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Understanding Registration Statuses

Learn what each registration status means and how statuses impact enrollment, attendance, payments, and communication workflows in AfterSchool HQ.

Not sure what each registration status means in AfterSchool HQ?

This guide explains the differences between Applied, Reserved, Waiting List, Invited, Withdrawn, and other common statuses so you can better manage enrollment, attendance, payments, and family communication workflows.

Before You Begin

Registration statuses help providers track where students are within the enrollment process for an activity or program.

Understanding these statuses is important for:

  • Managing activity rosters
  • Tracking payment and consent completion
  • Monitoring enrollment progress
  • Communicating with families
  • Managing attendance visibility

 

1. Applied

The student has submitted a registration application, but the registration has not yet been approved or finalized.

Common Scenarios

  • Applications awaiting staff review
  • Lottery or approval-based programs
  • Pending enrollment decisions

💡 Tip: Applied is commonly used when organizations manually review applications before accepting students.

 

2. Reserved

The student has completed all required registration steps and is officially enrolled in the activity.

 

Common Scenarios

  • Registration approved and finalized
  • Payment and consent completed
  • Student ready for attendance tracking

💡 Tip: Reserved is the most common active enrollment status in AfterSchool HQ.

 

3. Reserved Pending Payment

The student has been accepted into the activity, but payment is still outstanding.

 

Common Scenarios

  • Families still need to complete payment
  • Providers manually moved student into pending payment status
  • Payment link sent but not yet completed

💡 Tip: Many organizations use this status to reserve a spot while waiting for payment completion.

 

4. Reserved Pending Parental Consent

The student has started or completed registration, but required parent/guardian consent forms are still missing.

Common Scenarios

  • Missing waivers or signatures
  • Incomplete consent forms
  • Parent still needs to review policies or agreements

💡 Tip: This status helps providers identify families who still need to complete required documentation.

 

5. Waiting List

The activity has reached capacity, and the student is currently waiting for an available spot.

Common Scenarios

  • Program full
  • Student added to waitlist queue
  • Awaiting withdrawal or seat availability

💡 Tip: Providers can manually move students from the waiting list into active enrollment statuses when spots become available.

 

6. Invited

The student or family has received an invitation to register or participate, but registration has not yet been completed.

Common Scenarios

  • Invitation-only programs
  • Registration links sent to families
  • Pending family action

💡 Tip: Invited status is commonly used for selective programs or internal enrollment workflows.

 

7. Declined

The registration application or enrollment request was not approved or was declined by the organization.

Common Scenarios

  • Program eligibility requirements not met
  • Application denied
  • Family chose not to proceed after review

💡 Tip: Organizations may communicate next steps or alternative options to families after declining an application.

 

8. Withdrawn

The student was previously enrolled but has since been removed from the activity.

Common Scenarios

  • Family requested withdrawal
  • Student no longer participating
  • Administrative removal from program

💡 Tip: Withdrawal does not delete the student profile or registration history from the system.

Frequently Asked Questions

Q: Which status allows students to appear in attendance?

A: Typically, students must be in Reserved status to appear in attendance rosters. Some organizations may also allow Reserved Pending Payment students depending on settings.

Q: Can providers manually change statuses?

A: Yes. Depending on permissions, providers can manually update registration statuses within the activity roster.

Q: Does Waiting List mean the student is enrolled?

A: No. Waiting List means the student is waiting for an available spot and is not yet fully enrolled.

Q: What happens when payment is completed?

A: Students in Reserved Pending Payment status are typically moved into Reserved status once payment is successfully processed.

Q: What happens if consent forms are missing?

A: Students may remain in Reserved Pending Parental Consent status until all required forms and signatures are completed.

 

💡If you experience any issues or have further questions with “Understanding Registration Statuses”, don't hesitate to get in touch with our support team at support@afterschoolhq.com.