Capacity Checks
We’re introducing enhanced Capacity Checks to help staff ensure rooms stay within safe limits when assigning students to programs. The new capacity calculator evaluates available seats in real time based on program schedules, days of the week, and overlapping usage—making enrollment and transitions more accurate and compliant.
What’s New
Capacity calculator for rooms
Check capacity before assigning
Staff can now run a capacity check for any room to confirm whether space is available for a specific program on the selected days and time ranges.
How capacity is calculated
The system evaluates room usage using three key factors:
1. Occupied seats from the same program
Counts all students already assigned to the same program during the selected days and time window.
2. Occupied seats from other programs in the same room
Includes students from any other programs scheduled in the same room at overlapping times.
3. Day-specific occupancy
Only considers occupancy on the specified days of the week, ensuring accurate checks for programs that run on partial-week schedules.
Why this matters
Prevents over-enrollment by identifying room conflicts before assignments are made.
Supports complex schedules where multiple programs share rooms or operate on different days.
Keeps ratio and compliance in check by giving staff a clear picture of actual room usage.
Release Notes: Program Movement
We’ve introduced Program Movement to give admins a clean, controlled way to move students between programs while preserving accurate billing, room assignment, and historical records. Movements now trigger predictable updates to enrollment, invoices, and staffing without requiring manual cleanup.
What’s New
Schedule transitions between programs
Move one student or an entire group
Staff can now schedule a transition from one program to another for an individual child or for all students currently active in a program.
Set the transition date
Choose the exact date the new program enrollment should begin. The system will automatically end the old enrollment and start the new one on the selected date.
Capacity checks before confirming
When you confirm the transition, the system checks the capacity of the destination program and alerts you if the move will exceed program limits.
Review tuition plans
Before finalizing, staff are prompted to review which tuition plans will apply in the new program. Plans can follow registration-date rules, be assigned by default, or be manually overridden.
Optional custom discounts
During the transition, staff can choose to apply a custom discount to the student’s new tuition plan if needed.
Why this matters
Reduces staff workload
Program movements no longer require manually editing enrollments, invoices, or rooms—automation handles the transition.
Keeps rooms and ratios correct
Students are always assigned to the right room after moving programs.
Better recordkeeping
Complete, chronological histories help administrators stay audit-ready with minimal effort.