Increase the quantity of places on a Placeholder

Owned by Jenna Buttershaw
Last updated: 11 Dec, 2023 by Hannah Letch
6 min read

Steps to increase the places held on a Placeholder

 

Learn how to book additional places on a Course for a customer who already has a Placeholder booked.

Placeholder bookings on Courses are often made because the customer does not yet know who they will be sending on your Course. This does also mean that often, they do not know exactly how many people they will be sending either!

If your customer informs you that they need to send more people than they have places booked for, then you will need to first check that you have the spaces they need available on your Course. If you have the spaces, you will then either need to increase the places on your Placeholder, or (if their existing Placeholder has already been invoiced) process a new Placeholder booking for their additional places.

Placeholder quantity

Follow this page to learn the steps to increase the number of Placeholder places for a customer on a Course where they have already had an invoice generated, and where they have not yet had an invoice generated.

Check if there are enough spaces remaining on the Course

Before you can increase the Placeholder booking you must first check there is enough spaces available

 

  1. Depending on whether your Placeholder is on a Classroom or Webinar Course, open the relevant Courses DataGrid on the main menu on the left

    Courses menu

     

  2. Once you have opened your Courses DataGrid, find the Course the Placeholder is assigned to by applying filters and/or searching the Courses DataGrid

     

  3. If you already have the ‘Spaces Left’ column included in your DataGrid, you can check this to know how many spaces there are available to know if you can increase the number of places held by your Placeholder

     

  4. If you do not yet have ‘Spaces Left’ included as a column in your DataGrid, please follow steps 5 - 8 to add this column

  5. To add the ‘Spaces Left' column into your Courses DataGrid, click on the ‘Change Columns’ button at the top right of the DataGrid results

     

  6. Use the ‘+' button to add a new column in, change the new column to ‘Spaces Left’ and click on the 'Apply’ button

     

  7. You will now be able to see how many spaces are available on your Courses from your Courses DataGrid

Check if the Placeholder has an Invoice

Once you have checked that there are spaces available on the Course, you will need to check if your Placeholder has an invoice or not. The steps below will outline whether there is an invoice or not.

 

  1. From the Courses DataGrid, right click on your Placeholder’s Course, this will show you the context menu options for this Course

     

  2. Click on the ‘Placeholders’ context menu option

     

  3. This will take you to the ‘Placeholder’ DataGrid for this Course

     

  4. To identify if the Placeholder has an Invoice, first check if you have ‘Related Invoice ID’ column included in your DataGrid, if you do not have this column please follow steps 2 - 8 to add this column

     

  5. Click the ‘Change Columns’ button in the top right hand side of the DataGrid

     

  6. A pop up will appear with the list of current columns listed within your Placeholders DataGrid

     

  7. Click the '+' button to add a new column

     

  8. Use the drop down to search for the column ‘Related Invoice ID’

     

  9. Select the column

     

  10. Click the ‘Apply’ button to add the column

     

  11. This will now add the column to your Placeholders DataGrid

     

  12. If the column has and ID number, then this Placeholder has an Invoice

     

  13. If the column is empty, then this Placeholder does not have an Invoice

Update the number of Placeholder places

 

  • If your customer’s Placeholder is not linked to an Invoice, you will only need to complete the steps within “Option A: Increase the number of places held by the Placeholder”.

  • If your customer’s Placeholder is linked to an Invoice, please jump to the steps for “Option B: Process an additional Placeholder booking for this customer on this Course”.

Option A: Increase the number of places held by the Placeholder

For non-invoiced placeholders only.

  1. Right click on your Placeholder booking and click ‘Update Quantity’

     

  2. This will display a pop-up box showing the current quantity

     

  3. Increase the quantity to the required amount

     

  4. Click ‘Save & Close’

     

  5. Your quantity of places has now increased

Option B: Process an additional Placeholder booking for this customer on this Course

When a Placeholder has already been invoiced, to book additional places on this Course for this customer please book an additional Placeholder.

Please note the below process covers manually adding another Placeholder to your Course, if you require all Placeholders to be booked through the basket to create a full booking record, please add the Course to your basket instead to process additional places for your customer.

  1. Click ‘Placeholders’ from the Course menu on the left-hand side

     

  2. Click “Add Placeholder”

     

  3. This will open the Placeholder Management page.

     

  4. Add the Owner of the Placeholder. You have the option to select “Account” or “User

     

  5. Provide the number of spaces your Customer wishes to reserve

     

  6. You can select Sessions if required

     

  7. Click “Save”

     

  8. A pop up will appear to confirm that your Placeholder Places have now been saved successfully

     

  9. Your new Placeholder will be visible within the Placeholder DataGrid