Students
Enquiry to enrolment
A student is enrolled in one of two ways: you enrol them from their enquiry, or they pay an advance you asked for. Either way they get a booking, and their own student portal opens.
ForSchool ownerSales staff
Two ways to enrol
Both ways end in the same booking, with the same emails to the student. Use whichever fits the conversation.
| Way | What you do | When they are enrolled |
|---|---|---|
| You enrol them | Click Enrol on their enquiry and fill in the Enroll Student form. | When you submit the form. |
| They pay an advance | Ask for it in the Inbox, with ⋮ › Payment on their Email or WhatsApp tab. | When their online payment is confirmed, or when you mark a bank transfer or UPI payment received. |
An advance request carries the course, room, dates and fee you chose, so paying it enrols them on exactly those terms. Payments shows how to send one.
Enrol a student yourself
With the default roles, the owner and salespeople can enrol. A salesperson picks from their own open enquiries, and the owner from every open enquiry.
Step 1: Open the form
On the enquiry's page, click Enrol, then Yes, enroll. Or click New Enrollment on your Dashboard and choose them under Select enquiry.
Step 2: Check who you are enrolling
Under Student & Source, check the Student's email, because their login and receipts go there. An enquiry taken with only a phone number asks you to type one.
Step 3: Choose the course and dates
Under Course Details, the form starts on what they asked for. Check each field.
- Campus, when you have campuses
- Course, and Duration for a course run at several lengths
- Accommodation, which offers only the rooms priced for that course
- Batch, which offers dates with places left, or Decide later
Step 4: Check the fee
Under Pricing & Fees, Pricing tier starts on their country: the domestic price for India, the international price otherwise. Original fee comes from your price list.
- For a discount, choose a Discount type, enter a Discount value, and say Why the discount?
- Total fee is what they will owe.
Step 5: Record money already paid
This is optional. If they paid you before and it is not in YogaTribex, tick Student has already paid. Fill in Amount already paid, How they paid and Transaction reference (optional).
Step 6: Enrol them
Click Enroll Student, then Yes, enroll student. The student's page opens and confirms it, for example Priya is enrolled.
Money recorded as cash, Stripe, Razorpay or PayU counts at once. Bank transfer, UPI and Other wait as Pending until the owner or an accountant confirms the money arrived.
A closed enquiry must be reopened before it can be enrolled. A colleague's own sign-in email cannot be used for a student.
What enrolling does
Enrolling turns the enquiry into a booking, and these happen together:
- The booking is made with the status Active, and takes a place in its batch.
- The enquiry becomes Converted, and that status is locked from then on.
- The student's portal account opens, and they are emailed how to sign in.
- Money they already paid by link or in a chat is added to the booking.
- If you chose a batch, their pre-arrival plan is set up.
| Email to the student | When it is sent |
|---|---|
| You are enrolled on [course] | At enrolment. |
| Your student portal sign-in | At enrolment, with their email, a temporary password and a Sign in to your portal button. |
| Your enrolment is in your student portal | Instead of the sign-in, when they already have a YogaTribex account. They keep their own password. |
| Payment received — [reference] | When their advance is complete, and when the whole fee is paid. |
| How was [course]? | When you mark them completed. |
The confirmation, receipts and review request are your own templates. With Message templates in your plan, you can reword them under Setup › Templates.
The sign-in email is not a template and cannot be switched off, so every enrolled student is sent a way in.
Enrolment statuses
Each booking has a status. You move it along on the student's page, under Progress, and the student sees it in their own words.
| Status | The student sees | How it is set |
|---|---|---|
| Active | Booked | By enrolling. |
| Arrived | At the school | Click Mark arrived. It opens three days before their batch starts. |
| Completed | Completed | Click Mark completed, then Yes, mark completed. It opens on the last day of their batch. |
| Cancelled | Cancelled | Click Cancel enrolment, answer Why is this being cancelled?, then click Cancel this enrolment. Agreeing to their own cancellation request does the same. |
Where enrolled students are listed
Enrolled students are on two lists under Enquiry Management, split by money. Each booking is on exactly one of them.
| List | Who is on it | Each card shows |
|---|---|---|
| Enrolled Students | Enrolled, with part of the fee still to pay. | Their name, status and course, and Advance outstanding while the advance is unpaid. |
| Students | Paid in full, whatever their status. | The same, with Total Fee, Paid and Balance. |
A student moves from Enrolled Students to Students once their balance is paid. Filter either list by All, Active, Arrived or Completed, by course or by batch, or search by name, email or phone.
Click View to open the student's page. It holds the money, their details and flight, every payment, an Activity timeline, their conversations and Quick actions.
Step 1: Resend a lost login
Click Send login details on their card. A student who never chose a password gets a new temporary one. One who did is told to use their own.
