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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.

You can also duplicate a clinic from a previous season. For more information, see the documentation Duplicate a clinic from one season to another.

Click here for a Video on Creating and Managing a Clinic

 

Create a New Clinic

Click +Create Clinic in the top right corner to create a new clinic.

Note: If you have started creating a clinic but are incomplete, you will see this message. You can continue creating your previous clinic, or you can choose to create a new one.

For a clinic to be made active, all five steps must be complete

  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

  • Select Season

  • Select the type of qualification

    • Official qualification

    • Qualification or course offered by the host organization

  • Select qualification category

    • A clinic can be created in 6 categories: specialty, instructor, trainer, general, official, and trainer/PSSH. Each category has a different color to help you identify the type of category, both for the participants and for you.

  • Select the qualification for this clinic

  • Enter the name of your clinic

    • By default, the system suggests the name of the qualification, but you can enter the name of your choice to help your members find your clinic quickly.

 

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

Moodle

If you have a Moodle training in your clinic, you must select the following items:

  • Moodle courses: Select the clinic name

  • Passing Grade : Inscrire la note de passage souhaitée à l’examen final du cours afin que les participants puissent avoir sa qualification à ce cours Moodle.

  • Required session type: Defines the settings according to which the system will give the qualification.

Note: when Moodle is used, qualification will be given by a script programmed once a day. Qualifications will never be awarded as soon as Moodle content has been completed.

  • Online - Recorded/On Demand: This option is used when there is only one Moodle course in the clinic; the system will check the passing grade and add the qualification if the participant has achieved the minimum required grade.

  • Online - Live: This option is used when a participant has live online training in addition to the Moodle course; both sessions must be in the same course. The instructor will indicate whether the participant attended the training. The combination of the successful Moodle with the passing grade and the instructor's addition of attendance will result in the system giving the member the qualification.

  • In-Person: This option is used when a participant has an on-ice session after his Moodle training, and both sessions are in the same clinic. The instructor will indicate whether the participant attended the training. The combination of a successful Moodle with the passing grade and the instructor's addition of presence will result in the system giving the member the qualification.

Note: adding a Moodle course to a clinic is impossible while participants are registered there. You must create a new clinic and transfer the registered participants from the old clinic to the new one.

Please refer to the document Transfer Clinic to transfer your participants.

Expiration

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

Fixed Period - Set the years the qualification will be valid for. Example: If a qualification is completed on March 1, 2022, and the expiry is set for three years, the qualification will expire 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 three years and is set to expire on August 31. The member completed the course on October 1, 2022; the qualification will expire on August 31, 2025.

If there is no expiry date, select No Expiration.

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 them as a prerequisite

  • At least one mandatory: This option allows you to combine several qualifications, including those considered equivalencies; your participants must have at least one of them to register.

  • All Mandatory: This option allows you to select one or more qualifications; your participants must have all of them to register.

Note: It's impossible to add prerequisites to a clinic while participants are registered in the clinic. You must create a new clinic and transfer the registered participants from the old clinic to the new one.

Please refer to the document Transfer Clinic to transfer your participants.

Attendees

The participant's section lets you manage the members who can take part in your course and define various parameters such as :

  • Participant type

    • If this clinic is open to participants who do not yet have a member type, please leave the Participant type field blank.

  • Minimum and maximum number of participants

    • If no minimum or maximum number is entered, the number of registrations for your clinic will be unlimited.

  • Minimum and maximum age restrictions

    • If you don't specify an age, participants of any age can register for your clinic.

  • Waiting list

    • To add a waiting list, you must enter the maximum number of participants you will accept at your clinic.

  • Background checks

    • If you check this box, all participants must have a valid background check before registering for a clinic (Note: this only applies to members aged 18 and over).

VERY IMPORTANT - REMEMBER, if you add an attendee type, that participant must have this member type on their profile before they can register.

Note: Member types get reset every year. To get a member type added to a profile, the participant must register in that season, be rostered to a team, or complete a clinic.

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.

Note: If you want to copy and paste text, the mouse will not work; please use Ctrl+C to copy and Ctrl+V to paste.

Click on Next to move on to step 2 to create your clinic.

Step 2 - Session(s) Information

The session information section is broken down into three sections:

  • Contact(s)

  • instructor(s)

  • Session(s)

Contact(s) and Instructor(s)

In this section, you can add a contact or an instructor for the clinic. You can add a contact that is someone other than yourself by clicking +add a contact or +add an instructor. You can also add yourself as the contact by clicking on the link.

If you are adding a contact or an instructor other than yourself, you must specify the database where you want to search for them. Three options are available:

  • Include members of your branch only

  • Include members of all your sub-organizations

  • Include members of all organizations

** By default, the system searches for members of your sub-organizations.

You must then complete the following fields:

  • First name

  • Last name

  • Date of birth

  • HCR number (HCR number verification will ignore other fields if this one is specified)

Click on Search to find the desired contact

 After selecting your contact or 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

  • You can add the contact as an instructor

  • You can be notified of each new registration

  • Then click on Add

Note: If you select to make the contact information visible, it will be displayed on the registration portal for that clinic.

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

The system will then ask you to link the contact's or 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 contact or 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 can access it 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.

Note: If you have selected the Skip link option, you cannot give the instructor access to the clinic. His account must be linked to the clinic.

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 occurs 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)

Note: You must leave the URL Link box blank.

Click on Next to move on to step 3 to create your clinic.

Step 3 - Communications

The communications section is broken down into three sections:

  • Questionnaires

  • Registration confirmation

  • 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.

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

Note: You can only add one term and condition, one questionnaire, and many waivers.

Registration and Email Confirmation

In the confirmation and registration email section, you can add a text confirming the member's registration for the clinic. This message will be displayed at the end of the member's registration process and in the confirmation email.

This text 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.

Note: If you want, you can add the same registration confirmation message and confirmation email.

Click on Next to move on to step 4 to create your clinic.

Note: If you want to copy and paste text, the mouse will not work; please use Ctrl+C to copy and Ctrl+V to paste.

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. Clinic items can be created ahead of time by going to the Catalog Menu and selecting Clinic Items, or you can create them during the creation of a clinic.

If there are no items for purchase for your clinic, or your clinic is free of charge, you can create a $0 item and make it mandatory.

Note: At least one item must be set to mandatory.

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 Create and add an item. You can make the item mandatory and indicate that taxes will be applied. 

 

Payment Methods

You can add the payment methods you wish to accept in this section. The drop-down list is connected to your merchant account, and you can check the boxes to determine which manual payment methods will be accepted.

You must select at least one payment method.

Click on Next to move on to step 5 to create your clinic.

Step 5 - Review

The final step is to review all the information for your clinic.

  

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

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

 

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