Manage course attendees

Updated on 04 Dec 2024
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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

Navigate to the Courses page
Click the Book button on the relevant course

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

6. Click Finish

View course attendees

Steps

Navigate to the Courses page
Select the relevant course

Courses - select a course

View attendee list

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:

Column	Description
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.
Deposit	Shows if a deposit was paid and the amount. If the dot is red it can be clicked and a deposit payment can be entered.
Paid	Shows 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 Invoice	Shows 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.
Instructor	Select the staff member who presented the course
Booking Note	Any notes applied to the booking will appear here
Registered	When the attendee registered for course
Certificate	If the attendee has been marked as passing the course (and a certificate has been allocated for this course), then it can be downloaded here.

Remove course attendees

Steps

Navigate to the Courses page
Select the relevant course to view attendee list

Courses - select a course

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

If the attendee has already paid for the course, determine how much they will forfeit
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 it, you will refund the amount that was 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.