From the dashboard, you can view general information about the clinics that have been created.

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You can click on any of these links and go to each page for more details.

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Filters

You can begin a simple search with the following criteria or you can click on the “more filters” button in the bottom right corner for an expanded search

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Once you expand the filters, the other options will appear:

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Creating a new clinic

Clinic Status

Once your clinic has been is created, you will be taken to the clinic page and see this image at the top will be displayed:

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You can see the clinic number as indicated by the red arrow on the left and the status indicated by the red arrow on the right. You need to must select the an option from the dropdown to make drop-down list to change the status of your clinic active.

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You will have two tabs: Overview and Attendees. The “overview” tab will have all the clinic information in those five individual sections that you just created. You will still be able to edit the clinic however it is important to note that once you have participants registered, you would have to manually fix their registrations if you make any edits to the clinic. Once your clinic is activeThe following statuses are available:

Draft: The clinic is a draft and no participants will be able to register.

Visible to public: The clinic is visible, but it is not yet open for registration.

Registration open: The clinic is open to all participants from your organization only.

Closed: The clinic is no longer available and is closed.

Private: The clinic is private and participants must have the link to register. It will not appear on the organization's public page.

Cancel: The clinic has been cancelled by the organization.

Advanced settings

In the advanced settings, you can adjust the visibility settings and select the organizations that will be able to register for this clinic.

To change the advanced settings, click on the gear.

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In the Visibility section, you can set the status of your clinic to be updated at a selected date and time. You can change the status from Draft, Visible to public, Registration open, Closed, Private, and Cancel

To select organizations, click on the tree and check the region or organization.

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Tabs in the clinic

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In your clinic, you have three tabs:

• Overview

• Participants

• Waiting List

Overview tab

This tab contains all the information you filled out in the five sections when you created your clinic. You can always edit the clinic information. However, if you make changes to the clinic after you have received registrations, you will need to manually correct your participants' registrations.

Participants tab

Once your clinic is open for registrations, you will be able to see the participants who have registered under on the attendees Participants tab.

Draft: The clinic is a draft and no participants will be able to register.

Private: The clinic is private and participants need to have the link to register. it will not appear on the organization’s public page.

Open to the public: The clinic is open to the public in your organization.

Open registration: The clinic is open for any participant to register even if they aren’t part of your organization.

Once your clinic is created, you can go back into the clinics section and use the search bar to find your clinic by number:

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Advanced Setting

From the advanced settings, you will be able to adjust the Visibility settings and select which organizations will be able to register for this clinic.

To edit the advanced settings, click on the gear.

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Within the Visibility section, you can set the status for your clinic to update on a selected date and time. You will be to change the status from Draft, Visible to the public, Registration open, Closes, Private, or Cancel.

To select the organizations, click on the tree and check the region, or organization.

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Waiting list tab

You have the possibility to add a waiting list to your clinics. When creating your clinic, you simply check the Waiting List box in the clinic Information/Host Organization. You must first define the maximum number of participants accepted in your clinic.

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The following message will appear when a member tries to register for a full clinic. The member will then be able to register on the waiting list without paying the registration fee.

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The member will receive this message as well as an email confirming that they are on the waiting list.

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An email will be sent to you to notify you that a member is on the waiting list for your clinic. In addition, the member will be posted on the Waiting List tab of your clinic.

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If a spot becomes available, simply click on the participant to open the right side panel, click on the Action button, and then click on Add as Participant.

The participant will receive an email notifying them that a spot has opened up and that they can now register for the clinic. A link will be available for the participant to complete and pay for their registration in My Account.

The participant's status will then change to Waiting for the client added to the list of participants.

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If there is no space available, simply click on the participant to open the right side panel, click on the Action button and then on Cancel. The system will ask you the reason for the refusal so that the participant can be notified by email.

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If a spot becomes available after you have declined a member, you still have the option to reset the status by clicking on the Action button and then on Reset Status. You will then have the option to add them as a participant.

Participant detail tabs

Participant Filters

You can search for participants using the filters available in the Participants tab. You can filter by the following search criteria:

• Show only unconfirmed

• Show only cancelled

• Payment status

  • Paid

  • Not Paid

• Participation status

  • Attended

  • Not Attended

• Passed status

  • Passed

  • Not Passed

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Print the list of participants

In order to obtain an Excel list of the participants in your clinic, click on the download arrow to the right of +Add and select the report in Excel or CSV.

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By clicking on the line of one of the participants, a side panel will open on your right where you can see the information of the participant in the clinic. You will find the following tabs:

• Details

• Member

• Questionnaire

Details Tab

In the Details tab, the participant's attendance and completion information can be edited, the participant's registration date and payment information.

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Member Tab

In this tab, you will find the participant's profile information such as gender identity, date of birth, native language, second language, organization and industry. If the participant has contacts in their profile, they will be displayed.

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Questionnaire Tab

If a questionnaire has been created for your clinic, the responses to the questionnaires will be displayed in this tab.

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The Action button in the side panel of a participant allows you to do the following:

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Certify a participant

Depending on your roles and permissions, you have the option to certify the qualification of a member.

Apply a payment

If the participant has not paid online, you can apply the payment for the clinic by clicking on Apply Payment.

A pop-up window will open where you must enter the payment date, payment method, amount paid and an internal note. You must select a manual payment method from the following:

• Check

• Cash

• Manual Interac transfer

• External payment (payment from an external terminal)

• Offline credit (can be applied to future payments)

• Member credit (apply an existing credit in the member's file)

Once the information is entered, click on Confirm.

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Refund

You can refund the amount paid by the refund if the refunder withdraws from the clinic or for any other reason. To do so, click on Refund, and in the pop-up window that will open fill in the required fields:

• Refund amount

• Payment method

• Internal note (visible to administrators only) - Optional

• External note (visible to the customer) - Optional

Once the information is entered, click on Confirm.

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You will be asked if you wish to cancel the attendee to this transaction.

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If you click on Cancel Attendee, another window will open to enter the cancellation of this participant in this clinic.

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A confirmation of cancellation can be sent to the member by clicking Send Communication in the last window of the refund.

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Crediting the invoice

If a member does not attend your clinic and has not paid for the clinic. You can credit the balance of this participant by clicking on Credit the invoice.

You have the possibility to add an internal note (visible for administrators only) and an external note (visible to the customer)

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To cancel a member's participation in your clinic, click on Cancel Participant, enter the reason for the cancellation and click Submit.

A cancellation confirmation can be sent to the member by clicking Send Message in the last window of the refund.

The member's side panel will display that their participation is cancelled and the member will be removed from the list of participants.

Registration of new participants

It is possible for a member who does not have a HCR profile to register by creating a new profile and selecting the EHO to which they belong. At the end of the registration process, a new HCR number will be created and they will be listed as a new member.

Transferring from an internship

If a participant has enrolled in the wrong clinic, you have the option to transfer their enrollment to another clinic. Click on Transfer from clinic.

The following warning message will appear. Please note that once you have started this process, you cannot cancel it or close the window.

You cannot transfer a clinic participant if the participant has been refunded.

Click on Next

The list of available clinics will appear, select the clinic you wish to transfer the participant to. You can simplify your search by filtering the category and qualification of the clinic.

Click on Select

A window with the registration date and time will appear, click on Next.

A message confirming the successful registration will be displayed and the member will be transferred to the internship.

Note: You can only trade to a clinic that is open for registration or in private mode. You will not be able to exchange to a clinic in draft mode.

Resend invoice

By clicking on Resend Invoice, the invoice will be sent by email to the participant

Resend invoice with receipt

By clicking on Resend Invoice with Receipt, the invoice and receipt will be emailed to the participant

Send a message

This option allows you to send a message to your clinic participants. Please refer to the Communications - clinic Menu documentation for more information.

Open in quick view

This option allows you to quickly open the registered participant's profile.

Selection of participants

By checking all participants to the right of their names, a side panel will open to the right. By clicking on the Action button you have the following possibilities:

Update attendance

Update results

Cancel participants in batch

Resend invoices to all participants

Resend invoices with receipts to all

Send a message

Open the profile of all members in the quick view

clinic filters

You can start a simple search with the following criteria or you can click on the More Filters button in the lower right corner for an expanded search.

Once you have expanded the filters, the other options appear:

Accessing information about an internship

From the dashboard, you can view general information about the internships that have been created.

You can click on any of the blue internship links to go to each individual page for more details.

If you click on a clinic row (not the blue link), a side panel will open to your right and you will have access to 2 tabs: Details and Participants.

Details tab

In the Details tab, you will see the following information

The number of registered participants

The number of pending participants

The category

The qualification

Status

Location

Cost

Contact person

Session details

Participants tab

In the Participants tab, the list of registered and pending participants will be displayed.

You can click on the link of the HCR number (in blue) of a participant to access his or her member profile.

You can click on View List in clinic to access the Participants in clinic tab.

The Action button in the side panel of a clinic allows you to duplicate or delete the clinic.

Duplicate a clinic or clinic participants

By clicking on the Action button, you have the possibility to duplicate your clinic or the participants of your clinic. By clicking on Duplicate the system will ask you if you wish to duplicate the clinic or the clinic participants.

Duplicate this clinic

If you wish to duplicate a clinic, click on Duplicate this clinic. Your clinic will be duplicated, you can update and confirm the original information by following the same procedure as creating a clinic.

Please note that it is not possible to change the category and qualification of the modified clinic.

Duplicate this clinic with participants

You can duplicate a clinic and the participants enrolled in another clinic. When you select Duplicate using the Action button on the side panel of a clinic, you must choose Duplicate this clinic with participants.

Your clinic and enrolled participants will then be duplicated into a new clinic, and you can update and confirm the original information by following the same procedure as creating a clinic.

Please note that it is not possible to change the category and qualification of the modified clinic.

Delete a clinic

To delete a clinic, no participants must be registered.