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Provisional delegate booking


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    Bob Sabra

    They could be count as Expected Revenue VS Target if Targets were included in the new Events System. 

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    Munro, Joe

    Yes, that would be OK from an accounting perspective - sounds good. My main issue is that I need to see at a glance what the status of a particular course is, i.e. how many confirmed bookings, how many provisional bookings. If, as an organisation, one allows provisional bookings as we do and most other organisations that we work with, this is a bit of a killer feature.

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    Munro, Joe

    Found a way round this - we can just use the notes field in the event registration section to mark a booking as provisional. This will work OK for us.

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    Tappenden, Tracy

    Whilst Joe's work around is OK,  I would very much like the event view page to show provisional bookings as a separate column.

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    Pouw, Barbara

    It would be great if you could use opportunities as 'provisional' bookings on courses.

    At the moment you can create the opportunity with an interest in a specific event, but no information flows into the event from there.

    we agree with Joe Munroe  that having an overview of confirmed and provisional delegates at a glance would be great.

    We cannot use the work around because registration gives automatic access to our LMS. We do not want provisional delegates to have such access.

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    John Peebles

    Hi All,

    Thanks for your comments and this is great information.  We're hard at work on a revamp of the leads/opportunities system and will incorporate this suggestion around provisional bookings.

    Thanks!

    John

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    Donna Hicks

    Wow!  Have just tried to mark a new booking as provisional.  Just how buried could that be?!?  I can see that something was due to be set up 18 months ago - but from a usability perspective how you mark someone as provision is terrible!

    I created a booking (it's a provisional one).  Then I had to find out where to mark as provisional.  Eventually, after entering just about every page associated with the booking, I came upon the booking via the booking ID.  Then I had to hit edit (under Action) - and then I finally found the provisional check box! 

    Really, this should be part of the initial create registration form.  I'd expect to see the checkbox when I add a student.  But look!  It is there - but only if you select "add student" from within an existing registration (eg registration number #30092).  That 'add student' link does include the provisional box.  If, however, you add a student from the main event page (under Students section) the provisional box most definitely is not there.

    Was this a case of making an update without fully testing it perhaps?

    I've included two screenprints so you can see what I mean.

    Thanks for fixing this.  Half of our bookings are provisional before confirmed and we really would like to track the provisionals so would like this one fixed asap!

    Cheers,

    Donna




    Screen Shot 2015-01-06 at 14.47.11.png
    Screen Shot 2015-01-06 at 14.46.53.png
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    Donna Hicks

    Hi All,  I can see that we have provisional bookings enabled - BUT - when you have set up communication triggers (confirmation of registration, course joining instructions, one week reminder, one day before reminder....) that are sent automatically then they also go out to those who are provisional bookings!! Even if you just created a provisional on a course following a sales discussion and in order to enable follow of sales enquiries.  Twice at least now I've had confirmation emails go out to provisionals...  Administrate tell me they will only plan this enhancement (aka bug fix as far as I can see!) if everyone votes for it here.  So I'm going to go and open up a new ticket now - and hope that anyone that receives this notification will kindly vote for me!

    Cheers

    Donna

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    John Peebles

    Hi Donna,

    You're right on the provisional booking feature being buried - that's because it's not really implemented well, and was turned on for your instance by accident.  I'm sorry about that.  Therefore, other features around this are not going to be "provisional booking aware" as you've seen with the communications triggers.  I know this is frustrating, and I'd be frustrated too if I were in your position.

    I also know voting for this stuff can be a bit tedious as well, but we're trying to make sure we're delivering high value features for everyone, so the voting is helpful for us to gauge user needs.  I'm going to personally look into this for you at our next product meeting, thanks for taking the time to put up a comment. 

    We'll be in touch!

    John

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    Tappenden, Tracy

    I too have been waiting for a provisional booking option that works ever since we switched to Administrate more than 4 years ago. It's a very obvious omission in this system that should be rectified as a matter of priority. Every training organisation I know takes provisional bookings. We currently have to log these manually and only place them on Administrate when confirmed - tedious and a waste of time!

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    Donna Hicks

    Hi Tracey - thanks for adding your comment too.  I suspect, now that John Peebles is in the mix here, that we'll ensure a faster response!  John - I've added a few change requests today - the communication triggers issue is another one close to my (and Jimbo Davies') heart too.  You've a potentially excellent product but some of these bugs do need some attention.  The more we play with it, the more we find that could be improved.  Like Tracy, we now don't list provisional bookings - or else we don't let any communications go out automatically - which kind of defeats the purpose of having them.  

    Thanks for your update post next product meeting John.

    Cheers,

    Donna

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    John Peebles

    Hi Everyone,

    Thanks a lot for your comments and interest!  I discussed this with our product team last week, and here's the bottom line - we're weeks away from releasing a beta version of the new events system.  This has been a long time coming, and we'll be announcing it shortly.  There will be three phases we go through with this system:

    1. Visual redesign & feature parity with the existing system.
    2. Critical features added that have been long requested (like provisional bookings) over the past several years.
    3. Other nice-to-haves (driven by customer comments and this forum of course).

    Phase 1 will be the first week of April.  Phase 2 will be during the month of April, and Phase 3 will be ongoing until the product is officially launched.  We expect the beta to be usable throughout these phases, and you'll be able to switch back and forth between the old system and the new with ease.

    One of the critical features we've identified is the need for a wait list, and it's the first thing we'll be adding in Phase 2.  This will allow you to mark delegates as waitlisted, and even have specific communication trigger hooks to let you inform someone when they move up or down in the queue.  At this point, it would be a waste to try to shoe horn any updates to the old system with the new system literally weeks away.  I hope this makes sense, and stay tuned for a communication (and a webinar or two) about this very shortly.

     

    Thanks!

     

    John

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    Jimbo Davies

    This is great news John - can't wait. (That sounds sarcastic, I'm serious!).

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    Julie Skett

    Hi,

    Just caught up on this thread and its great to hear about the upcoming beta. 

    Could you provide a little more data about how we will go about using the new system and or how the beta will be released? I will most certainly needs to test and make myself aware of all the changes so I can create a training schedule before rolling it our to my employees.

    Thanks

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    Julie Skett

    In addition - Is there any way of getting a list of new features or what has changed to accompany the release of the beta? I am thinking ahead about planning my training - Is there any way to get access to the beta currently?

    Thanks.

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    John Peebles

    Hi Julie,

    We'll have a lot of detailed information for you soon, which will be communicated to all customers.  Also, this won't be a mandatory transition at first - there will be ample time to try both systems side by side and submit feedback.  Then everyone can transition as they see fit.

    John

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    Almond, Paul

    Hi John,

    Has the first phase of the beta begun? I'd be interested in viewing the beta.

    Thanks

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    Woodrow, Lindsey

    Being new to Administrate can you confirm if this feature has been added/is working properly?

    Just so I can ensure provisional bookings don't receive the communication triggers that are intended for confirmed bookings?

    Thanks

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    Donna Hicks

    Hi Lyndsey,

    No this has not been added and we are finding this REALLY FRUSTRATING (after using the system for 6 months).  We understand that there will be a way to add provisionals - but not as so called provisional bookings - but as some other kind of booking (which we'll treat as a provisional).  But I'm afraid I don't know the timeframe.

    As a result, like you and everyone else will have to - we have had to set up ALL communication triggers as manual - and have to click and send every communication one at a time, clicking on the 'hold' button once the time comes - so that the provisional bookings don't receive the communication triggers too.  It is a complete pain in the bum doing this.

    Would be very happy to hear from John Peebles with an update and dates.

    Oh and, while you're at it - please, please, please can be organise triggers based on whether public schedule or IHT.  I can't know how many times we've sent in-house course joining instructions to public course delegates - or vice versa - since both are listed on the event page.  We would set up a completely different set of communication triggers for in-house courses if we could....

    Cheers,

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    Woodrow, Lindsey

    Thanks Donna - yes, we currently have everything set up as Manual too, so didn't want to change this until I knew this update had been made.

    Just hoping this post will remind Administrate the timeframes they put forward on an earlier post...it's not good bearing in mind we're now Mid-June and nothing's happened (they said Phase 2 would be completed in April).

    Thanks,

     

     

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    Doug Innes

    Looking forward to this being in place soon

     

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    Troy Michels

    In the new event system released last year, students can be identified as "interested" and optionally reserve a seat in a course and are visible beneath the list of students fully booked on the course.

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