Becoming a registration grouping guru

Agenda Why group? Examples How to Group Applying Payments to the Group Ungrouping Registrations Bonus tips

Why group? It’s cleaner It saves time

Streamlined confirmations It’s cleaner!

Print one receipt for ALL registrations

OR

Print one receipt for EACH registration

Multiple payments, one transaction It saves time!

Multiple registrations, one transaction More on this later… Use 19wacme for billing record,

Grouping examples One student, multiple courses Multiple students, one course Multiple students, multiple courses

One student, multiple courses Clicking Show Group displays all registrations in the group Double-click on any registration to jump to that record

One course, multiple students

Multiple courses, multiple students Especially useful for company invoicing!

How to group Prompt Check the Group box on the registration record Automatically group during the Speed Registration routine

Prompt for grouping

Prompt for grouping This is an individual preference

Prompt for grouping When adding registrations from the registration screen, you’ll be asked if the new registration should be grouped with the current registration You must pay attention, since it’s really easy to just click yes without really reading the prompt

Check the Group box on the registration record

Check the Group box

Check the Group box If the registration is not already grouped

Select the registration to group with

What if it’s already grouped?

Adding to a group If the registration is already part of a group, the Group box will be checked

Adding to a group Click on the Group box Select an option

Select the registration to group with

If a registration is already grouped, you might not find it If a registration is already grouped, you might not find it. Here’s why…

Date range display By default, Student Manager displays 30 days’ worth of registrations This can be changed either on the fly by typing into the box, or in your preferences

Date range to display groupings This is a global preference

Grouping with Speed Registration entry

Speed Registration Useful for enrolling multiple students in the same course Module >> Registrations >> Speed Registration Entry

Speed Registration After selecting your course, check Create Group on the entry screen

Speed Registration Click the Add Names to select names

Speed Registration You can also import names from an Excel file

Speed Registration Or select names by firm!

Speed Registration Or select names by firm!

Applying payments

Payments Select one of the registrations in the group and click the Payments button

Payments The payment amount shown will be for the group balance due

Payments Once the payment is applied, the money is distributed across all registrations

Exceptions Preexisting payments Partial payments Refunds

Preexisting payments If you add a registration to a group that already has payments, the new payment will NOT be assigned the same receipt number as the rest of the group.

Preexisting payments If you add a registration to a group that already has payments, the new payment will NOT be assigned the same receipt number as the rest of the group.

Partial payments You have the option of making a partial payment

Partial payments After saving the payment, you’ll be prompted to choose how to distribute the money If you select Specify, you’ll enter the amount for each registration

But can I issue a refund to grouped registrations?

You must ungroup before you can issue a refund (or to cancel or transfer a registration)

Ungrouping Click on the Group box Select Remove this record from its current group

Ungrouping You can always regroup after refunding

Billing records Invoicing—did you know? Report functions Bonus tips Billing records Invoicing—did you know? Report functions

Billing records

Billing records This is a global preference Creates a placeholder-type registration record for the person paying for a group of registrations Useful with contract courses or large groups of employees from a particular firm Enabled in your preferences This is a global preference

Billing records After grouping the registrations, check the Billing Record box on the appropriate record This person will not appear in enrollment counts, but will appear on the student list as the payor

Invoicing

Invoicing Bill companies for all registrations at once rather than just each group of registrations

Invoicing On the payment screen, change the payment type to Billing and then click on Charge to Firm

Invoicing All registrations, regardless of group, will be printed on the same invoice!

Invoicing When the check comes in, it gets applied to everything

Important!! If you need to add a registration to a group that has already been invoiced, you must void the existing invoice, recreate the billing record, and then assign a new invoice

Check out this month’s newsletter for another tip on invoicing!

Report functions

Report functions GRPSTUD—returns a list of students in a group GRPGTDUE—returns the total group due GTPGTPAID—returns the total group paid GRPGTBAL—returns the total group balance

Report functions GRPSTUD(rggroupid) GRPGTDUE(rggroupid) GRPGTPAID(rggroupid) GRPGTBAL(rggroupid)

Questions?