Session registration cancellations

Understand cancelled registrations

For a manager:

For a manager, the Cancel a registration action is possible in several screens : validated registrations, registrations for a session. In the page action bar, a Cancel button is available after selecting one or N entries from the list.

A deleted registration will never be charged, a cancelled registration can be charged. In addition, cancelled registrations are always visible in the analyses.

For a learner:

• On the learner's side, it is also possible to cancel their training in order to limit absenteeism. This action is possible on the course sheet, a Cancel my training button is accessible.

The visibility conditions for this button are as follows :

• The session should not be started.

• A cancellation period must be set at the configuration level.

Information to be entered:

• In the 2 use cases (manager and learner), when clicking on the Cancel button, a window opens with information to fill in. Indeed, the user is asked to enter the reason in order to have a written record of the cancellation.

• Chargeable: this option enables you to define whether the registration should be invoiced or not; by default, a cancelled registration is not invoiced.

• Cancellation reason: This is the type of reason for the cancellation, selected from values – possible values: Wrong dates, profitability, logistical reasons, tutor unavailable etc…

• Description: text field, user's comment on the cancellation – a comment is mandatory by default, but it is possible to change this setting via the setting of a pop-up.

A cancelled registration can be restored. We find it in the list of unregistered persons, a column has been added in the table in order to distinguish those who have been unregistered from those who have cancelled.

When cancelling a registration, depending on your configuration choices, the registration can be placed on the waiting list.

Understand the automatic billing period when cancelling a registration

Depending on your settings, it is also possible not to fill in the box to be invoiced manually but to configure a free cancellation period (for all courses).

Reason for cancellation with a registration charge

Explanation of the 3 possible cases:

• If the deadline has passed, a message will appear indicating that the registration will be charged.

• If the deadline has not passed, a message will appear indicating that the registration will not be charged.

• If the free cancellation period has been set for an employee, manager and/or administrator. This period is established in number of days and can be modified by domain in the configuration settings.

Because we automatically determine the billing for the registration, the To bill check box disappears from the form.

Cancel a session

Open the menu Administration > Training > Training sessions

A session can be cancelled for various reasons : too many employees absent for this session and break-even point not reached, logistical problems (dates, rooms, equipment, etc.) that do not allow the initially planned training session to be maintained. It is therefore necessary to cancel it.

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Training button.

   • The Training tab appears on the screen with the training information.

3. Click on the Sessions tab to view the sessions for this training.

4. Select the desired session from the list, then click the Cancel button.

   • A pop-up appears in which you have to give reasons for the cancellation.

If validated, a confirmation message will appear on the screen.

Or

Open the Administration menu > Training > Sessions

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired session from the list, then click the Cancel button.

   • A pop-up appears in which you have to give reasons for the cancellation.

Additional Information

By cancelling a session, you permanently cancel the registrations for the session (physical deletion without the possibility of restoring the registrations) and the session is no longer visible except in the Analysis menu. If a cost had been entered in the Reports tab, it will not be reflected in the cost tracker, the 7-day rule does not apply.

The reason and comment of the session are carried over to registrations that have not already been cancelled. Cancelled sessions are no longer visible in the screens, except in the Analysis section where they can be filtered.

Explanation of the information to be entered when cancelling:

• Reason for cancellation: This is the type of reason for cancellation.

• Cancellation comment: Text field, user's comment about the cancellation.