1. Becoming a registration grouping guru

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

3. Why group?
It’s cleaner
It saves time

4. Streamlined confirmations
It’s cleaner!

5. Print one receipt for ALL registrations

6. OR

7. Print one receipt for EACH registration

8. Multiple payments, one transaction
It saves time!

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

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

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

12. One course, multiple students

13. Multiple courses, multiple students
Especially useful for company invoicing!

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

15. Prompt for grouping

16. Prompt for grouping
This is an individual preference

17. 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

18. Check the Group box on the registration record

19. Check the Group box

20. Check the Group box
If the registration is not already grouped

21. Select the registration to group with

22. What if it’s already grouped?

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

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

25. Select the registration to group with

26. 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…

27. 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

28. Date range to display groupings
This is a global preference

29. Grouping with Speed Registration entry

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

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

32. Speed Registration
Click the Add Names to select names

33. Speed Registration
You can also import names from an Excel file

34. Speed Registration
Or select names by firm!

35. Speed Registration
Or select names by firm!

36. Applying payments

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

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

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

40. Exceptions
Preexisting payments
Partial payments
Refunds

41. 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.

42. 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.

43. Partial payments
You have the option of making a partial payment

44. 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

45. But can I issue a refund to grouped registrations?

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

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

48. Ungrouping
You can always regroup after refunding

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

50. Billing records

51. 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

52. 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

53. Invoicing

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

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

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

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

58. 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

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

60. Report functions

61. 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

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

63. Questions?