Manual enrollment and access management

Sometimes you need to give someone access without sending them through your storefront's checkout. Maybe they paid you by bank transfer. Maybe you're comping a friend. Maybe you're moving someone over from another platform. Manual enrollment is for all of that.

Quick answer

From the customer list, click Add customer to create someone and enroll them in a product in the same step. For an existing customer, open their detail panel and use Add enrollment. You can optionally send them a welcome email and a "set up your password" link at the same time.

Why you'd manually enroll someone

The most common reasons:

• They paid you outside Klixey — bank transfer, cash, a Stripe link from your accountant, an invoice you sent through your own bookkeeping tool. The money exists; the customer record doesn't yet.
• You're comping a friend, collaborator, or beta tester. No payment involved, but they need access.
• You're moving someone from another platform. They bought the course on a previous platform, and you've promised they'll keep what they bought when you migrate.
• You're issuing a refund-in-kind — instead of refunding the money, you're giving them access to something else.

If they paid through your storefront, you don't need any of this. They'll be enrolled automatically the moment the payment clears.

Two paths in

You can manually enroll someone two ways. The difference is just whether the customer record exists yet.

Path 1 — From the customer list (new customer)

Use this when the person isn't in your customer list yet.

1. Open Customers in the sidebar.
2. Click Add customer at the top-right.
3. Fill in the modal:
   • Name (first and last).
   • Email.
   • Optionally, the product you want to enroll them in right away.
   • Optionally, toggle whether to send a welcome email and/or a "set up your password" link.
4. Click Create.

That single step creates the customer record and enrolls them in the product (if you picked one) and sends whatever emails you chose. Done.

Path 2 — From an existing customer (adding more access)

Use this when the customer is already in your list and you just want to add a new enrollment.

1. From the customer list, click the customer's row.
2. The detail panel slides in.
3. Find the Enrollments section and click Add enrollment.
4. Pick a product. Choose whether to send a welcome email.
5. Click Add.

The new enrollment shows up immediately in the panel and is active right away.

What you set

The fields on both flows are nearly the same:

Field	What it does
Name	The customer's first and last name. Shown on their detail panel and in emails.
Email	How they sign in to your customer portal. Must be unique to that customer in your store.
Product	The course (or other product) you're enrolling them in. Optional on Path 1 if you just want to create the record without granting access yet.
Send welcome email	When on, Klixey sends them the same welcome email a paying customer would get.
Send a "set up your password" link	When on, Klixey emails them a separate link to pick a password. Optional — if you skip it, they can still sign in via a magic link, or set a password later from their portal.

What happens after you click Create

Behind the scenes (you don't have to do any of this — Klixey handles it):

• The customer record is created (Path 1 only — Path 2 just adds to an existing record).
• The enrollment is created and marked as a manual enrollment so you can tell offline customers apart from paying ones later.
• The enrollment counts as active immediately. The customer can sign in and use the product right away.
• The customer gets the welcome email (if you toggled it on).
• The customer gets a separate "set up your password" email (if you toggled that on).
• The customer is added to your contact list, which counts against your contact limit.

Manual enrollments don't change your revenue numbers

A manual enrollment doesn't record a payment in Klixey. The customer's payment history will show no transaction for this enrollment, and the income dashboard won't move. If you want to track what they paid you offline, keep that record in your bookkeeping tool — Klixey only sees money that flows through Stripe.

Updating an existing enrollment

After enrolling someone, you can adjust their enrollment from the detail panel. Common edits:

• Change the status — suspend (pause access) or resume (restore access). See below.
• Adjust the access window — if you originally set an end-date, you can extend it, shorten it, or remove it altogether.
• Reset progress — wipe their lesson completions for a course.

Suspending and resuming enrollments

Suspending is a pause button on a single enrollment.

Suspend

From the customer's detail panel, click Suspend on the enrollment you want to pause.

• The customer immediately loses access to that product.
• When they open it in their portal, they see a message like "Your access has been paused — contact the creator to resume."
• Their progress (lesson completions, course state) is preserved. Nothing is deleted.
• Other products they have access to are unaffected.

Suspension is a confirmation-dialog action — Klixey will ask you to confirm before pausing.

Suspension is immediate

There's no grace period or warning to the customer. The moment you confirm, they're cut. If you want to give them notice, email them first.

Resume

Click Resume on a suspended enrollment.

• Access returns instantly.
• Their progress is exactly where it was when you suspended.
• No emails are sent — if you want them to know, message them.

Resetting progress

If the enrollment is a course and the customer wants to start over:

1. Open the customer's detail panel.
2. Find the course in their Enrollments section.
3. Click Reset progress.
4. Confirm.

All lesson completions for that course are wiped. The course re-opens from lesson one as if they were new.

Resetting progress is permanent — once it's gone, you can't bring the completion history back.

Use it sparingly:

• Yes: customers who explicitly ask to retake from scratch.
• Yes: test customers you're cleaning up.
• No: customers who are confused or stuck. They usually need help, not a reset.

What manual enrollment is NOT

A few things to be clear on:

• It doesn't process a payment. If a customer paid you outside Klixey, the money already moved — Klixey isn't going to charge them again, and won't try.
• It doesn't appear in your revenue numbers. Your income dashboard only shows money that flowed through Stripe.
• It doesn't bypass your contact limit. Manual customers still count against your plan's contact cap. See Your contact limit.
• It doesn't skip the welcome email by default. If you don't want one sent, toggle the welcome-email switch off before you click Create.

Roles

Action	Owner	Admin	Editor	Viewer
Add a new customer (Path 1)	✓	✓	✓	—
Add an enrollment to an existing customer (Path 2)	✓	✓	✓	—
Suspend an enrollment	✓	✓	—	—
Resume an enrollment	✓	✓	✓	—
Reset course progress	✓	✓	—	—
Delete an enrollment	✓	✓	—	—

See Roles and permissions for the full app-wide matrix.

Related

• Your customer list — where Path 1 starts.
• Customer detail panel — where Path 2 starts and where you suspend, resume, or reset.
• Customer access expiration — what happens when an enrollment ends naturally.
• Magic link vs password — how the access emails sign customers in.
• Your contact limit — how manual customers count against your plan.