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Click here for a Video on Creating and Managing a Clinic
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Clinic
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Menu
Filters in your clinic list
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.
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Status: You can filter by the clinic status type - draft, visible to public, registration open, private, closed and/or cancelled
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Categories: Select All from the drop down or pick from the different options - specialty skills, instructor, coach, general, official, and/or trainer & safety
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Qualifications: Select All, or select from the drop down to filter by qualification
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From -To: You can filter by the dates for your clinic
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search by organization or by clinic status.
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Note: by default, the following statuses are selected: Draft, Visible to public, Registration open, Private and Closed by instructor. If you wish to display clinics with Closed or Cancel status, select them from the Status drop-down menu. |
However, if you want more filter options, click the More Filters button in the bottom right-hand corner for an extended search.
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The filters display the following options:
Categories
Qualifications
Date range
clinic format
Online - On demand
Online - Live
In person
To clear the filter history, click on clear.
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Information in your clinic list
You can search for a clinic by entering the clinic ID# its HCR number in the search box , and you can sort the list by clicking on the directional arrows beside next to each header title of the column.
The following headings will be displayed:
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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You can click on one of the blue clinic
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Display Side Panel
By clicking on the line of a clinic, the side panel will open. General information will be shown at the top, and there will be 2 tabs - Details and Attendee, each with information for the clinic. From the Action button, you will have the option to Duplicate the clinic, or Delete a clinic.
Details Tab: links to access the clinic profile page for more details.
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Side panel in the clinic list
If you click on a clinic line (not the blue link), a side panel will open to your right, displaying the Details and Attendees tabs.
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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Attendee Tab
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In the Attendees tab, you will see a list of members registered and any members on a waitlist. You can click on the HCR number link to view the member’s profile, or click on View list in clinic.
Action Button: The will give you the option to duplicate or delete the clinic.
Delete a Clinic: To delete a clinic, no participants must be registered.
Duplicate a Clinic: You can duplicate your clinic or duplicate your clinic with attendees.
Your clinic will be duplicatedthe 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
Clicking on the blue link of a participant's HCR number will take you to the participant's profile page.
Clicking on View in clinic will take you to the clinic Attendees tab.
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The Action button on the side panel of a clinic lets you perform the following actions:
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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Duplicate a clinic or clinic participants
Selecting Duplicate from the Action button allows you to duplicate your clinic information or duplicate the participants registered for this clinic.
By clicking on Duplicate, the system will offer you both options:
Duplicate this clinic
The complete profile of the selected clinic will be duplicated.
Duplicate this clinic with participants
The clinic profile and all participants will be duplicated.
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Duplicate a Clinic
Once your clinic has been duplicated, you can update and confirm the original information, following the same procedure for creating a clinic.
Duplicate this clinic with attendees
Once your clinic and registered attendees have been duplicated in a new clinic, you can update and confirm the original information by , following the same procedure as for creating a clinic.
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Note: You can not change the category and the qualification of the duplicated clinic. |
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Clinic Status
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Delete a clinic
It is possible to delete a clinic that has been created by mistake. However, to delete the clinic, no participant must be registered.
Clinic profile page
Clinic Status
When you click on a clinic's HCR number or after you've created your clinic, you'll be taken to the clinic's profile page. The following information will be displayed at the top of the page:
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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 box 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:
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.
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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 canceled by the organization.
Link to the clinic
At the top of the clinic profile page, two icons take you to your clinic link.
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Advanced Settings
In the advanced settings, you can adjust the visibility settings
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Opens the public link to your clinic
Allows you to copy the public link of your clinic to add it to your social networks.
Action Button
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The Action button at the top of your clinic profile page allows you to take the following actions:
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
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participate at your clinic.
To change the advanced settings, click on the gear.
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Visibility: you can set
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your clinic status to be updated
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at a
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date and time
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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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of your choice by clicking on +Add a status change.
Organizations: Select the organizations that can access your clinic by clicking View tree.
When finished, click on Save
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Sync Progress
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.
Tabs in the clinic
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In your clinic, you have three tabs:
Overview
Participants
Waiting List
Overview Tab
The overview This tab contains all the information you filled out completed in the five sections when you created creating your clinic. You can always edit the modify your clinic information by clicking on Edit in the top right-hand corner of each section. However, if you make changes to change the clinic after you have received receiving registrations, any participants' already registered will not be validated against the new requirements. you must manually correct your participants' registrations.
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Attendees Tab
Once your clinic is open for registrations, you will be able to see the can see the registered participants on the Participants tab.
For more details on this tab, see theDetailed 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 clinic participants. |
Waitlist Tab
If you added a waiting list when you created your clinic, participants who have registered on the Participants tab. waiting list will be displayed in this tab.
Please refer to the documentation Create a Clinic- Attendees for more details on adding a waiting list to your 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.
The participants will receive an email notifying them that a spot has opened up and that they can now register. A link will be available so the participant can finalize and pay for his registration inMy Account.
The participant's status will change to Waiting for client, and when the member completes registration, the status will change to Converted.
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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 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 available in the Attendees tab. You can filter according to the following search criteria:
Show only unconfirmed
Show only cancelled
Paid Status
Paid
Not Paid
Attended Status
Attended
Not Attended
Passed Status
Passed
Not Passed
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Attendees search
You can use the Search box to find a specific participant registered in this clinic.
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Print the list of attendees
To obtain an Excel list of the participants in your clinic, click on the download arrow and select the report in Excel or CSV.By checking the box to the right of all their names, a side panel will open to the right and you can do the following in bulk: Update presence status, Update results, Cancel attendees, Resend invoices, Resend invoices, Send a message to all and Open the profiles in the quick view.
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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 of the participant 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 completion information success can be updated by modified using the blue pencil.
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Member Tab
In the member’s tab, you will find pencil. You'll also see the participant's progress (if the clinic uses an external supplier), 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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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 to the questionnaires 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 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
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Cancel Attendee: To cancel a participant, enter the reason in the pop up window and click Submit.
Transfer Clinic: 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. |
Click on Next.
Crediting the Invoice: If you wish to refund the outstanding balance from an attendee for your clinic, you can credit the invoice.
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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.
Waitlist Tab
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.
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.
The participant will receive an email notifying them that a spot has opened up and that they can now register for the clinic.
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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 cancellation so that the participant can be notified by email.
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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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