Status language looks simple until it goes wrong. This guide defines the terms your team uses when approving requests, running registers, and managing pauses. It is built for real term pressure where one incorrect status can trigger the wrong parent email or attendance decision. Use this page when you need everyone to describe the same record state in the same way.
Status layers to keep separate
Classia uses different status layers for different jobs. Keep them separate to avoid decision errors.
Enrolment request status
These describe decision progress for a request:
- Pending: waiting for review.
- Approved: accepted and moved forward.
- Rejected: declined with rationale.
- Waitlisted: deferred pending capacity.
Enrolment status
These describe active participation state after request handling:
- Trial: temporary participation period.
- Active: current live place.
- Paused: temporary hold with expected return.
- Inactive: not currently participating.
Session and attendance states
Sessions represent class occurrences. Attendance states describe what happened for each participant in each session, such as present or absent.
Why status precision matters in busy weeks
When staff say "inactive" but mean "paused", learners can disappear from checks they should remain visible in. When a request is "approved" but enrolment is not created or confirmed correctly, attendance and payment assumptions diverge.
In a studio running 14 weekly classes, this mismatch can generate five to ten avoidable parent queries in one weekend.
Examples
Example: trial period confusion
A 6-year-old joins for a two-session trial in Autumn term. Staff mark enrolment as active immediately, then chase a full-term due item too early. Keeping trial status distinct avoids this.
Example: illness pause mislabelled as inactive
A martial arts participant pauses for three weeks due to injury. Admin marks inactive. The participant vanishes from expected return checks and communication slips. Paused would have kept the return path clearer.
Example: waitlist to approval handoff gap
A swim school approves waitlisted learners after capacity changes but forgets to confirm enrolment status change. Teachers see mismatched lists until records are aligned.
Status quality checks to run weekly
- Compare request decisions against resulting enrolment states.
- Review paused records older than expected return windows.
- Confirm attendance states are being set at session level, not class-level notes.
- Check communication templates use correct status words.
What this is not designed for
This page is not a behavioural tracking framework and not a substitute for safeguarding reporting. It is strictly about status language for enrolment and attendance operations.