Objective
Create the correct Studio family, dancer, placement, and reviewed charges without duplicate records or duplicate conversion attempts.
Before you begin
- To review a request, use an account with enrollment-write access. Conversion also needs organization-wide family read/write and enrollment authority; an Enroll placement needs billing read/write authority.
- Have the approved class, effective date, placement, and fee decision before converting.
Instructions
Open “Enrollments” and find “Registration requests”
Open Enrollments and locate the Registration requests card. Select the request by its class, reference, and submitted date. Check the Guardian, Contact, Dancer, Request, current status, and any Last review entry before changing it.
Save a contact or decline decision with “Next state”
For a request that is not ready to convert, choose Spoke with guardian, Close request, or Decline request in Next state. Enter a factual Review reason and select Save review state. This saves follow-up only; it does not create records, enroll a dancer, post charges, or collect payment.
Open the “Resolve registration request” panel when conversion is allowed
For a pending or contacted request, use the visible Resolve registration request panel. Wait for candidate matches. If the panel cannot load, select Retry loading workspace; do not choose a family or dancer from a similar name outside the panel.
Choose or create the exact family and dancer
Under Family resolution, select the matching family or Create a new family. Under Dancer resolution, select the matching dancer or Create a new dancer. Compare the name and birth date before continuing. Match suggestions are review signals, not proof that the records are the same.
Set “Guardian portal access” only as a Studio configuration decision
Choose only an option shown under Guardian portal access: Create guardian invitation, Keep verified guardian link, or Do not create portal access. This is a Studio-side record decision. Creating an invitation here does not send an email.
Set “Placement outcome,” “Effective date,” and fee decisions
Choose Enroll or Waitlist, then enter Effective date. For Enroll, select the Tuition decision and Registration fee decision. Add the required Reason for reviewed fee decisions. Waitlist conversion posts no fees and does not reserve a seat.
Select “Review conversion,” then confirm the reviewed result once
Select Review conversion. Check the family, dancer, class, effective date, placement, fee lines, and Balance before and Balance after. Select Confirm conversion or Confirm conversion to waitlist only when that review matches the approved decision. Read Conversion complete and use the available Open family, Open class placement, or Open billing link to verify the saved Studio record.
Result: The request is converted once, and the family, dancer, placement, and any reviewed charges match the confirmed Studio decision. No payment is collected by this conversion.
Troubleshooting
I can save a review but cannot convert the request.
Conversion needs organization-wide family access plus enrollment authority, and an Enroll placement also needs billing read/write authority. Save the permitted review decision, then ask a Studio Administrator to complete or authorize the conversion.
A candidate may be the wrong family or dancer.
Cancel or leave the conversion in review. Compare the available name and birth-date signals, then choose Create a new family or Create a new dancer only when the Studio has verified that choice.
The review or final confirmation cannot be verified.
Use Retry review when the draft is still being edited. If the final result is unknown, select Retry conversion to safely check the same operation rather than starting a second conversion. Contact Orbit if the confirmed error remains.
Result
Continue in the saved Studio family, enrollment, or billing record. Any staff communication is a separate Studio workflow and is not sent by the conversion itself.
Support
Ask a Studio Administrator about duplicates, placement, fees, access, or portal-access policy. Contact Orbit for a persistent Studio error after using the safe retry for the same request.