1. Student Manager 8 Registrations
An ACEware Presentation

2. Fees, Payments, Transfers, Cancellations
Agenda
Registration Basics
Fees, Payments, Transfers, Cancellations
Advanced Features
A few helpful tips

3. Registration Basics

4. You’ve only just begun….

5. You’ve only just begun….
Twenty Webinars on
General
Registration related
topics

6. And you’ve ALWAYS got HELP! ! ! !.

7. And now back to your regular programming…
If your screen doesn’t look like this, your preferences may be different

8. Registration Preferences
REMEMBER:
BLUE = Global
Black = Can be set by/for individual user

9. Many ways to get to registrations
Look Up Name, “Add Registration” button on Name screen
And there is a MASS Import option (TBCL)
Look Up Course
Hit “Add Reggies” button on course screen
Look Up “Reggies”
Add button on the registration screen

10. Unlike the Names and Courses screens, much of the information on the Registration Screen fills in automatically

11. Please . . . Track how you earned this registration
Want to know how well your marketing performs?
Make sure you use the Tracking Code

12. Source/Tracking Code Connections…
NOTE: the SOURCE code from the student is the
Default Value (but is can/should be changed to reflect how THIS registration was generated!

13. Please . . . Track how you earned this registration
Want to know how well your marketing performs?
Make sure you use the Tracking Code
Probably the single most valuable Marketing code
Yes! There is a report to monitor results.
(Statistics – Tracking Codes)

14. Status Field Can be used to indicate Registrant status:
Guest, Participant, Speaker, Panelist etc.

15. Exp Date and Completed Date
The course must be completed by
& the course was completed on
These are two special handling dates
(probably NOT used in most Open Class Registrations)

16. CEU’s, Hours & Credits CEU’s, Credits & Hours are automatically
TIP: Grade & CEUS/Hours can be mass edited at the COURSE level
from the Course Student List View..
CEU’s, Credits & Hours are automatically
added from the course screen,
but can be edited

17. Cert Date can be used to indicate when a certificate was printed
TIP: use the CONFCERT() Function on your Certificate Report to automatically stamp this date!

18. Give you quick reference to other key components
One-click buttons
Give you quick reference
to other key components
of a registration

19. REMEMBER: Labeling is done in Preferences
Reg Code & Misc Code
can both be customized & validated
Here we’re relabeled
Reg Code to T-Shirt
REMEMBER: Labeling is done in Preferences

20. This is filled in automatically
Who paid for this registration?
(P)articipant, (F)irm, (O)ther?
This is filled in automatically

21. Every registrant is charged one Main Fee
On a listing of Multiple Fees, The Fee Order on the Course determines the list order
Select the Main Fee
TIP: If you have special fee categories (Staff, Student, Resident, Senior Citizen), Enable “Fee Category” on Name, and SM will automatically assign the correct fee)

22. Add additional charges (or adjustments) as needed
TIP: DO clean up (remove or Deactivate) old Fee adjustment descriptors that are no longer used/relevant

23. Add a Registration Note
Something unique about this registration?
Add a Registration Note
NOTE: We’ve almost doubled the size of Reg Note, from 140 to 250 Characters

24. Date the confirmation was sent
If you selected the Auto Stamp today’s date in rgconfirm field option in Xsetmail , the system will stamp the current date in the Confirmed field
Date the confirmation was sent

25. Fields indicate who added the registration,
who updated the registration,
and when

26. Of course there are UDFs!

27. Set UDF’s course by course!
Registration UDF’s are set on the course screen and override the standard Course UDF’s
This is of special interest to programs who do conferences, youth camps, etc.

28. Fees, Payments, Transfers & Cancellations

29. Begin by getting your ducks in order

30. It all starts with the fees area of Course Setup
Main (tuition) fees:
Make as many as you need, Only assign ONE
Additional fees or Coupon Discounts
add some, all or NONE

31. Do not proceed until Balance Due is correct!
Assign the proper fee(s) on the registration screen
How much they OWE
Do not proceed until Balance Due is correct!
What they PAID
(comes from PAYMENTS)

32. Special Circumstances???? Yes, you can adjust the fees
One-time adjustment reason?
Press Alt+4 for open text entry

33. Move from the Registration Screen to the Payment Screen
by clicking the Payments Button

34. Select your payment type:
(You have 6 Standard types and may create up to 6 custom Pay types)

35. When you are finished adding pay details, use this button to save,
close AND print the receipt
Don’t forget you have options…

36. If you are making multiple payments OR returning to
A Pay screen to add another payment . . .
Make certain to click the “Add” button.
Otherwise, you will be changing the existing payment

37. Billing Records
The “Billing Record” option creates a record for invoicing purposes, but is not part of the enrollment count
This Option is particularly useful/applicable for Contract or “In House” training programs)

38. When making a Billing
You may set up a payment plan

39. A few payment notes
You may accept multiple payments, each with a different payment method
You may pay part of a registration amount due and bill the remainder
Notes may be added to a Payment
You can “Clone” payment Info
Switch “Payer” (Name/Firm/3rd Party) with a click of a button

40. Changes to a registration? You have choices!
Cancel Registration
Refund all or a portion of the money
Keep all of the money
Transfer money to escrow
Transfer registration
To a different class or participant

41. Cancelling Reg, No Payment – New Behavior!
Click “Canceled”
If no payments are attached to the registration
Checking “Canceled” automatically
Cancels the registration
Zeroes our CEUs and Hours
Add negative fee adjustment to zero out amount due
If you cancel a registration with no payment, SM kicks into Quick Cancel mode. Cancel the registration and CEU’s, Hours, Credits are automatically zeroed out, and a negative fee adjustment is added to bring the Balance Due to zero.

42. NOTE: to enable this you MUST set this In “Register” preference settings
If you cancel a registration with no payment, SM kicks into Quick Cancel mode. Cancel the registration and CEU’s, Hours, Credits are automatically zeroed out, and a negative fee adjustment is added to bring the Balance Due to zero.

43. Need to Cancel and Refund? Use the “Refund Wizard”
You must enter a “Reason Why” you are doing this (so it gets logged on to the Cancelled Reg)

44. Canceling a Registration with an active Billing

45. Transfer Payments move money to another registration or into an escrow account

46. Escrow: Hold funds for a student for their future use
Learn more about it in the online Help Guide
(Search for: Escrow)

47. Transfers:

48. Transfers: you have options…

49. Advanced Features

50. Allow Selected Students to BILL a registration (via ACEweb)
Allow Selected Students to BILL a registration (via ACEweb) .. EVEN THOUGH, the course was set to NOT allow Billings
You can set a limit on the amount they can bill
Allows you to let select people (eg: training directors, personnel directors) bill their employee registrations.

51. Grouping: To Group or Not to Group??? GROUP GOAL:
Put multiple registrations together to:
1) pay for them at one time
2) w/one Payment Method
3) and to show on one receipt

52. Types of Grouped Registrations
One person/company wants to register several people on one course.
An individual registers in several courses and pays for them all with one pay type.
Several employees from one company have registered in various courses.  The company pays for all the registrations with one check.
Two or more children from the same family register for a camp and a parent makes a single payment
NOTE: You needn’t group registrations if you are billing to a company
(company invoicing)

53. Types of Grouped Registrations
One person/company wants to register several people on one course.
An individual registers in several courses and pays for them all with one pay type.
Several employees from one company have registered in various courses.  The company pays for all the registrations with one check.
Two or more children from the same family register for a camp and a parent makes a single payment
Stay in the register screen, and keep clicking “ADD REGISTRATION”…
Then, when done adding courses, go to “PAYMENTS”

54. One person/company wants to register several people on one course.
An individual registers in several courses and pays for them all with one pay type.
Several employees from one company have registered in various courses.  The company pays for all the registrations with one check.
Two or more children from the same family register for a camp and a parent makes a single payment
Go to the desired COURSE
click “Add/Edit Reggies”
At the Reg Screen, Click ADD
Then you see Name Lookup, (select your name, or ESC to add new)
Complete Registration
( on 2nd Time thru, SM will PROMPT you if you want to Group)
NOTE: You MUST have Prompt for Grouping preference ON!
When done adding all names, go to PAYMENT

55. One person/company wants to register several people on one course.
An individual registers in several courses and pays for them all with one pay type.
Several employees from one company have registered in various courses.  The company pays for all the registrations with one check.
Two or more children from the same family register for a camp and a parent makes a single payment
Register first employee (do NOT pay)
Find 2nd employee and add them to desired course (again DO NOT pay)
Use “Manual Mode (in next slide) to group with first employee
Lather, Rinse, Repeat (continue till done w/ registrations)
When done adding all names, go to PAYMENT

56. Basically same as previous example
One person/company wants to register several people on one course.
An individual registers in several courses and pays for them all with one pay type.
Several employees from one company have registered in various courses.  The company pays for all the registrations with one check.
Two or more children from the same family register for a camp and a parent makes a single payment
Basically same as previous example
Register first child (do NOT pay)
Register second child (again DO NOT pay)
Use “Manual Mode (in next slide) to group with first chile
Repeat as necessary
When done adding all children, go to PAYMENT

57. Click appropriate option
For Manual Grouping….
Clicking the Group button (upper right corner) opens the Grouping Dialog Box.
Click appropriate option

58. This is ESPECIALLY nice for large databases
Set the number of days to go back to find a group
While we’re here:
You MUST also enable “Prompt for Grouping” to get the Automatic Group Option!
This is ESPECIALLY nice for large databases
(speeds up search considerably)

59. Group Look up NOW you can search by Name AND/or Course Title
(before you could ONLY use person ID and Course #)

60. Speed registration
helps you enroll multiple participants in a single course
Select a course from the list and move to the selection screen

61. Make the appropriate choices and click
“Add Names”

62. Anybody using Speed Reg??
Import Wizard
add names from an Excel spreadsheet
WONDERFUL for “Batch Loading” registrants from a Contract Training Course/program
Anybody using Speed Reg??

63. Staff can manually “Assign” a proxy “handler” to this registration
Assign Proxy (show Proxy)
For Web Registrations: Lists the user (other “student”) who registered this person.
Staff can manually “Assign” a proxy “handler” to this registration

64. Assign Proxy (show Proxy)
This allows the proxy (the person who registered this person) to go on ACEweb and view this registration.
POINT: Your training directors/your parents, etc are able to see who they registered in what classes (via ACEweb)

65. Would you like Fries with that registration?
Participants may purchase multiple seats Or
A quantity of optional fees
(ie: books, lunches)
The “multiple seat” option is great when a registrant wants to RESERVE spots in a class, but does NOT know/have the names of the students who would be attending!

66. Publish allows ACEweb to display the names of those registered
( for Annual Meeting/gathering events)
The option “Who Else is Attending” must be enabled in ACEweb

67. A few helpful tips

68. New warning if you make a payment to a canceled registration

69. Need both a letter & numeric grade?
Use the grade field for the numeric grade

70. And rename the Misc Code field for the letter grade

71. Never delete a payment with a receipt number
Receipt number? Void
Change Payment type to VOID..
(to preserve the initial pay info )
VOIDed Payments are NOT included in reports.

72. Clean up registration tables

73. Want to track supervisor name?
Very helpful in tracking
“Decision Makers”
in the organizations you serve
Indicates who approved registration
(Can link to another name record)

74. Questions /

75. Search for “ACEware Systems”
To keep up with what’s happening in the cabin and with Student Manager

76. Join us for our next webinar!
Certificates
August 30, :30 Central