Cohort guides

Everything is reached from the left sidebar: Dashboard, Prospects, Applications, Students, Programs, Courses, Cohorts, Calendar, Accounts (billing),…

Staff are invited with a role. Owners and Admins can do everything, including settings, billing configuration, API keys and team management; some…

Go to Students → "Add student". Enter the student's name, contact details, and any program info. Save.

On the Students page use the filters to narrow by program, status, ID, name, or start/graduation dates. The count updates as you filter.

Inquiries live under Prospects (the admissions pipeline). When someone applies, it appears under Applications.

A student's record shows "Referred by" when a referral is linked to them. To create or manage referrals and their fees, use the Referrals page in the…

Open a student and go to their Transcript to see completed courses and grades. Grades come from each course's gradebook.

On a student's Enrollments, click 'Program audit' to see progress toward completing the program — courses done, hours, and what's outstanding.

Add emergency contacts in the Emergency contacts section of a student's record.

Use the note box on a student's record to log internal notes (never store sensitive ID numbers like SIN in notes).

The Calendar in the sidebar shows scheduled sessions and events across your programs and cohorts.

Under Applications → Forms you can build the online application/intake forms prospects fill out; submissions come into Applications.

Emails you send to students from Cohort — messages, scheduled reminders and attendance-form emails — end with the college's signature.

Open the student → Enrollments section → "Enroll in program". Pick the program, optionally a cohort (e.g. Day or Evening section), and the start date.

Day/evening (and other intakes) are handled as cohorts. Create cohorts under the Cohorts page with a schedule type, then choose the cohort when enrolling…

Open the student → Enrollments → use the buttons on the program row: "Mark completed" (= graduated, sets the end date), "Put on hold", or "Withdraw" (asks…

If you marked an enrollment completed, withdrawn, on hold, or incomplete by mistake, open the student → Enrollments and click "Reactivate" (or "Resume"…

Open Courses → a course → Attendance. Pick a session and mark students present/absent/late; hours are captured for clock-hour records and can be exported…

Open Courses → a course → Grades. The roster lists enrolled students; enter each student's final grade / letter grade and whether they passed.

Open Courses → a course → Assignments to create assignments, collect submissions, and grade them (optionally with a rubric from Settings → Rubrics).

Open Courses → a course → Quizzes to build quizzes (questions + answers), publish them, and review student attempts.

Open Courses → a course → Content to add lessons and learning materials students see in their portal. Discussions are under the course's Discussions tab.

When Moodle is connected, the files a student submits to their Moodle assignments, and any files the instructor attaches as feedback when marking, appear…

When a student finishes their modules, the instructor fills in the attendance form (modules, dates, hours and instructor initials) and clicks "Upload…

Go to Accounts → "New invoice". Choose the student, add line items, optionally pick a Funding source, set the due date, and save.

Open the invoice (Accounts → click the invoice, or from a student's Billing section).

On the invoice, find the payment under Payments and click "Remove payment". Give a reason and enter the delete code.

When a student marks "I've sent it", the payment appears as Pending. Staff Confirm it (counts as paid) or Decline it.

On a student's enrollment you can attach a payment plan that splits the balance into scheduled installments, each with its own invoice and due date.

Accounts → the Overdue card (or the Overdue filter) lists every unpaid invoice past its due date for current students, with how many days late each one…

Accounts shows four figures. Due now is everything owed today by current students, split by how late it is (1–30, 31–60, 61–90 and over 90 days).

Finance is private: only people given Finance access see it (Finance → Who has access; someone who already has access can give or remove it).

When an installment is still unpaid after the payment deadline (5 business days after the due date — the day the final notice says class access is…

To record what a student told the office about paying (for example "will pay on the 15th"), open any of their invoices and use Payment notes.

Open the invoice and click "Edit invoice". Change the due date and/or the amount, add a reason, and save with the delete code.

A receipt appears once a payment is recorded. In the student's Billing section, invoices that are Paid or Partial show a "Print" link in the Receipt…

A receipt email is sent automatically when a payment is recorded. To send it again, open the invoice and use "Resend receipt email" — it re-sends the…

The official receipt shows your college's registration number. Set it under Settings → Branding (registration number field).

Go to Settings → "Funding sources" → "Manage funding sources" (or /settings/funding). Add a source with a Name (e.g.

Open the student → Enrollments → the awards area on the program → add an award (scholarship, grant, bursary, discount, employer, or interest-free loan).

Open Referrals in the sidebar → add a referral. The referrer and referred person can each be a linked student or a free-text name.

Go to Settings → Agencies to add a recruiting agency, invite its agents, and get referral URLs.

When an agency-referred student enrolls, a commission accrues automatically. Review commissions under Reports → Agency commissions.

Open the student → Communications section → use the compose box. Choose Email or SMS, optionally pick a template, and send.

Open the student → "Scheduled reminders" card. Choose Email or SMS, pick a future date, write the message, and click "Schedule reminder".

Cohort emails students about unpaid installments on a fixed schedule: a friendly reminder 7 days before the due date, with the invoice attached as a PDF…

Each program can define required documents/admission requirements (set under the program).

Open the student → Documents section → upload files. Uploaded documents are stored against the student and can be linked to compliance requirements.

Use the Programs, Courses, and Cohorts pages in the sidebar. Create a program with its clock/credit hours and fees, attach courses to build the…

Open Programs → a program → Class schedule. Set the student start date and the delivery (Day, Monday–Friday, or Evening, Monday–Saturday), then enter how…

Add closures under Settings → Holidays, or in the "Holidays & college breaks" box on any class schedule.

If a program runs continuously and students can join at any point, open its Class schedule and set "Rolling intake — cycle started (module 1)" to the day…

Open the student → Letters section → pick a template (for example Letter of Acceptance, Verification of Program Enrollment, Letter of Admission and…

Once a student completes their program, issue their certificate or diploma from the student's Credentials section.

Every certificate, diploma and transcript Cohort issues carries a registration number.

Go to Reports → T2202 to prepare T2202 Tuition and Enrolment Certificates for a tax year.

Reports → 1098-T produces the US tuition statement for applicable students. Most Canadian colleges use T2202 instead.

Reports → AR Aging shows outstanding student balances bucketed by how overdue they are (current, 30/60/90+ days). Use it to chase unpaid invoices.

Reports → Revenue summary shows collected and billed amounts over a period. Pair it with AR Aging for a full finance picture.

Reports → Admissions funnel shows how prospects move through the pipeline to enrolled students, so you can see conversion at each stage.

Reports → Builder lets you create custom reports, save them, and schedule them to run and email automatically.

Go to Settings → Developer to create API keys (with specific scopes like read:students) and configure webhooks.

Go to Settings → Online payments (Payments) to connect Stripe (for card/bank payments through the student portal) and to set your Interac e-Transfer email…

Go to Settings → Import (Bulk import) to load students and related data from a CSV.

Cohort supports LTI 1.3. Register an LMS under Settings → LTI platforms so Cohort can be launched from inside it; tools you want to open from Cohort go…

Go to Settings → Moodle to connect your Moodle site (Owners and Admins only). Once connected, Cohort matches Moodle students and courses to its own…

Go to Settings → Custom fields → Manage (/settings/custom-fields). Define extra fields (text, number, date, dropdown, etc.) per program; they then appear…

Go to Settings → Team to invite staff, set their role (Owner, Admin, Instructor, Staff, Viewer), and record their phone.

Set your college logo, colours, and PCC registration number under Settings → Branding.

Manage your campuses under Settings → Campuses. Locations can be attached to programs/cohorts for multi-site schools.

Create tags under Settings → Tags, then apply them to students/prospects to group and filter people (e.g. 'Sponsored', 'Follow-up').

Settings → Pipeline lets you customize the stages prospects move through in the admissions pipeline.

Settings → Drip campaigns lets you build automated multi-step email/SMS sequences (e.g. nurture a prospect over several days).

Settings → Announcements lets admins post a notice. Choose who sees it: Students (shown as a banner and on the Announcements page of the student portal),…

Settings → Audit log records every state change (who did it and when) for accountability and regulator questions.

Create contract templates under Settings → Contract templates. On a student's enrollment you can generate a contract and send it to the student for…

The Reports page collects operational views: AR aging, revenue summary, attendance and clock hours (Ontario monthly summary, BC daily record, or full…

Each college's students sign in to their own portal at the college's address (for example yourcollege.mycohort.org/portal) with a password or their…