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Placeholders are similar to Delegates in how they function in accessplanit, occupying a space on a course and being booked and invoiced accordingly. However, unlike Delegates, Placeholders do not have a specific User assigned to them at the time of booking. Instead, they represent a reserved seat that will be assigned to a Delegate at a later date.
Placeholders are most commonly used for Courses where an Account reserves multiple spots without immediately specifying the Delegate's details. This allows for more streamlined communication, sending all booking confirmations, course details, and cancellation notices to a single contact email, rather than individual emails for each delegate.
For instructions on how to add, cancel and manage Placeholders, please click here.
Benefits
Here are the benefits of using Placeholders in your accessplanit platform
Flexibility for Delegate Assignment
Allows your Customers to secure places on a Course without needing to specify the Delegate details immediately
Efficient Booking
Simplifies the booking process by allowing your Customers to reserve multiple spots with a single action
Streamlined Communication
Allows you to send all booking-related communications to a single point of contact, this ensures that booking confirmations, course details, and cancellation notices are centralised and easier to access reducing the risk of error.
Reduced Admin
Minimises the need for updates and changes if Delegates’ availability changes and allows your customers to manage this themselves.
Financial Forecasting
Assists in budgeting and financial planning by providing a clear understanding of the number of booked spots. This means you can forecast training costs more accurately, even before attendees are finalised
Key Terms and Glossary
Placeholder
A reserved spot on a course that does not have a specific User assigned at the time of booking.
Assign Delegates
The step in the booking process where specific Users (delegates) are assigned to placeholders or course spots.
Owner (of Placeholder)
An Account or a User, responsible for the placeholder booking, they will receive the communications and be able to manage the booking in the portal.
Places Reserved
The number of spaced booked on a course by the placeholder owner
Update Quantity
The functionality to change the number of spaces booked
Unused Spaces
Refers to the reserved spots on a Course that have not been assigned to specific delegates yet
Status
This relates to the Status of the placeholder booking, the options are Active, Cancelled, Transferred, Provisional and Temporary
Where to find Placeholders
You can view the Placeholders against a course by right-clicking on the Course from the DataGrid and selecting ‘Placeholders’
You can also access all Placeholder bookings by navigating to SmartGrids and selecting Placeholders
Placeholder Management
Learn how to create and manage Placeholders in your platform:
No! You or your customers can book as many Placeholders onto a course as your course capacity allows.
No! If you don’t need to track the names of your Delegates or communicate with them individually you can leave your Placeholder places unassigned.
Right-click on your Placeholder from its DataGrid and select ‘Assign Delegates’ this will the show you the list of Delegates that have been assigned.
Booking-based Discounts
When a Placeholder meets the criteria for a Booking-based Discount, the Discount will be applied once per Booking, this means a £10 discount on a 2 place Placeholder would discount £10, the Discount will not be per place booked.
Automatic Booking-based Discounts apply to Placeholders booked through Checkout
Automatic Booking-based Discounts do not apply to Placeholders added to the Course manually (via the DataGrid), this is because no ‘Booking’ is created
Manual Booking-based Discounts apply to Placeholders booked through Checkout (when the Discount code is applied)
Manual Booking-based Discounts do not apply to Placeholders added to the Course manually (via the DataGrid), this is because no ‘Booking’ is created and due to there being no option to provide a discount code via this route
Delegate-based Discounts
When a Placeholder meets the criteria for a Delegate-based Discount, each place booked will receive the Discount, this means a £10 discount for 2 places would discount a total of £20.
Automatic Delegate-based Discounts apply to Placeholders booked through Checkout
Automatic Delegate-based Discounts apply to Placeholders added to the Course manually (via the DataGrid)
Manual Delegate-based Discounts apply to Placeholders booked through Checkout (when the Discount code is applied)
Manual Delegate-based Discounts do not apply to Placeholders added to the Course manually (via the DataGrid), this is because there isn’t an option to provide a discount code via this route
Invoice-based Discounts
Automatic Invoice-based Discounts apply to Placeholders booked through Shopping Basket
Automatic Invoice-based Discounts apply Placeholders added to the Course manually (via the DataGrid)
Manual Invoice-based Discounts apply to Placeholders booked through Shopping Basket only when the setting “auto-commit Invoice” is enabled or when a payment is made up front, this is because the Invoice must be generated at the point of booking for this Discount to be added
Manual Invoice-based Discounts do not apply to Placeholders added to the Course manually (via the DataGrid), this is due to there being no option to provide a discount code via this route
Booking-based Discounts
Automatic Booking-based Discounts apply to Placeholders booked through Shopping Basket
Automatic Booking-based Discounts do not apply to Placeholders added to the Course manually (via the DataGrid), this is because no ‘Booking’ is created
Manual Booking-based Discounts apply to Placeholders booked through Checkout (when the Discount code is applied)
Manual Booking-based Discounts do not apply to Placeholders added to the Course manually (via the DataGrid), this is because no ‘Booking’ is created and due to there being no option to provide a discount code via this route
Delegate-based Discounts
Automatic Delegate-based Discounts apply to Placeholders booked through Shopping Basket
Automatic Delegate-based Discounts apply to Placeholders added to the Course manually (via the DataGrid)
Manual Delegate-based Discounts do not apply to Placeholders booked through Checkout
Manual Delegate-based Discounts do not apply to Placeholders added to the Course manually (via the DataGrid), this is because there isn’t an option to provide a discount code via this route
