In this section, you can set up clinics for all your participants within HCR. Clinic registrations can be for a targeted group or open to the public.

Create a New Clinic

To create a new clinic, click on +Create Clinic in the top right corner.

1. Clinic Information

2. Session Information

3. Communications

4. Payment Options

5. Review

Step 1 - Clinic Information

The clinic information section is broken down into five sections:

• Host organization

• Clinic info

• Prerequisites

• Attendees

• Description

Host Organization

Define the host organization that organizes the event. Depending on your role and permissions within HCR, you may have several options in the drop-down list. If you are a member of a regional organization, you will see your level and all local organizations below you. If you are a local organization, you will only see your organization.

Clinic Information

You must select whether it is an Official qualification or a Qualification or clinic from the host organization.

A clinic can be created in 6 categories: specialty skills, instructor, coach, general, official, and trainer/safety. Each category has a different color to help you identify the category type on both your and the participants' sides.

Once you select the category, the qualifications drop-down menu will become available, and you can choose your qualifications for the category.

You can use the suggested name which will automatically populate, or you can edit the name as required.

Expiration

Choose the type of expiry - No Expiration, Fixed Period or Fixed Date.

Fixed Period - Set the number of years the qualification will be valid for. Example: If a qualification is completed on March 1, 2022 and the expiry is set for 3 years, the qualification will expiry on March 1, 2025.

Fixed Date - Set the duration the qualification is valid for and the date it will expire. Example: The qualification is valid for 3 years, and is set to expire on August 31. The member completes the course on October 1, 2022, the qualification will expiry on August 31, 2025.

Prerequisites

To add a prerequisite, click on + Add a group. Then you select the prerequisites for your clinics from the drop-down list and choose whether they are All mandatory or At least one mandatory.

You can select multiple qualifications and indicate as a prerequisite At least one mandatory. This option allows you to combine several qualifications, including those considered equivalencies.

It is also possible to select one or more Mandatory qualifications and then add another group by clicking on +Add Group. You will then be able to add more qualifications to this group and select At least one mandatory as a prerequisite.

However, if you add multiple qualifications and select All Mandatory, prerequisite, your participants must have all qualifications listed.

Attendees

The attendee's section allows you to manage who can participate in your clinic and define different parameters such as the number of attendees, their age, the waiting list, and if the participant needs valid background checks.

Description

The description section gives you a place to enter text (optional). Note: you can format the text by choosing from the options in the red box.

Moodle link added (Hockey Québec)

If one of the clinics is created must be done on Moodle by your participants. Please follow the following procedure:

• Follow all the steps above to create a clinic

• Then click on the blue link of your clinic on the clinic home page

• Click on Edit in the Clinic Information section

• A box will be added to select the Moodle clinic related to your clinic. Select the clinic and click Save Changes at the bottom of the Clinic Information section.

• When a participant registers for this clinic, the Moodle link will be available in the Calendar menu in My Account.

• The participant must click on the clinic name, and a pop-up window will appear.

• Then click on Moodle.

• You will be redirected to the Moodle page.

Step 2 - Session(s) Information

The session information section is broken down into three sections:

• Contact(s)

• instructor(s)

• Session(s)

Contact (s)

In this section, you can add a contact for the clinic. You can add a contact that is someone other than yourself by clicking +add a contact as indicated by the red arrow. You can also add yourself as the contact, as indicated by the purple arrow.

If you choose to add a contact other than yourself, you must fill in the following information (first and last name) and click on Search to find the desired contact.

 After selecting your contact, the system will ask you for the following information:

• Email (required)

• Phone number (optional)

• Visibility of the contact

  • Show all information

  • Hide email and phone number

  • Hide all information

• You can add the contact as an instructor

• You can be notified of each new registration

• Then click on Add

A side panel will open on the right by clicking on the contact. You can edit the contact information by clicking on the small blue pencil. You can also click on Action and remove this contact from your clinic.

Instructor (s)

In this section, you can add a clinic instructor. You can add an instructor other than yourself by clicking +add an instructor as indicated by the red arrow. You can also add yourself as the instructor, as indicated by the purple arrow.

If you choose to add a contact other than yourself, you must fill in the following information (first and last name) and click on Search to find the desired contact.

After selecting your instructor, the system will ask you for the following information:

• Email (required)

• Phone number (optional)

• Visibility of the contact

  • Show all information

  • Hide email and phone number

  • Hide all information

• Then click on Add

The system will then ask you to link the instructor's account. If an account is already created, the system will show you the available accounts, and if no account is linked, you must Create a new account to link the instructor to an account. Once completed, click Next.

You also have the option to Skip link.

After, you can give access to your clinic to the instructor. Here are the possible accesses for an instructor:

• No access: The instructor does not have access to the clinic

• Read only: The instructor will only be able to see and print the list of participants in a clinic

• Read and Edit: The instructor will be able to see and print the list of participants in a clinic and will also be able to confirm the presence and success of the participant.

By giving your instructors access to the clinic, they will be able to access the clinic from the Member menu in My Account, and a new Clinic Management tab will be available.

For additional information on clinic management for an instructor, please refer to the My Account - Member - Clinic Management documentation.

Session (s)

In this section, you can build the session plan for our clinic. You can add a session by clicking on one of the +Add a session buttons, as indicated by the red arrows.

Once you have clicked on +Add Session, a new window will appear to create your sessions. You must first select the language in which the clinic is offered at the top right.

You will be presented with three options for the training clinic:

• In-person: The clinic is in person; you must indicate the address, date, time, and duration and add a note if desired (this option is optional).

• Online - Live: The clinic takes place online at a specific date and time. You must indicate the URL link, the date, the time, and the duration and add a note if desired (this option is optional).

• Online - On Demand: The clinic is held online and can be done by the participant at a time that is most convenient for them but before the deadline. You must indicate the URL link, the start and end date and time, and the duration, and add a note if desired (this option is optional)

Step 3 - Communications

The communications section is broken down into three sections:

• Questionnaires

• Registration communication

• Confirmation email

Questionnaires

In this section, you can attach any terms and conditions, questionnaires, and waivers for your clinic. These all should be created in the catalog section, which you can quickly view by clicking here.

Only the payment conditions are mandatory; the questionnaire and the waivers are optional.

Registration confirmation

The registration confirmation section is where we can add any text once a clinic has been registered. This is mandatory, and we have many formatting options, as indicated by the red box. It is also possible to add an attachment to the message.

Confirmation email

The confirmation email section is where we can add any text once a clinic has been registered for. This is mandatory, and we have many formatting options, as indicated by the red box. It is also possible to add an attachment to the message.

Step 4 - Payment Option(s)

The payment options section is broken down into two sections:

• Clinic Items

• Payment methods

Clinic item

In this section, you can add clinic items or fees related to your clinic. These fees must be added to your clinic. You can add clinic items by clicking on the add buttons, as the red arrows indicate.

Once you have clicked the +Add button, another window will open where you can choose your options from the drop-down list. There is also a checkbox to make these items mandatory.

To create a new clinic item: Click on Create and add an item. You can make the item mandatory and indicate that taxes will be applied.

Payment methods

In this section, you can add the payment methods that will be accepted. The drop-down is connected to your merchant account, and you can check off the box to determine which forms of payments will be accepted.

You must select at least one payment method.

Step 5 - Review

The review section is where we take a final check at all of the clinic sections that you have created.

If you need to make any changes, you can click on the blue edit button in the upper right corner of each section and make the changes you feel are necessary.

Once you have reviewed the clinic information, you can click on the Create clinic button at the bottom of the page. Your clinic will be created as a draft, and you will need to make it active for members to register.