Versions Compared

Old Version 3

changes.mady.by.user Hannah Letch

Saved on

compared with

New Version Current

changes.mady.by.user Jenna Buttershaw

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

Steps to put a Course on hold

Table of Contents
minLevel1
maxLevel2
style

Related Helpguide Pages

Panel
panelIconIdatlassian-note
panelIcon:note:
panelIconText:note:
bgColor#DEEBFF

Learn how to place a Course ‘on hold’ until it is confirmed to be running.

Issues are sometimes inevitable! If it seems that a Course is no longer certain to run, whether that is due to trainer illness or your customer does not think the date is suitable for them, you can place it ‘on hold’ until you have confirmation that it will go ahead.

While your Course is on hold, you will prevent additional bookings and make it clear in your schedule that this Course is not confirmed.

A course with the status 'on hold' assigned to it

Follow this page to learn the steps to set a Course to ‘on hold’.

✋ Place a scheduled Course on hold

Panel
panelIconId17657261-765d-4027-b044-d86a9501c52f
panelIcon:accessplaniticon:
panelIconText:accessplaniticon:
bgColor#DEEBFF

This step will take you through updating a Course to have the status ‘On Hold’

Expand
titleChange the date of a Course

  1. Open the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left

    Main navigation menu

     

  2. Find the Course you would like to preview by applying filters and/or searching the Courses DataGrid using the Course ID or Course Name

    Course DataGrid, Search bar highlighted

  3. Right click on your Course and select ‘Edit’ from the Context menu

    Course datagrid context menu

  4. Under the ‘Scheduling’ section, change the Course status to ‘On hold’

    Course Scheduling - Course status

     

  5. We recommend that you Add a Note to your Course to the Course to explain the reasons as to why the course has now been placed ‘On Hold’

📧 Optional - Notify your Delegates

Panel
panelIconId17657261-765d-4027-b044-d86a9501c52f
panelIcon:accessplaniticon:
panelIconText:accessplaniticon:
bgColor#DEEBFF

If you do not have an automatic Workflow email to let your Delegates know that their Course has changed to ‘On Hold’, follow this step to inform them

Expand
titleNotify your Delegates

  1. Select each Delegate that requires an email by checking the checkbox on their row in the DataGrid, the background of their row will turn blue

    Delegate DataGrid

     

  2. Click the down arrow button next to the select-all checkbox, and then click the ‘Email’ option

    Email menu option

     

  3. This will open the ‘Email Details’ window where you will define your email settings

    Email Details text box

     

  4. Within Email Details, select ‘AdHoc’ from the Creation Type option, this means that you will send the Delegate a free text Email rather than using an Email Template

    Email details Adhoc option selected

     

  5. The next step is to select the ‘Sender and Recipient’, choose ‘Delegate Email Address’ from the To Address Property to send the email directly to the Delegate

    To address property Email address - delegate email address

  6. Once you have added your ‘Subject’ and ‘Body’ of your email, you can select a signature if required  

    Subject and body for email filled in

  7. Once you are happy with the contents of your Email, click the ‘Send’ button to send it

    Send button Image RemovedSend button Image Added

📧 Optional - Notify your Trainer(s)

Panel
panelIconId17657261-765d-4027-b044-d86a9501c52f
panelIcon:accessplaniticon:
panelIconText:accessplaniticon:
bgColor#DEEBFF

If you do not have an automatic Workflow email to let your Trainer know that their Course date has changed, follow this step to inform them

Expand
titleNotify your Trainer(s)

  1. Open the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left

    Main navigation menu

     

  2. Find the Course that you’d like to email your trainers for, by applying filters and/or searching the Courses DataGrid

    Course DataGrid, Search bar highlighted

     

  3. Right-click the Course and click ‘Email’ from the context menu options

    Context menu, Email selected

     

  4. This will open the ‘Email Details’ pop up window

    Course Details pop up box

     

  5. From here you can selected whether the Email is a premade Template or AdHoc if you will be writing an email from scratch
    If you have a Template then you can select this by clicking the ‘Select’ button, and skip to step 8

    Email Template select option

     

  6. From the ‘Creation Type’ drop-down, select ‘AdHoc’ to access the options to write your email

    AdHoc option highlighted

     

  7. This will display additional text boxes for you to write the subject and body of your email

    Subject and Body fields

     

  8. Under the ‘Sender & Recipient’ section, select ‘Trainer Email Addresses’

    To address dropdwon - Trainer Email addresses selected

     

  9. Once you have added your ‘Subject’ and ‘Body’ of your email, you can select a signature if required  

    Subject and body of email filled in

  10. Once you are happy with the contents of your Email, click the ‘Send’ button to send it

    Send button

     

🖥️ Optional - Check that your Course is not available on your website

Panel
panelIconId17657261-765d-4027-b044-d86a9501c52f
panelIcon:accessplaniticon:
panelIconText:accessplaniticon:
bgColor#DEEBFF

Your 'on hold' Course should be hidden from your websiteIf your Course was previously advertised on your website, once it is set to be 'On Hold' is should now be hidden to prevent bookings

  • To stop advertising the Course, untick this checkbox, you will see the additional 'Advertise Date Range' and 'Hide from Web' options are now hidden

    promotion section, advertise tick box un ticked Image Removed

     

    • Click the 'Save' button at the top right to apply your changes

    save button Image Removed 

    Expand
    titleCheck that your Course is not available on your website

    1. Open the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left

      Course option from main navigation menu Image Removed

       

    2. This will open the Courses DataGrid

      Course datagrid Image Removed

       

    3. Find the Course you would like to preview by applying filters and/or searching the Courses DataGrid using the Course ID or Course Name

      applying a filterImage Removed

       

    4. Edit the Course you wish to set to not be advertised, by right-clicking on the Course in your DataGrid, and selecting ‘Edit’ from the context menu options

      context menu within datagrid Image Removed

       

    5. This will open the 'Details' page of the course

      Course details sectionImage Removed

     

  • Scroll down to the ‘Promotion’ section on the page which has an ‘Advertise’ checkbox available, if this is checked the Course is currently advertised

    promotion section with advertise tick box selected Image Removed

     

    1. Access your website and find the website page where your Course was previously advertised

      example websiteImage Added


    2. Check that your Course can no longer be found

      example course schedule on a websiteImage Added