Clinic menu and profile

Owned by Annick Chiasson
Last updated: Sept 24, 2024 by Gilles Taillon
12 min read

 

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.

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.

 

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 the directional arrows next to each header title.

The following headings will be displayed:

  • Clinic ID: The number assigned to each clinic

  • Clinic 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

 

 

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:

  • 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.

 

 

The Action button on the side panel of a clinic lets you perform the following actions:

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.

Note: You can not change the category and the qualification of the duplicated 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

  • 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 clinic 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 clinic by clicking View tree.

When finished, click on Save

 

  • 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

 

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 Detailed Attendees Tabs documentation.

 

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 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.

 

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

Attendee filters

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

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 success can be modified using the pencil. You'll also see the participant's progress (if the clinic 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 in attendees

The Action button on a participant's side panel lets you perform the following actions:

 

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 offline, you can apply the payment for the clinic by clicking on Apply Payment.

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.

 

Refund

You can refund the amount paid by the participant if he decides to cancel the clinic 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

 

The system will ask you if you want to cancel the attendee linked to this transaction. If so, click on Cancel Attendee.

 

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.

 

You can confirm the cancellation to the member by clicking on Send Communication in the last refund window.

 

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).

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.

 

You can confirm the cancellation to the member by clicking Send Communication in the last refund window.

 

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.

 

Transfer Clinic

If a participant needs to change the clinic for which they are registered, you can transfer their registration to another clinic.

 

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.

 

Note: if you have done a refund, the option to transfer a clinic will no longer be available.

 

Click on Next.

 

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.

 

A window indicating the date and time of registration will appear, click Next.

 

A message confirming the complete transfer will be displayed, and the member will be automatically transferred from the clinic.

 

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 will be emailed 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.

 

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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