Click here for a Video on Creating and Managing a Clinic
Clinic Display Page
From the Manage / Clinics menu, the display page will show you the clinics created for the season. You can click on More filters/Less filters for search options.
Status: You can filter by the clinic status type - draft, visible to public, registration open, private, closed and/or cancelled
Categories: Select All from the drop down or pick from the different options - specialty skills, instructor, coach, general, official, and/or trainer & safety
Qualifications: Select All, or select from the drop down to filter by qualification
From -To: You can filter by the dates for your clinic
Clinic Format: You can filter by the format of your clinic - online - recorded/on demand, online - live, or in person
To clear the filter history, click on clear.
You can search for a clinic by entering the clinic ID# in the search box, and you can sort by clicking on the directional arrows beside each title of the column.
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
Display Side Panel
By clicking on the line of a clinic, the side panel will open. General information will be shown at the top, and there will be 2 tabs - Details and Attendee, each with information for the clinic. From the Action button, you will have the option to Duplicate the clinic, or Delete a clinic.
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, you will see a list of members registered and any members on a waitlist. You can click on the HCR number link to view the member’s profile, or click on View list in clinic.
Action Button: The will give you the option to duplicate or delete the clinic.
Delete a Clinic: To delete a clinic, no participants must be registered.
Duplicate a Clinic: You can duplicate your clinic or duplicate your clinic with attendees.
Your clinic will be duplicated, you can update and confirm the original information by following the same procedure as creating a clinic.
Note: You can not change the category and the qualification of the duplicated clinic.
Clinic Status
To change the status of a clinic, use the drop-down.
Draft: The clinic is a draft and no participants will be able to register.
Visible to public: The clinic is visible, but it is 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 cancelled by the organization.
Advanced Settings
In the advanced settings, you can adjust the visibility settings and select the organizations that will be able to register for this clinic.
To change the advanced settings, click on the gear.
In the Visibility section, you can set the status of your clinic to be updated automatically on a selected date and time. You can change the status from Draft, Visible to public, Registration open, Closed, Private, and Cancel.
To select organizations outside of your host region, click on the tree and check the region or organization.
Clinic Information
In your clinic, you have three tabs:
Overview
Participants
Waiting List
Overview Tab
The overview tab contains all the information you filled out in the five sections when you created your clinic. You can always edit the clinic information. However, if you make changes to the clinic after you have received registrations, any participants' already registered will not be validated against the new requirements.
Attendees Tab
Once your clinic is open for registrations, you will be able to see the participants who have registered on the Participants tab. You can search for participants by using the filters - Paid Status, Attended Status or Passed Status and by checking the box for Show only unconfirmed or Show only cancelled. You can also sort by clicking on the directional arrows beside each title of the column.
In order to obtain an Excel list of the participants in your clinic, click on the download arrow and select the report in Excel or CSV.
By checking the box to the right of all their names, a side panel will open to the right and you can do the following in bulk: Update presence status, Update results, Cancel attendees, Resend invoices, Resend invoices, Send a message to all and Open the profiles in the quick view.
By clicking on the line of one of the participants, a side panel will open on your right where you can see the information of the participant in the clinic. You will find the following tabs:
Details
Member
Questionnaire
Details Tab
In the Details tab, the participant's attendance and completion information can be updated by using the blue pencil.
Member Tab
In the member’s tab, you will find the participant's profile information such as gender identity, date of birth, native language, second language, organization and industry. If the participant has contacts in their profile, they will be displayed.
Questionnaire Tab
If a questionnaire has been created for your clinic, the responses to the questionnaires 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.
Waitlist Tab
An email will be sent to you to notify you that a member is on the waiting list for your clinic. In addition, the member will be posted on the Waiting List tab of your clinic.
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 participant will receive an email notifying them that a spot has opened up and that they can now register for the clinic.
If there is no space available, simply 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.
