Overview

This course session window is called the Manage Course window. Open it in Calendar and Click New Booking at the top to make a new booking.

Access it from the Calendar Module, or jump to this window from any of the Contracts in that course.

Make a New Booking

To make a new booking, click New Booking at the top of the Calendar Module or Manage Course window.

Alternatively, go to the customer record of the person that will be the contract holder. Go to their bookings tab, and click New Booking at the top.

Understanding the Booking Contract, Related Invoices, and Price Changes

Invoices tab within the contract

You can view all invoices generated by a contract on the Invoices tab within the expanded contract view.

After the contract is initially created, any changes to pricing—such as adjusting the participant count or applying custom pricing—will generate a new invoice based on the previous one, as long as the "Create Invoice" toggle is enabled during the update.

When Accepting Pricing changes, the toggle to create an invoice is on by default. This cart preview shows the next invoice due for adding more enrollees to the booking.  

• Accept Changes
• Keep Invoice toggle ON
  
  

Pricing History Tab Within the Contract

The Pricing History displays each version of the contract’s total price at the time of every edit.
For each entry, it shows: “As of [date/time], the total price of this contract was $XX.”

A new entry is added whenever unassigned enrollments are assigned—even if the total price doesn’t change. As a result, you may see repeated entries with the same amount.

Collect the Balance Due for the Contract

You can see any Balance Due on the Contract in the Manage Course window.

Jump to the cart to collect payment: hover over contract holder and click the cart.

Reducing Enrollment - Credit Invoices

If changes to a booking result in a credit invoice for the customer, it can be issued and will automatically apply to any open invoice (e.g., if the plan hasn’t been paid in full).

If the plan has already been paid in full and the credit needs to be refunded to a credit card, there are two options:

Option 1: Manual Refund via Invoice Return

1. Edit the booking to reduce the participant count.

2. Accept changes, but toggle OFF the Prorated Invoice option.

3. Go to the original paid invoice and return the appropriate line item.

4. In the cart, edit the line item amount to reflect the refund amount.

5. Process the refund to a credit card (you’ll need the customer’s card information).

Option 2: Refund via Prorated Credit Invoice

1. Edit the booking, accept changes, and toggle ON the Prorated Invoice option.

2. Add the refund credit card as a Payment Method on the contract holder’s customer record.

3. Use the Refund button at the top of the customer record to issue the refund to the card on file.

Check In for Programs

Assigned Enrollments

Enrollees of a course will be auto-checked in to that course if they check in within the timeframe designated in the Program Check in guard.

Unassigned enrollment spots

BEST PRACTICE: Assign enrollment in advance, before arrival if possible. Assigning before arrival, from the Group Management Profile link on the Customer's tab in Edit Booking.

Upon arrival, check in on the Check-in tab of the program OR through the check in module, and if captured in the window of program check ins guard, it will be  or check in tab in the Manage Course window.  

If you assigned enrollments that didn't show, you can still remove them and adjust the price of the event if needed.  

View Plan Question Answers on the Attachments Tab

If the plan asks questions at booking, you can view the question answers here in the Manage Course window on the Attachments Tab.

• At the bottom of the Attachment Tab below the customers and their list of attachments, select the plan name in the 'Show Question Answers' pulldown menu. 
  
  
• Select this course name in the pulldown menu to see question answers provided when booking this contract.

Export List

The Export button exports the table exactly as it appears on this screen.

Alternatively, you can use the Customer List tool to export data:

• Select all Original Grid Columns to match the table shown here.

• You can also add additional columns from the customer record if more information is needed.

Edit Booking Once the Course Begins: Unlock Pricing

Edit the booking, unlock the pricing, and then accept the changes.

Edit Concluded Booking

To Edit the booking once it has concluded, click the arrow next to View Booking and select Edit Booking.