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.

Open

Click +Create Clinic in the top right corner to create a new clinic.

Open

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

• External courses

• Expiration

• 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

• Select season: Choose the season to which the clinic is linked.

• Select the type of qualification:

  • Official qualification: A recognized certification by the federation

  • Qualification or clinic offered by the host organization: A program specific to the organizer.

• Select qualification category:
  A clinic can be divided into different categories, depending on the sport you manage. Each category is associated with a specific color, allowing clear identification for participants and organizers alike. These categories include referee, instructor, coach and safety.

• Select the qualification for this clinic: Choose the specific qualification linked to the clinic

  After selecting the category, a drop-down menu of qualifications automatically appears, allowing you to choose the qualifications corresponding to this category.

• Enter the name of your clinic:
  By default, the system suggests the name of the qualification. Once you've selected the category, the qualifications drop-down menu appears automatically, allowing you to select your qualifications for the category.

External courses

If you have an external course in your internship, you must select the following items:

• External course: Select the course name

• Pass Mark: Indicate the pass mark required for the course final exam so that participants can obtain the qualification associated with this external course.

• Required session type: Define the parameters according to which the system will award the qualification.

  • Online - On demand: This option applies when a course only includes an external course. The system will check the passing grade and automatically award the qualification if the participant achieves the minimum grade required.

  • Online - Live: This option is used when a participant needs to take a live online training session in addition to an external course. Both sessions must take place in the same course. The instructor must indicate whether the participant has attended the course. If the participant passes the external course with a passing grade and the instructor validates attendance, the system will award the qualification to the member.

  • In person: This option is used when a participant is required to attend an on-ice session after the external course, and both sessions take place on the same course. The instructor must indicate whether the participant attended the course. If the participant passes the external course with a passing grade and the instructor confirms attendance, the system will award the qualification to the member.

Expiration

• When setting up a course, you can define an expiry date for the qualifications obtained by participants. This allows you to manage the validity of qualifications and ensure that they are regularly updated. The following options are available:

  • Fixed period :

    • Allows you to set a specific duration (e.g. 1 year, 2 years) from the date the qualification was obtained.

    • Ideal for certifications requiring periodic renewal.

  • Fixed-date:

    • Associates a specific expiry date with the qualification, regardless of when it was obtained.

    • Useful for qualifications valid until a common deadline, such as the end of a season or program.

  • No expiration:

    • Indicates that the qualification has no expiry date.

    • Suitable for qualifications that are permanent or not subject to updates.

Prerequisites

To add a prerequisite, click on + Add a group. Then, you select the prerequisites for your clinics from the drop-down list and choose whether they are All mandatory or At least one mandatory.

You can select multiple qualifications and indicate them as a prerequisite

• At least one mandatory: This option allows you to combine several qualifications, including those considered equivalencies; your participants must have at least one of them to register.

• All Mandatory: This option allows you to select one or more qualifications; your participants must have all of them to register.

Attendees

The participant's section lets you manage the members who can take part in your clinic and define various parameters such as :

• Participant type

  • If this Clinic is open to participants who do not yet have a member type, please leave the Participant type field blank.

• Minimum and maximum number of participants

  • If no minimum or maximum number is entered, the number of registrations for your Clinic will be unlimited.

• Minimum and maximum age restrictions

  • If you don't specify an age, participants of any age can register for your Clinic.

• Waiting list

  • To add a waiting list, you must enter the maximum number of participants you will accept at your Clinic.

• Background checks

  • If you check this box, all participants must have a valid background check before registering for a clinic (Note: this only applies to members aged 18 and over).

 Description

In this tab, you can provide essential information about the course, such as title, description, dates, location, prerequisites and equipment required. This section is crucial to inform participants and help them understand the content and objectives of the course, so as to encourage them to register.

The Description section is optional.

Click on Next to move on to step 2 to create your Clinic.

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 these two sections, you need to add a contact person and an instructor for the clinic. To add a contact other than yourself, click on"+Add a contact". You can also add yourself as a contact by clicking on the corresponding link, as indicated by the red arrow.

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 organization only

• Include members of all your sub-organizations

• Include members of all 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

• When adding a contact, rather than an instructor, you have the option of designating as an instructor and choosing to be notified of each new registration.

• Then click on Add

A side panel will open on the right by clicking on the contact. You can edit the contact or instructor information by clicking on the small blue pencil. You can also click on Action and Remove this contact or instructor from your Clinic.

The system will then ask you to link the contact's or instructor's account. If an account has already been created, the system will show you the available accounts, and if no account is linked, you must create a new account to link the contact or the instructor to an account. Once completed, click Next.

You can also skip this step by clicking on Skip link. In this case, you can return later to the side panel to link the account and manage access.

Afterward, you can give the instructor access to your Clinic. 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.

Session (s)

In this section, you can build the session plan for your clinic. You can add a session by clicking

+Add a 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: Since the clinic is in person, it is mandatory to enter the address and time information: date, time and duration. You can also add a note if you wish (optional).

• Online - Live: The clinic takes place online at a specific date and time. You must therefore provide the URL link, as well as the mandatory information concerning the schedule: date, time and duration. You can also add a note if you wish (optional).

• Online - On Demand: The clinic takes place online and can be completed by the participant at a time that suits him/her, but before the specified deadline. You must provide the URL link, as well as the mandatory information: start and end date and time, and duration. You can also add a note if you wish (optional option).

Click on ADD to move on to step 3 to create your Clinic.

Step 3 - Communications

The communications section is broken down into three sections:

• Questionnaires

• Registration communication

• Confirmation email

Questionnaires

In this section, it is mandatory to add the terms and conditions, corresponding to your clinic refund policy. The clinic questionnaire and exemptions are optional. All these elements must first be created in the Catalog section, accessible by clicking here.

Registration Confirmation

In the registration confirmation section, you must write a message confirming the member's registration for the clinic. This message, which will be displayed at the end of the online registration process, is mandatory.

You have a number of formatting options for customizing the text. You can also add an attachment to the message, if required.

Confirmation Email

In this section, you are asked to write a message that will be e-mailed to the clinic member once their online registration has been confirmed.

You have numerous formatting options to personalize the text. You can also add an attachment to the message, if required.

Click on Next to move on to step 4 to create your Clinic.

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 must add clinic items, which may represent expenses related to your clinic. These expenses must be associated with your clinic. To add items, click on the + Add buttons.

We recommend that you create your clinic items in advance in the Catalog menu, under the clinic items section.

If your clinic is free or requires no purchase, you can create a $0 item and make it mandatory.

After clicking on the + Add button, a window will appear, allowing you to select your options from a drop-down list. A checkbox is also available to make these items mandatory. You can add more than one clinic item if required.

You can also create a new clinic item directly from your clinic. This item will automatically be added to your catalog, under the section clinic items, and can be reused for other clinics.

To do this, click on Create and add an clinic item. You can choose to make this item mandatory and specify whether taxes apply.

Payment Methods

In this section, you can add the payment methods you wish to accept. If you wish to offer online payment by credit card, a Paysafe merchant account is required. You will then need to select your merchant account from the drop-down menu. If you don't yet have a merchant account, you can request one by consulting the related documentation. You can also check the boxes to indicate the manual payment methods you accept.

You must select at least one payment method.

Click on Next to move on to step 5 to create your Clinic.

Step 5 - Review

The final step is to review all the information for your Clinic.

Once you've reviewed all the information about the clinic, you can define its status according to the action you wish to take. The available statuses are: Draft, Closed, Open registration, Private or Visible to the public.

Then click on the “Create clinic” button at the bottom of the page. If you create the clinic without changing its status, it will be saved as a draft. You will then need to adjust its status to allow members to register.