From the Event

Adding Students from the Event’s screen is the quickest and most common way to add a Student. When you add a Student, be sure to select whether you wish to use a Currency or a Training Token Type , as the resultant Registration will only be able to use one or the other to create a payment for. Typically, the workflow involved is to:

1. Add a Student, which will create a Registration
2. [Optional] Add more Students (from the same Account) to the Registration
3. Invoice the Registration (if using Currency as payment)
4. Redeem Training Tokens (if using Training Tokens)

You can specify a number of options when adding a Student, including whether to bill them in Currency or Training Tokens

If you don’t have your Student as a Contact in your CRM, then you can add Unnamed Students or click Add a new Contact... to create a new one.

1. Open the Event you wish to add the student(s) to
2. In the Student Tab, click
3. Start typing the name of the Contact or Account to search for the Contact you wish to add as a Student and select the appropriate one
4. Select the correct Price Level you want to charge for this Student: you can override the Currency/Token Type and Amount if you wish to charge a custom price specifically for this Student
5. Select the correct Currency or Training Token Type - this will affect the resultant Registration, so please ensure the correct selection
6. [Optional] If your Learning Mode is Self-Paced (LMS) or Blended, you can set the Student’s Access Expire Date - the date from when you wish to cut off access to your Administrate Online eLearning Courses
7. Click to finish adding the Student

The student will now be added to the Event, appear in the Student’s table and a Registration will be created. From here you can:

• Add more Students from the same Account to the same order
• Invoice the Registration (Currency)
• Redeem Training Tokens

Invoice the Registration

When you Invoice a Registration, the resultant Invoice is a snapshot of the information on the Registration at the time. No further edits on the Registration will be propagated to the Invoice, so it’s important to double-check and ensure that the information on the Registration is correct before you create an Invoice.

1. In the Registration screen, in the Registration screen, click Create Invoice

Create an Invoice from the Registration Details

An Invoice number will appear in place of the link, which you can click on to access the resultant Invoice.

Redeem Training Tokens

If the Account of the Student(s) have enough Training Tokens of the Type required to redeem against the Event, then they can be done so from the Registration. If the Account doesn’t have enough Training Tokens of the correct Type, you’ll be notified when you try to Redeem Tokens. You can increase the Training Token balance through the Account’s screen . Please also remember that only Registrations that were raised with Training Tokens (and not Currency) are eligible for Training Token redemption.

If you have more than one batch of the same Training Token Types, e.g. a batch of 3 “Gold” Training Token Types due to expire tomorrow and another batch of 6 “Gold” Training Token Types due to expire in 2 months’ time, the system will deduct those that will be expiring sooner first. In this case, those that are due to expire tomorrow will be redeemed before those due to expire in 2 months’ time.

To redeem the Training Tokens:

1. In the Registration screen, in the Registration screen, click Redeem Tokens

Redeem Training Tokens from the Registration Details

A Receipt number will appear in place of the link, which you can click on to access the resultant Receipt.

Refund Training Tokens

When cancelling a registration for a student, the registration page will prompt you with a message asking if the tokens should be refunded to the account. Note, that if the original token issue has passed its expiration date, the refunded tokens will also automatically expire. This allows you to generate a refund receipt document for the tokens, and you can issue new tokens at no cost at your discretion.

If confirmed, a token refund transaction will be recorded in the system, adding the redeemed amount back to the token issue's balance, subject to the original expiration date.

A token refund receipt will also be generated and linked to the Registration.

From the Student’s Account

Adding Students from their Account screen is useful if you wish to add several Students from one Account onto one Registration. This Registration can be used to create a single Invoice for all these Students.

1. Go to the Account for who you’ll be invoicing for the Student
2. Click on the Event tab
3. Click New Registration
4. Confirm the order details and select Create
5. Click Add New Student
6. Select the appropriate Contact
7. Search for the Event by typing the first 3 characters (minimum) of the Event’s Code, Date, or Title and click Find
8. Select the appropriate Event from the list of results
9. Click Add Student
10. Repeat as necessary

Add Students in Bulk

Sometimes adding individual Students to an Event can take too long. Using the Bulk Adder tool you can import Contacts from an Account or a custom Report. You can then further refine this import by de-selecting any Contacts you do not wish to import from this list.

1. In the Student Tab, click .
2. Click Bulk Students and then Load Bulk List .
3. Start typing the name of the account you wish to add to the event, or the name of the report you wish to add.
4. Click on the Report or Account you wish to import.
5. A list of all the contacts from that entity will be loaded and displayed confirming a final “Add” or “Don’t Add” option.
6. You can assign a Communications Contact to these students at this point.
7. Click and the confirmed contacts will be added to the event.

You can import a list of contacts from an Account or Custom Report.

Add Unnamed Students(s)

There may be times when you receive a booking for the Event, but the booker isn’t able to/doesn’t need/has yet to confirm the individual names of the Students. By adding Unnamed Students, such Students can be Registered onto the Event as usual.

You can also make a Communication Trigger for the Booking Contact, in lieu of the actual Students.

1. Open the Event you wish to add the student(s) to
2. In the Student Tab, click
3. Click Unnamed Students
4. Enter the number of Students that will attend
5. Start typing the name of the Contact or Account to search for the Booking Contact and select the appropriate one
6. Select the correct Price Level you want to charge for this Student: you can override the Currency and Amount if you wish to charge a custom price specifically for these Students
7. [Optional] If your Learning Mode is Self-Paced (LMS) or Blended, you can set the Students’ Access Expire Date - the date from when you wish to cut off access to your Administrate Online eLearning Courses
8. Click to finish adding the Unnamed Students

In the case that the Unnamed Students’ names are known, Unnamed Students can be associated with your Contacts.

Cancel a Student

1. Open the Event and click on the Students tab
2. Click on the row of the Student’s name who you wish to cancel, this will open a sub-menu
3. Select Edit Student
4. Click Cancel Student
5. Select which notifications you wish to send
6. Click

Your Student will now be shown as Cancelled in the Status column of the table of Students.

Reactivate a Cancelled Student

If you’ve cancelled a Student by mistake, or need to reinstate them after cancelling them, you can reactive your Student:

1. Open the Event and click on the Students tab
2. Click on the row of the Student’s name who you wish to cancel, this will open a sub-menu
3. Select Edit Student
4. Click Reactivate Student

Your Student will now be shown as Active again in the Status column of the table of Students.

Edit a Registration

You can edit a Registration to change the Contact attending, add Notes or change the Event the Contact is registered to.

1. Open the Event and click on the Students tab
2. Click on the row of the Student’s name whose Registration you wish to view, this will open a sub-menu
3. Select View Registration
4. In the right-hand side table, under the Action column, click Edit against the desired Student
5. Make your desired changes
6. Click

Delete a Registration

If your Registration has been created in error you can delete it.

1. Open the Event and click on the Students tab
2. Click on the row of the Student’s name whose Registration you wish to view, this will open a sub-menu
3. Select View Registration
4. In the Registration Details table (the left-hand side), click Edit
5. Click Delete

All Students on the Registration will be removed from all the Events they’re registered on.

Transferring a Student from one Event to another

The Transfer Student feature allows you to move a Student from one Event to another without being charged for additional Students on your Administrate instance.

This feature only works when transferring a student from one Public Event to another Public Event.

The feature allows you to carry out multiple actions in one operation: Choose an Event to move a Student to, select an existing Price from that Event or specify a Custom Price, raise a Credit Note, raise an Invoice, and add an Item to the Invoice being raised (e.g. to handle discounts or fees).

After transferring, you'll be able to see who did the transfer, the date they did it, and the Events the user transferred the Student to/from, in both the Notes field and the Reporting Engine.

Please note, this is not available for Students who have been/will be charged in Training Tokens, added with a Training Pass, or for those using the Xero integration.

Moving an un-invoiced Student to a new Event 

If you hadn't invoiced the Student on the original Event, and you don't intend to invoice them immediately on the new Event, then simply select the Event you want to move the Student to, choose the Price (you can opt to specify a Custom price too if you wish), and select Transfer.

Raising an Invoice on transfer

If you do wish to Invoice the Student, simply check 'Create Invoice', and if you want to finalise the invoice which is created immediately, check 'Finalise New invoice'.

Adding Discounts or Fees

If you want to charge a fee for the change, or offer a discount in the case where the change has been an inconvenience to the Student, then you can add an Item to the invoice (having previously added the Item to Items/Stock section of Administrate).

Raising a Credit Note with the transfer

If you are transferring a Student from an Event that has already been invoiced, you will want to raise a Credit Note in order to clear the debt from the initial Invoice before raising another one. You can raise a Credit Note on the initial Event and raise an Invoice for the new Event all in one action.

Auditing

When you transfer a Student, the Notes field will be populated on the old Event with the information of where the Student was transferred, as well as the date. Please note, this will overwrite any existing note.

On the New Event, the Notes field will be populated with the Event the Student was transferred from, as well as the date.

Reporting

You'll be able to see whether an Event has been cancelled due to a transfer (as well as the details of the transfer) from the reporting engine.