A classroom only accepts people who already have a link to your organization. There are two states that qualify: the person is already a member of the organization, or they hold an invitation to the organization that is still pending. Anyone else is refused, and the message you get back is "No org member or pending invitation found. Invite them to the organization first."
So the order is always the same. Get the person into the organization, then put them in the classroom.
You need to be an Owner, an Admin or a Curator
Classrooms sit under Institutional in your organization's management sidebar, at Manage, then Institutional, then Classrooms. That whole section appears only when the organization's type is University / Institution. A plain Member of the organization cannot open a classroom or add anyone to one.
An existing organization member goes in immediately
Open the classroom and search for the person by username, or type their email address. If they are already a member of your organization they are added on the spot and their status in the classroom reads Accepted. No email is sent to them, and no credit is spent.
Someone with an invitation still outstanding goes in as Invited
If you have invited the person to the organization and they have not accepted yet, you can still put them in the classroom. They are held at status Invited. The moment they accept the organization invitation, their classroom row flips to Accepted and links to their account.
That is what lets you build classrooms before term starts: invite the cohort to the organization, then place people into classrooms while the invitations are still outstanding.
Someone with neither has to be invited first
Go to Manage, then Members, and select + Invite. Search for them by username, or type their full email address if they have no UNI account. Choose their role, then send. Return to the classroom afterwards and they will be findable.
Invitations expire 14 days after they are sent. If yours has lapsed, revoke it on the Members page and send a fresh one.
A classroom holds each email address once
Adding the same person a second time returns "Member is already in this classroom." If a student belongs in two classrooms, add them to each one separately. There is no cap on how many classrooms one student can be in.
Adding a student does not spend a credit
Credits are consumed at the point a student enters a competition you have assigned, or enrolls in a course you have assigned. Building classrooms and moving people between them costs nothing.
Two things follow from that:
- For a competition or course assigned to a specific classroom, the student's classroom status must be Accepted at the moment they enter. Invited is not enough. If they are still sitting on an unaccepted organization invitation, their entry will not find a credit.
- A credit that has been spent is not returned. Withdrawing the entry afterwards does not put the seat back in the pool, so treat each assignment as final.
Removing a student
Removing someone from a classroom removes them from that classroom only. They remain a member of the organization, and anything they have already submitted stays where it is. To take them out of the organization as well, do that separately on the Members page.