In this section, you can set up clinics for all participants within Spordle ID. 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.
Create a new clinic
To access the clinics' section, you must click on Manage and then on Clinics.
Click on +Create Clinic located in the top right corner to get started.
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 5 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 Spordle ID, 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, both on your side and the participants' side.
Once you select the category, the qualifications drop-down menu will automatically appear and you can select your qualifications for the category. In this example, I have selected "Coach" to display my qualification choices for a coach.
You can rename your clinic name to make it easier for your members to find.
Moodle
If you have a Moodle course in your internship, you must select the following items:
Moodle course: Select the course name
Passing Grade: Enter the desired pass grade for participants in this Moodle course.
Required Session Type: Indicate when you consider the member can receive his qualification.
Online - Recorded / On demand
Online - Live
In person
Creating a new clinic in the Moodle platform is possible, starting from creating your clinic in Spordle ID.
From the Spordle ID Moodle Course drop-down menu, select +Create new course.
A link with the Spordle ID clinic number will be created in the Moodle platform, allowing you to create your Moodle course.
Expiration
If your clinic qualification requires an expiration date, you can select Fixed Period to indicate the number of years the qualification will be valid or select Fixed Date if the qualification ends on a specific date.
If there is no expiration date, select No Expiration.
Prerequisites
This section is where you can add prerequisites for a clinic. To add a prerequisite, click on + Add a group. Then you select the prerequisites for your clinics from the drop-down list and if they are all mandatory or not.
Attendees
The attendees section allows you to manage who can participate in your clinic and to define different parameters such as the number of attendees, their age, add the waiting list, and if the participant needs to have 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 indicated by the red box.
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 provincial organization 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
Participant ID number (ID 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
If you select to make the contact information visible, it will be displayed on the registration portal for that clinic.
By clicking on the contact, a side panel will open on the right. 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 that is someone 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
If you select to make the contact information visible, it will be displayed on the registration portal for that 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
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, 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, 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, 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.
Note: You can only add one term and condition, one questionnaire, and many waivers.
Registration confirmation
The registration confirmation 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.
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.
If you wish, you can add the same registration confirmation message and confirmation email.
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 simply 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 indicated by the red arrows.
Once you have clicked on 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 choose to 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 dropdown 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 all of 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.
