Cancel a Course

Owned by Jenna Buttershaw
Last updated: 05 Feb, 2024
4 min read

Steps to cancel a Course

 

Learn how to cancel a Course

If one of your upcoming Courses has not had enough bookings to be viable, you can quickly cancel it and automatically notify Delegates and the assigned Trainer.

This will keep everyone is informed, preventing your Delegates and Trainers turning up for the Course and giving them time to cancel any of their travel plans and make alternative arrangements.

setting a Course to cancelled

 

Follow this page to learn the steps to cancel a Course!

Cancel the Course & Delegates

This step will take you through the process of cancelling a Course and the Delegates that are currently booked onto it

  1. Depending on whether you are cancelling a Class or Web Course, open the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left

    Courses tab

     

  2. Find the Course you want to cancel, by applying filters and/or searching the Courses DataGrid

     

  3. Right-click on the Course to open the context menu and click ‘Edit Course & Delegate Status’ option

     

  4. The ‘Edit Course & Delegate status’ pop up window will appear

     

  5. Change the Course Status to ‘Cancelled’

     

  6. You will have an additional tick box that will appear asking if you wish to ‘Apply to Delegates’

    Ticking this will change the status for all Delegates. If you choose to use this tick box, skip to step 8

 

  1. You can then update the status for each ‘Booked’ Delegate to ‘Cancelled’ using the drop-down box to the right of each name

     

  2. Once you have updated the Course Status and Delegate Status click ‘Save and Close’ to apply your changes

     

Top Tip

To process any refunds for your Delegates, please see our guide.

You can add the column ‘Invoice Reference’ to your Delegates DataGrid to access a shortcut to their Invoices to complete this activity much more quickly.

 

Check your cancellation communications have triggered

To check your cancellation communications have triggered, you will follow these steps:

  1. Check the Delegate notifications

  2. Check the Trainer notifications

Check the Delegate notifications

This step will take you to the Communications DataGrid to check that your cancellation notification emails/SMS have sent to your Delegates

  1. Open the ‘Communications’ DataGrid from your main navigation menu on the left

     

  2. This will open the Communications DataGrid, here you can see all SMS/Emails that have been sent from the Platform, in addition to any manually recorded Communications

     

  3. Find the cancellation email sent to one of your Delegates by applying filters and/or searching the Communications DataGrid

     

  4. To view the details of a Communication, right-click on it in the DataGrid and select ‘Preview’ from the context menu options

     

  5. This will open a pop up box, which will show the contents of the email sent to your Delegate

  6. From the context menu for each email Communication you can also 'Resend Email’ if the wrong email address was used for the email

Check the Trainer notifications

This step will take you to the Communications DataGrid to check that your cancellation notification emails/SMS have sent to your Delegates

  1. Open the ‘Communications’ DataGrid from your main navigation menu on the left

     

  2. This will open the Communications DataGrid, here you can see all SMS/Emails that have been sent from the Platform, in addition to any manually recorded Communications

     

  3. Find the cancellation email sent to your Trainer by applying filters and/or searching the Communications DataGrid

     

  4. To view the details of the Communication, right-click on it in the DataGrid and select ‘Preview’ from the context menu options

     

  5. This will open a pop up box, which will show the contents of the email sent to your Trainer

  6. From the context menu for each email Communication you can also 'Resend Email’ if the wrong email address was used for the email