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You can search for a clinic by entering its HCR number in the search box and sort the list by clicking on the directional arrows next to each header title.
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Clinic ID: The number assigned to each clinicQualification: The qualification a participant will receive once the
clinic is completeClinic Name: The name you have given to this clinic
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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In the Attendees tab, the following information will be displayed:
Participant search box
Provides quick access to a member's profile and training participant file
List of registered participants
List of waiting participants
A blue checkmark indicates participants who have paid for the clinic
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Duplicate the clinic (see documentation Duplicate a clinic or clinic participants)
Delete the clinic (consult the documentation Delete a clinic)
Clicking on Go to Profile will take you to the clinic Overview tab.
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See as guest
This option lets you view your clinic in the same way as your users.
Duplicate
This option allows you to duplicate your clinic or the participants registered for it. For more information, please consult the documentation Duplicate a clinic or clinic attendees.
Advanced Settings
This option lets you adjust the visibility parameters and select the organizations that will be able to participate at your clinic.
Visibility: you can set your internship clinic status to be updated at a date and time of your choice by clicking on +Add a status change.
Organizations: Select the organizations that can access your internship clinic by clicking View tree.
When finished, click on Save
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Sync GradesProgress
This option allows you to manually update the results of all participants in a clinic that uses an external provider such as Moodle and for which a passing grade has been added.
Delete
To delete a clinic, no participants must be registered.
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For more details on this tab, see the Participant details tab Detailed Attendees Tabs documentation.
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Note: Members who do not have an HCR profile can 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, the member will be displayed as a new member, and will be added to the list of your course clinic participants. |
Waitlist Tab
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Please refer to the documentation Create a Clinic- Attendees for more details on adding a waiting list to your course clinic registration.
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If a spot becomes available, click on the participant to open the right-side panel, click on the Action button, and then click on Add as Attendee.
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If there is no space available, 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 cancellation so that the participant can be notified by email.
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Detailed attendees tabs
Attendee filters
You can search for participants using the filters available in the Attendees tab. You can filter according to the following search criteria:
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To obtain an Excel list of the participants in your clinic, click on the download arrow and select the report in Excel or CSV.
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Attendees side panel
By clicking on the line of one of the participants, a side panel will open on your right, where you can see the participant's information in the clinic. You will find the following tabs:
Details
Member
Questionnaire
Details Tab
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Note: a clinic must be indicated as completed for the participant's qualification to be displayed in Spordle PLAY. |
In the Details tab, information concerning the participant's attendance and success can be modified using the pencil. You'll also find see the participant's grade progress (if the course clinic uses an external supplier), the participant's registration date, and payment information.
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Member Tab
This tab will display certain information about the member from their profile.
Gender identity
Birthdate
Primary Language
Secondary Language
Organization
Branch
Contact
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Questionnaire Tab
If a questionnaire has been created for your clinic, the questionnaire responses will be displayed in this tab.
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Action
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From the side panel of an attendee, the Action button will allow you to do the following:
Certify
Apply a payment
Refund
Cancel attendee
Transfer a clinic
Resend invoice
Resend invoice with receipt
Send communications
Open in quick view
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button in attendees
The Action button on a participant's side panel lets you perform the following actions:
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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
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If the participant is paying with an offline method, you can apply the payment for the clinic by clicking on Apply Payment. Enter
A pop-up window will open, asking you to enter the payment date, payment method, amount paid, and an internal note (optional).
You must select one of the following manual payment methods:
Cheque
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 you've entered your details, click on Confirm.
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Refund
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You can refund the amount paid if by the participant withdraws from if he decides to cancel the clinic . Click on Refund, and fill in the or for any other reason. To do so, click Refund and, in the pop-up window that opens, complete the required fields:
Refund amount
The maximum refund amount will be indicated in blue.
You may refund less than the amount paid if you wish to keep any charges.
Payment method
Internal note (visible to administrators only) - Optional
External note (visible to the customer) - Optional
Click Confirm
Cancel Attendee: To cancel a participant, enter the reason in the pop up window and click Submit.
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The system will ask you if you want to cancel the attendee linked to this transaction. If so, click on Cancel Attendee.
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If you click on Cancel Attendee, another window will open, allowing you to cancel this member's participation in the clinic. Indicate the reason and click on Submit.
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You can confirm the cancellation to the member by clicking on Send Communication in the last refund window.
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Crediting the Invoice
If a member does not attend your clinic and has not paid for it. If a participant still has a balance to pay and you want to credit the balance. Click on Credit invoice.
You can add an internal note (visible to 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 your member's clinic registration, please refer to the documentation below Cancel Attendee. |
Sync Progress
This option allows you to manually update the selected participant's progress for a clinic that uses an external provider, such as Moodle, for which a passing grade has been added.
Cancel Attendee
To cancel a member's participation in your clinic, click on Cancel Attendee, enter the reason for cancellation, and click Submit.
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You can confirm the cancellation to the member by clicking Send Communication in the last refund window.
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The member's side panel will display the canceled member's participation. In addition, the member will be crossed out from the list of clinique participants.
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Transfer Clinic
If a participant needs to change the clinic for which they are registered for, you have the option to can transfer their registration to another clinic.
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Note: To transfer a clinic attendee, you must be in the clinic where they originally registered. It is impossible to do this from a member's profile if they have not completed their clinic. The participant must not have started the course. If the profile indicates that the participant has attended the course, you must reset the status to Did not attend using the blue pencil in the side panel. |
The following warning message will be displayed. Please note that you can't cancel or close the window after starting this process.
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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: Click on Next.
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A list of available clinics will be displayed. Select the clinic to which you want to transfer the participant. You can simplify your search by filtering by clinic category and qualification.
Click on Select.
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A window indicating the date and time of registration will appear, click Next.
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A message confirming the complete transfer will be displayed, and the member will be automatically transferred from the clinic.
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Note: You can only transfer a clinic to a clinic with open or private registration status. You cannot transfer a clinic if the status is draft. |
Resend Invoice
By clicking on Resend Invoice, only the invoice for the cost only will be sent by email emailed to the participant.
Resend Invoice with Receipt
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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
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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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This option allows you to open a participant’s profile in a pop up window.
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Attendees selection
By ticking all participants to the right of their names, a side panel opens on the right. You can make multiple batches of actions for all selected members by clicking on the Action button.
Update presence status
This option allows you to indicate the presence of all selected participants.
Update results
This option lets you indicate the results for all selected participants.
Sync Progress
This option allows you to manually update the selected participant's progress for a clinic that uses an external provider, such as Moodle, for which a passing grade has been added.
Cancel batch attendees
This option enables you to cancel participation in a clinic for all selected participants.
Resend invoices to all participants
Allows you to resend invoices to all selected participants
Resend invoices with receipts to all
This option allows you to resend the invoice and receipt to all selected participants.
Send a message to all
This option allows you to send a message to all selected participants.
Open all member profiles in quick view
This option allows you to open the profile of each selected participant without leaving the clinic profile page.
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