Booking a Placeholder through Checkout
Steps to Booking a Placeholder
Related Help Guide Pages
Learn how to Book a Placeholder through Checkout
You can book a Placeholder manually through the Checkout basket. This flexibility is especially useful in situations where bookings need to be managed manually—for example, when a customer phones in to reserve a space, when you’re securing a Booking on their behalf, or when records need to be updated quickly and accurately.
Being able to handle Placeholders manually ensures nothing slips through the cracks, keeps your records up to date, and provides a smooth experience for customers who prefer a more personal touch. It also gives your team greater control, allowing you to manage Bookings in real time and respond to unique circumstances with ease.
Follow this page to learn the steps for booking a Placeholder through
Please Note
Placeholders will need to be enabled on your Platform before any Bookings can be made for Placeholders. Reach out to our Customer Support Team or your CSM
Book a Placeholder through Checkout
The steps below will guide you through booking a Placeholder through your Checkout Basket
Select ‘Courses' and then either ‘Class’, ‘Web’, ‘eLearning’ or 'Knowledge Document’
This will open the relevant DataGrid
Using the search bar and/or filters, search for the Course you want to book the Placeholder Places on to
Right-click and select ‘Add to Basket’ from the Context Menu
You will see a confirmation pop-up to let you know when the Course has been added to your basket
Once your Course has been added, you can go ahead and view your basket
The Course will now show in your Basket
Select the ‘Booker’ using the select button. This may be yourself, or if you are booking on behalf of someone else, you can select the Booker from the list of names
Select the Booker name and click the ‘Confirm’ button
To book a ‘Placeholder’, you DO NOT need to select a Delegate; you can leave this blank
Click the ‘Continue to Payment’ button
A pop-up will appear informing you that you are booking a Placeholder place and ask you to confirm if you want to continue. Click the ‘OK’ button
Add the payment details for your Booking and click the ‘Make payment’ button in the bottom right-hand corner
Your Placeholder Booking is now complete
To view your Placeholder booking, you can either go to the Placeholders SmartGrid or follow the next steps to view within the course Placeholder DataGrid
Select ‘Courses' and then either ‘Class’, ‘Web’, ‘eLearning’ or 'Knowledge Document’
This will open the relevant DataGrid
Using the search bar and/or filters, search for the Course you want to book the Placeholder Places on to
Right-click and select ‘Placeholders’ from the Context menu
This will open the Placeholders DataGrid for your Course showing the Booking you have just made
Generate the Invoice (optional)
The next step in this process is to complete the mini Invoice Generator for this Placeholder
First, you will generate the Invoice for the Placeholder:
Select the Placeholder(s) that you would like to generate an Invoice for by checking the checkbox in their row from the Placeholders DataGrid
Click the down arrow button next to the mass actions checkbox, and then click the ‘Generate Invoice’ option
This will open the mini ‘Generate Invoice’ pop-up window
Select how you would like to group your items together on your Invoices
Booking - an Invoice will be generated for each unique booking per customer
Course - an Invoice will be generated for each Course a customer has booked
Course Template - an Invoice will be generated for each Course Template a customer has booked
Invoice Target - an Invoice will be generated per customer
If you would like to define a Due Date to be applied to each Invoice generated, check the ‘Manually Set Due Date’ option and enter this date into the Due Date option
If you do not define a due date, your invoice terms dates will determine the Invoices' due datesIf you would like to include any Course Fees in your generated Invoices, check the ‘Include Fees’ box
Please note, this option relates to Course Fees, not Placeholder Cancellation or Transfer FeesClick ‘Generate’ to complete the process and generate your Invoices
This will generate temporary Invoice(s) for your selected Placeholders
This will mean that your Placeholder’s Invoice will not yet had a Reference and it will have the status of ‘Temporary’If you do not yet have visibility of the ‘Invoice Reference' in your Placeholders DataGrid, click on the 'Change Columns’ button at the top right of the DataGrid results
Use the ‘+' button to add the ‘Related Invoice Reference’ column in and click on the 'Apply’ button
You will now see the Invoice information for each Placeholder, within your Placeholders DataGrid!
Once your Invoice has been generated, you should check it before you commit it:
From your Placeholders DataGrid, click on the ‘No Reference Set’ link in the ‘Related Invoice Reference’ column and select ‘View in Invoice DataGrid’
This will open the Invoices DataGrid, filtered to only show you the Invoice that this Placeholder is on
Right-click on the Invoice to view the context menu options available for it
Click on the ‘View’ context menu option
This will take you to a view of the Invoice
Review the contents
If there are any issues with the Invoice, you can make adjustments to it before it is committed in the next stepClick the ‘Invoices’ breadcrumb link at the top of the page to return to the Invoices DataGrid for this Placeholder
If any changes are needed, you can correct the Invoice before it is committed:
If you need to correct the Invoice Date, the Invoice Due Date, or the value of the Invoice Items on an Invoice, right-click on the Invoice from the Invoices DataGrid to view the context menu options for this Invoice
Click on the ‘Edit’ context menu option
This will take you to the Invoice editor
Update the Invoice Date and Due Date at the top-right of the Invoice
Update the values of Invoice Items
Please note - we do not recommend adding additional items onto your Invoice as this can cause issues with reporting at a later stageClick the ‘Save’ button to complete your changes to this temporary Invoice
Finally, you will commit the Invoice. Once your Invoice has been committed, this typically triggers Workflow emails to the customers to share the details of the Invoice with them.
To commit your Invoice, right-click on it from the Invoices DataGrid to view the context menu options for this Invoice
Click on the ‘Commit’ context menu option
You will be presented with a confirmation pop-up. Click the ‘Yes’ button to confirm
Your Invoice will have an assigned Invoice Reference, and its status will no longer be temporary
FAQ’s
Will I be notified if the Course is over capacity when booking a Placeholder?
If you try to a Placeholder place beyond what’s available on a Course through the DataGrid, you’ll now get a warning to let you know that this update will put your Course over capacity!
This means that you can either proceed or pause to check the Course before you continue with your update.
If booking through Checkout, the Course will not be added to your Basket and you will be notified that its Fully Booked
Validation is being missed when booking a Placeholder Place for Required Awards & Age Restriction