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    Manage course attendees
    • 04 Sep 2023
    • 4 Minutes to read
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    Manage course attendees

    • Updated on 04 Sep 2023
    • 4 Minutes to read
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    Article Summary

    You can view a list of those enrolled in your course under the Courses menu. This article will outline how to add course attendees, view the attendee list, view and set attendee status, remove attendees (and manage any cancellation fees or refunds), bulk message all course attendees, and print the attendee list. 

    Registering a course attendee

    Steps

    1. Navigate to the Courses page
    2. Click Book on the relevant course

    image.png


    1. Enter client details
    2. Click Search For Client
    3. If the client does not exist, click "Create a New Client"

    image.png
    6. Click Finish


    View course attendees

    Steps

    1. Navigate to the Courses page
    2. Select the relevant course

    Courses - select a course

    1. View attendee list

    image.png

    Courses report
    You can also see all courses, with the option to filtering by course/location/staff/dates through the courses report. Navigate to Reports > Services > Courses report.

    Courses - report


    Understand attendee status

    This list shows you relevant information regarding attendees, and also allows certain actions directly from here including marking attendance, marking pass/fail and taking payments.


    Courses - attendee list

    Next to attendee name you can see the following information:

    ColumnDescription
    Email
    • Green dot indicates a course confirmation email has been received.
    • Red dot indicates a course confirmation email has not been received or has bounced.
    Intake form(if set up for a course) 
    • Green dot indicates that the attendee has completed the intake form. It can be clicked and will take you the completed intake form on the client record.
    • Red dot indicates it has not been completed. It can be clicked and an email with a link to the intake form will popup here to send the attendee.
    Confirmed(visible before the course date) 
    • Green dot indicates that an attendee has been confirmed already.
    • Red dot indicates they haven't been confirmed.
    Attended(visible from the course date) 
    • Green dot indicates that an attendee has been marked as attended. 
    • Red dot indicates they have not attended.
    This dot that can be toggled by the course instructor to set the correct status based on attendance.
    DepositShows if a deposit was paid and the amount. If the dot is red it can be clicked and a deposit payment can be entered.
    PaidShows if the course has been paid and the amount. If the dot is red it can be clicked and a payment can be entered directly against this course booking.

    Any unpaid courses can also be seen on the Dashboard > Unpaid Bookings tab.
    AR InvoiceShows if an Accounts Receivable invoice is available.
    Passed
    • Green dot indicates that the attendee passed the course.
    • Red dot indicates that the attendee failed the course.
    • Grey dot indicates that the attendee has not yet been marked.
    This can be toggled appropriate by the course instructor to set the correct status based on their performance.

    Any pass/fail statuses can also be seen via the Pass/Fail Results report with the ability to filter by course/instructor/date.
    InstructorSelect the staff member who presented the course
    Booking NoteAny notes applied to the booking will appear here
    RegisteredWhen the attendee registered for course
    CertificateIf the attendee has been marked as passing the course (and a certificate has been allocated for this course), then it can be downloaded here.
    Example course audit process for staff/instructor

    When you have a course set up, there might be some external or internal audit requirements that you need to adhere to. Here is one example of some steps you and your staff can follow to aid this process.

    Items your staff members need to check:

    1. If any external forms need to be completed (e.g. government forms) then ensure client has completed them and this has been uploaded this to the "Files" tab on the booking record by the staff member. 
    2. If the course has specified an Intake Form to be completed, ensure client has completed it and it will then automatically be visible under the "Notes" tab on the booking record.
    3. If these options have been set up for the course, ensure the staff member has:
      1. Recorded a pass/fail on the booking record
      2. Added their signature to the booking record
      3. Have the client add their signature to the booking record
      4. Completed any checklists on the booking record
      5. Fill out any additional booking information that's required on the booking record. e.g. vehicle details and range details.


    Remove course attendees

    Steps

    1. Navigate to the Courses page
    2. Select the relevant course to view attendee list

    Courses - select a course

    1. Click the "x" icon next to the attendee that you wish to remove from the course.

    Course - remove attendee

    1. If the attendee has already paid for the course, determine how much they will forfeit
    2. Click Remove Attendee link to confirm the removal

    Course - remove attendee confirm

    Booking cancellation fees & credit

    There are 3 main scenarios that can occur when a course booking is cancelled:

    • If your client has already paid for a booking and their course booking is cancelled with no forfeit, the payment value will be credited to their Account Balance, accessible via their Client Profile.
    • If a client has paid for a booking and their booking is cancelled with forfeit, that amount will be retained and any remainder will be credited to their Account Balance.
    • If the client has not paid for their booking and their booking is cancelled with a forfeit, that amount will be deducted from their Account Balance.

    If the client has an Account Balance, this can be used for any future bookings or product sales. Please see the Paying with account balance article for more details.

    Booking cancellation refunds

    If your client has paid already and you wish to refund a cancellation, you must refund the amount returned to the Client's Account Balance during the cancellation. 

    Processing a refund
    Please read the following guide: Processing a refund and ensure you select "Deduct from Account Balance".


    Configure reminders to notify client of cancellation

    If you'd like the attendee to be notified of the cancellation automatically, please see the Setting up reminders article for further details on how to enable SMS and email reminders for the cancellation of this course booking.


    Bulk messaging course attendees

    Steps

    1. Navigate to the Courses menu
    2. Select the relevant course

    Courses - select a course

    1. Click the SMS (chat bubble) or email (envelope) icon

    image.png

    Note

    Email reminders are FREE, however, SMS incur a small charge as per the rate shown under Account Settings > SMS Billing. 

    1. Enter your message details
    2. Click Send

    Steps

    1. Navigate to the Courses page
    2. Select the relevant course to view attendee list

    Courses - select a course

    1. Click the Print Icon in the top right corner

    image.png


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