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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.

Click here for a Video on Creating and Managing a Clinic

 

Create a New Clinic

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

Note: If you have started creating a clinic but it is not complete, 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

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.

Moodle

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

  • Moodle courses: Select course 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 a 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: it's not possible to add Moodle course to a clinic while there are participants registered in the clinic. You need to 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 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, 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 not possible to add prerequisites to a clinic while there are participants 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 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.

If this clinic is open to participants without a member type, please leave the Attendee Type blank.

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 have a registration in that season, or 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.

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 add 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, 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 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.

Note: If you have selected the Skip link option, you will not be able to 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 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)

Note: You must leave the URL Link box blank.

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.

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

Registration Confirmation

Once the registration is complete, the participant will see a pop up window with the registration confirmation message. Enter the text you want shown here. You also add documents for the member to download.

If you would like to copy and paste information here, please remember that the mouse does not work, you will need to use Ctrl+C and Ctrl+V.

 Confirmation Email

A confirmation email will be sent to the participant. Enter the information that you would like included in the email. You can add documents for download to the member, by clicking on Add Document.

If you would like to copy and paste information here, please remember that the mouse does not work, you will need to use Ctrl+C and Ctrl+V.

Once, complete, click Next.

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

 Payment Methods

Select the method of payments you would like to offer. If you have a merchant account, and would like to add a credit card as a method of payment, use the drop-down to select your account. Once Complete, click Next.

Step 5 - Review

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

  

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

 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.

 

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