Capacities Extra Enrollment Fields

Overview

Capacities in Avela support additional enrollment fields that give a more complete picture of seat availability. With Extra Enrollment Values, you can account for students enrolled or re-enrolled directly from your Student Information System (SIS) — giving staff an accurate, real-time count of available seats with reserves.

Configuring External Enrollment Fields

External enrollment fields are configured at the Enrollment Period level by an Org Admin.

1. Navigate to Enrollment Periods in the left menu.
2. Open the relevant enrollment period and go to the Capacities tab.
3. Under Settings, you’ll be able to toggle on Additional seats.
   • Enable a field to make it visible in the Capacities table, import, and export.
   • Disable a field to hide it from the UI and exclude it from import/export. Disabling a field will also clear its stored values so calculations remain accurate.
4. Rename each field to match your organization's terminology. The name you set is what appears in the UI, export files, and API responses.
5. Use the Preview to see what the Capacities table will look like before saving your configuration.

How Available Seats Are Calculated

With external enrollment fields enabled, Available Seats are calculated as:

Total Available = Total Capacity − Offered − Accepted − Enrollment value 1 − Enrollment value 2

This ensures that seats already filled outside of Avela are properly deducted, preventing staff from over-offering.

Importing & Exporting with External Enrollment Fields

The import and export templates now reflect whichever fields are configured for your enrollment period.

Key things to know:

• The import template and export template match exactly — you can export, update values, and re-import without reformatting.
• If an enrollment field is enabled but your import file is missing that column, the import will continue processing but will flag a warning that the column wasn't found. The missing field will not be updated.
• Input fields (External Enrolled, External Re-Enrolled) must contain whole numbers (integers). Any row with an invalid value will produce an error, but the rest of the file will continue to be processed.

Viewing Capacities

No changes have been made to navigation or role permissions. Org Admins can view capacities for all schools; School Admins can only view schools they're assigned to.

The new columns will appear in the Capacities table only if they have been configured. If a field is not enabled for your enrollment period, it will not appear in the UI or export.

Frequently Asked Questions

What happens to my data if I disable a field? When a field is disabled, its values are cleared so they no longer affect the Available Seats calculation. This change is recorded in Capacities History.

Can I use a custom name for the enrollment fields? Yes. Org Admins can rename each field in the Enrollment Period settings. The custom name is used everywhere — in the table, exports, and API.

Do I need to update my existing CSV import template? If you've enabled the new fields, your export template will now include them. Use an exported file as your import template going forward to make sure the column names match exactly.