Seats, season & campus controls (the Enrollment tab)

Set how many seats Elira fills (total and per grade), your prime enrollment season, the rolling option, who handles offers, and pause/resume by campus.

The Settings tab of Enrollment is where you tell Elira how many seats to fill, when, and where — and where all enrollment-season configuration lives, in two cards: Seats & season and Enrollment details. The page opens on the Overview tab, which is the daily read.

Prefer to watch? For charter schools, the video at the top of this page (1:30, with captions) walks through it on screen: setting your seats in total and per grade, reading the Overview, and releasing a seat or pausing a family on Lottery & offers. The same video is at the top of your Enrollment page, and every tutorial video is listed under Tutorials on the support page.

Seats available

Under Seats & season, set a school-wide total and, optionally, seats per grade (+ Add grade) (for example Kindergarten 10, Grade 8 8). A seat counts as *filled* while it's offered or accepted; a decline or withdrawal frees it again. The tab shows live "filled / open" counts from your synced roster. Seat numbers are always editable — raise or lower them any time, click Save enrollment settings, and Elira adjusts from the next run.

Under the per-grade rows, the tab adds them up against the school-wide total, because a family has to fit under both. If the grades add up to less than the total, it says so and tells you the remainder can only go to grades you haven't listed. If they add up to more, the line turns amber: Elira stops at the total, so the grades at the bottom of the list would never fill. Rows where you haven't picked a grade yet are left out of the sum, and a total of 0 means no cap, so there is nothing to compare.

Let staff handle offers

On Enrollment → Settings, under Who handles offered families? in the Enrollment details card, turn on Our staff handle offers. Your team handles offer calls and follow-up, and Elira stops automatically advancing the waitlist. Elira waits until SchoolMint says Registration In Progress before paperwork outreach.

Your Google Sheets tracker must have a Student ID (or Application ID) column matching SchoolMint and a Documents received (or Paperwork received) column. Leave the received-documents cell blank only when nothing has arrived. Outreach runs only when that cell is blank and SchoolMint explicitly shows every tracked document as not uploaded. Any received document, duplicate ID, unreadable tracker, or unknown checklist holds outreach for staff review. Keep checking those held families yourself. Elira writes status updates to a separate Elira Updates tab so your received-documents entries stay intact, including if you later turn staff-led offers off.

Turn the switch off to restore Elira's usual offer and registration follow-up. Existing consent rules, contact hours, and pauses still apply.

Hear the offer call before a family does

Under the same setting, press Call my office with the demo. We ring your own main office number and play the exact seat-offer call a family would get. Press the keys and hear every branch, including the Spanish and Arabic menus and the stop options.

You need two things first: your main office number on the School tab, and that number verified. Verifying rings the office once and a staff member keys in a code. The demo then calls that number, from that number — there is no box to type another number into, so it can never reach anyone else.

Nothing from a demo call is saved. No seat is accepted or declined, no family is contacted, and nothing appears in your activity log. You can place one demo call every five minutes.

Free pilot: choose your next feature

Start with your AI assistant. From day 30 of your pilot (sooner if our team opens it for you), your dashboard shows What would you like to test next? — choose Unlock enrollment pilot or Unlock attendance pilot. You can try either or both during the free pilot. Unlocking opens setup; it does not skip the required connections, signed documents, or family consent checks. You can pause either pilot independently from the same cards.

Who handles offered families? appears on your pilot dashboard 30 days after your pilot starts — sooner if our team opens it for you. Nothing is sent that day; the choice simply appears. The first month is for your AI assistant and your text-a-question number, so the choice waits until you have seen Elira answer real families. Once you have unlocked the enrollment pilot, the same switch is also on Enrollment → Settings, and you can change it back at any time.

Prime enrollment season

Pick a month range (say March through August). Inside the range, Elira fills toward your seat targets; outside it, new seat offers and waitlist advancement hold — families who already accepted still get their registration follow-ups. Leave the range empty for no time restriction.

Fill once vs. Rolling season

• Fill once — Elira offers seats up to your targets, then stops.
• Rolling season — for a range like September through December: when an admitted student leaves for another school, Elira keeps refilling the freed seat from that grade’s waitlist (in lottery order, only while seats remain open). Automatic rolling backfill at a school with several grades needs positive per-grade targets. A school-wide total alone cannot identify the grade of an open seat. At a school with several campuses, SchoolMint or your team allocates rolling vacancies because these settings do not record seat targets per campus.

Waitlist advancement always follows your lottery order — a family is only auto-offered a seat when their waitlist position is on record; otherwise your team is flagged to advance by hand.

What Elira leads with on your website

There is no setting for this. Elira follows the calendar: February–August she leads with applying, tours, deadlines, seat offers and registration; September–January with general school info, events and contacts. She still answers every question either way — the calendar only changes what she brings up first. This is separate from your prime enrollment season above, which is about seats.

Pause and resume by campus

Each campus has its own Pause enrollment button. Pausing stops all enrollment outreach for that campus's families — seat offers, reminder texts and emails, calls, and waitlist updates — until you resume. Families are matched to a campus by the campus name on your roster; families without one follow the first campus in the list. Attendance alerts are separate and keep running while enrollment is paused.

Enrollment calls never collide with attendance calls

If a guardian got an attendance call in the last couple of hours, Elira holds their enrollment call for the next calling window — a family never gets two automated school calls back-to-back.