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Clinic Status
Once your clinic is created, you will be taken to the clinic page and this image at the top will be displayed:
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You can see the clinic number indicated by the red arrow on the left and the status indicated by the red arrow on the right. You must select an option from the drop-down list to change the status of your clinic.
The following statuses are available:
From the Manage / Clinics menu, the display page will show you the clinics created for the season. You can click on More filters/Less filters for search options.
Status: You can filter by the clinic status type - draft, visible to public, registration open, private, closed and/or cancelled
Categories: Select All from the drop down or pick from the different options - specialty skills, instructor, coach, general, official, and/or trainer & safety
Qualifications: Select All, or select from the drop down to filter by qualification
From -To: You can filter by the dates for your clinic
Clinic Format: You can filter by the format of your clinic - online - recorded/on demand, online - live, or in person
To clear the filter history, click on clear.
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You can search for a clinic by entering the clinic ID# in the search box, and you can sort by clicking on the directional arrows beside each title of the column.
Clinic ID: The number assigned to each clinic
Qualification: The qualification a participant will receive once the clinic is complete
Status: The status of the clinic
Start Date: The date the clinic will start on
Format: The format for the clinic - online - recorded/on demand, online - live, or in person
Attendees: The number of participants registered for the clinic
Host organization: The organization that is running the clinic
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Clinic Status
To change the status of a clinic, use the drop-down.
Draft: The clinic is a draft and no participants will be able to register.
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Cancel: The clinic has been cancelled by the organization.
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Advanced
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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 automatically on a selected date and time. You can change the status from Draft, Visible to public, Registration open, Closed, Private, and Cancel.
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To select organizations outside of your host region, click on the tree and check the region or organization.
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Tabs in the clinic
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Clinic Information
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In your clinic, you have three tabs:
Overview
Participants
Waiting List
Overview
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Tab
This The overview 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.
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any participants' already registered will not be validated against the new requirements.
Attendees Tab
Once your clinic is open for registrations, you will be able to see the participants who have registered on the Participants tab.
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tab
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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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can search for participants by using the filters - Paid Status, Attended Status or Passed Status and by checking the box for Show only unconfirmed or Show only cancelled. You can also sort by clicking on the directional arrows beside each title of the column.
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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updated by using the blue pencil.
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Member Tab
In this the member’s 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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Action Button
From the side panel of a participant allows an attendee, the Action button will allow you to do the following:
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Certify
Apply a payment
Refund
Cancel attendee
Transfer a clinic
Resend invoice
Resend invoice with receipt
Send communications
Open in quick view
Certify a
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Participant: Depending on your roles and permissions, you have the option to certify the qualification of a member.
Apply a
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Payment: If the participant has not paid onlineis paying with an offline method, you can apply the payment for the clinic by clicking on Apply Payment. A pop-up window will open where you must enter 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
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: You can refund the amount paid by the refund if the refunder participant withdraws from the clinic or for any other reason. To do so, click . 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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The action of crediting the invoice will not cancel the member's participation in your clinic. To cancel their registration for the clinic, please refer to the documentation below Cancel Participant. |
Cancel Attendee
To cancel a member's participation in your clinic, click on Cancel Attendee, enter the reason for the cancellation and click Submit.
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A cancellation confirmation can be sent to the member by clicking Send Communication in the last window of the refund.
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The member's side panel will display that their participation is cancelled and the member will be removed from the list of participants.
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Click Confirm
Cancel Attendee: To cancel a participant, enter the reason in the pop up window and click Submit.
Transfer Clinic: If a participant needs to change the clinic they are registered for, you have the option to transfer their registration to another clinic. Note: if you have done a refund, the option to transfer a clinic will no longer be available.
Crediting the Invoice: If you wish to refund the outstanding balance from an attendee for your clinic, you can credit the invoice.
Resend Invoice: By clicking on Resend Invoice, the invoice for the cost only will be sent by email to the participant.
Resend Invoice with Receipt: By clicking on Resend Invoice with Receipt, the invoice stating the cost of the clinic, and receipt showing the payments made will be emailed to the participant.
Send Communications: This option allows you to send a message to your clinic participants. Please refer to the Communications - Section Clinics documentation for more information.
Open in Quick View: This option allows you to open a participant’s profile in a pop up window.
Waitlist 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.
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.
The member will receive this message as well as an email confirming that they are on the waiting list.
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
Registration of new participants
It is possible for a member who does not have an HCR profile to register by creating a new profile and selecting the MHA 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.
Transfer clinic
If a participant has registered in the wrong clinic, you have the option to transfer their registration to another clinic. Click on Transfer Clinic.
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To transfer an clinic participant, you must be in the clinic where he is originally registered. It is impossible to do this action from a member's profile if he has not completed his clinic. |
The following warning message will appear. Please note that once you have started this process, you cannot cancel it or close the window.
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You cannot transfer a clinic participant if the participant has been refunded. |
Click on Next
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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.
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Click on Select
A window with the registration date and time will appear, click on Next.
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A message confirming the successful registration will be displayed and the member will be transferred to the clinic.
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This option allows you to quickly open the registered participant's profile
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Note: You can only transfer a clinic to a clinic that has registration open or private status. You will not be able to exchange a clinic if its status is draft. |
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 - Section Clinics documentation for more information.
Open in quick view
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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 presence status
Update results
Cancel participants in batch
Resend invoices to all participants
Resend invoices with receipts to all
Send a message to all
Open the profile of all members in the quick view
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Clinic filters
On your clinic page, you can search by selecting the organization or status. However, if you want more filter options, you can click the More Filters button in the lower right corner for an expanded search.
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Once you have expanded the filters, the other options appear:
Categories
Qualifications
Date range
Clinic Formation
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Accessing information about a clinic
From the dashboard, you can view general information about the clinics that have been created.
Clinic ID
Qualifications
Status
Start Date
Formation
Attendees
Host organization
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You can click on any of the blue clinic links to go to each individual page for more details.
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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
The Clinic Status
Location
Cost
Contact person
The contact person and the clinic instructor
Session details
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Participants tab
In the Participants tab, the list of registered and pending participants will be displayed.
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The Action button in the side panel of a clinic allows you to duplicate or delete the clinic.
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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.
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Duplicate clinic
If you wish to duplicate a clinic, click on Duplicate clinic. Your clinic will be duplicated, you can update and confirm the original information by following the same procedure as creating a clinic.
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Please note that it is not possible to change the category and the qualification of the duplicated clinic. |
Duplicate this clinic with participants
You can duplicate a clinic and the participants registred in another clinic. When you select Duplicate with the Action button on the side panel of a clinic, you must choose Duplicate clinic with attendess.
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Please note that it is not possible to change the category and the qualification of the duplicated clinic. |
Delete a clinic
To delete a clinic, no participants must be registered.