Click here for a Video on Creating and Managing a Clinic

Clinic 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 search by organization or by clinic status.

However, if you want more filter options, click the More Filters button in the bottom right-hand corner for an extended search.

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.

Information in your clinic list

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.

The following headings will be displayed:

• Clinic ID: The number assigned to each clinic

• Qualification: The qualification a participant will receive once the clinic is complete

• 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

You can click on one of the blue clinic links to access the clinic profile page for more details.

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

Attendee Tab

In the Attendees tab, the following information will be displayed:

• 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.

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.

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.

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, following the same procedure for creating a clinic.

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:

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 not yet open for registration.

Registration open: The clinic is open to all participants from your organization only.

Closed: The clinic is no longer available and is closed.

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 canceled by the organization.

Link to the clinic

At the top of the clinic profile page, two icons take you to your clinic link.

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

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 participate at your clinic.

    • Visibility: you can set your internship 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 by clicking View tree.

When finished, click on Save

• Sync Grades

  • 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

In your clinic, you have three tabs:

• Overview

• Participants

• Waiting List

Overview Tab

This tab contains the information completed in the five sections when creating your clinic. You can always modify your clinic information by clicking on Edit in the top right-hand corner of each section. However, if you change the clinic after receiving registrations, you must manually correct your participants' registrations.

Attendees Tab

Once your clinic is open for registrations, you can see the registered participants on the Participants tab.

For more details on this tab, see the Participant details tab documentation.

Waitlist Tab

If you added a waiting list when you created your clinic, participants who have registered on the 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 course registration.

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 in My Account.

The participant's status will change to Waiting for client, and when the member completes registration, the status will change to Converted.

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.

Detailed attendees tabs

You can search for participants using the filters 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

Attendees search

You can use the Search box to find a specific participant registered in this clinic.

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.

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

In the Details tab, information concerning the participant's attendance and success can be modified using the pencil. You'll also find the participant's grade (if the course uses an external supplier), the participant's registration date, and payment information.

Member Tab

This tab will display certain information about the member from their profile.

• Gender identity

• Birthdate

• Primary Language

• Secondary Language

• Organization

• Branch

• Contact

Questionnaire Tab

If a questionnaire has been created for your clinic, the questionnaire responses will be displayed in this tab.

Action Button

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

Certify a Participant: Depending on your roles and permissions, you have the option to certify the qualification of a member.

Apply a Payment: If the participant is paying with an offline method, you can apply the payment for the clinic by clicking on Apply Payment. Enter the payment date, payment method, amount paid and an internal note.

Refund: You can refund the amount paid if the participant withdraws from the clinic. Click on Refund, and fill in the required fields:

• Refund amount

• 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.

Transfer Clinic: If a participant needs to change the clinic they are registered for, you have the option to transfer their registration to another clinic. 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: By clicking on Resend Invoice, the invoice for the cost only will be sent by email to the participant.

Resend Invoice with Receipt: 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: 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: This option allows you to open a participant’s profile in a pop up window.