — Set the defaults every invite starts with.
• Seats and stopping sign-ups — Seats, and why an invite counts as one.
• Waitlists — When a spot opens, enroll someone from the waitlist or invite them.
• Invoices and balances — Invoices, payment links, and reminders after the student joins.
• Payment plans — How monthly installments are charged.
• When students get access — Why a held seat does not hand out an access code.