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, you can click on 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:

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.