You and your team of providers can also manually add, deactivate, and reactivate registrations for your participants. Additionally, if your organization has the capacity and waitlist features enabled, you can manually promote participants from the waitlist as needed.
In this article:
Add Registration
You can manually add a registration for a participant. This includes the ability to override any capacity limits for a session.
If you use our online registration system, it is important to note that you will also need to add any Tuition, Coupons, or Add-Ons associated with the participant's session.
To add a registration for a participant:
- In the participant's profile, click the Registrations tab.
- Click the NEW REGISTRATION button.
- Check the box to select Participant, and then check the box to select Current or Upcoming, depending on the dates of the session.
- In the Select from (#) Groups box, click the name of the group(s) for which you want to register.
- Depending on whether you would like to manually add the Waitlist, Tuition, and/or Required Add-Ons to the participant's registration, check the boxes below the respective items next to Group Name:
- Check the box next to Waitlist if you would like to manually add the participant to the waitlist for the session.
- Check the box next to Tuition if you would like to add tuition to the participant's registration.
- Check the box next to Required Add-Ons if you would like to add the session's required add-ons to the participant's registration.
- Click the REGISTER button.
Deactivate Registration
You can deactivate a single registration for a participant, or you can use the Bulk Registration Deactivation feature and deactivate several registrations at once.
If you are using our online Registration system, please note the following:
- Refunds must be initiated by a provider. They are not automatically initiated when a session is deactivated. You can learn more about initiating refunds in our Participant Account > Refunds article.
- Protection Plans are not automatically refunded. A participant must email support@docnetwork.com with a written request to refund the protection plan. You can read more about this in our Protection Plan article.
Important: If a participant changes their mind about attending a session, they cannot use their account to register for a session that has been deactivated. It must be reactivated by a provider.
Deactivate Single Registration
To deactivate a single registration for a participant:
- In the participant’s profile, click the Registrations tab.
- Click the name of the session that you want to deactivate.
- Click the DEACTIVATE button.
- (Optional) If there is a cancellation fee, in the Cancellation Fee box, type the amount, then click the DEACTIVATE button.
- In the Deactivate Registration window that appears, click the DEACTIVATE button to confirm.
Deactivate Multiple Registrations
You can deactivate registrations in bulk for a participant.
To deactivate several registrations for a participant:
- In the participant’s profile, click the Registrations tab.
- Click the DEACTIVATE REGISTRATIONS button.
- Check the boxes to select the registrations that you want to deactivate.
- (Optional) If there are cancellation fees, in the Cancellation Fee box(es), type the amount(s).
- Click the SUBMIT button.
- In the Deactivate Registrations window that appears, click the OK button to confirm. A Success message will appear.
Reactivate Registration
If a participant wants to attend a session that has been deactivated, only a provider can reactivate the session for them. This may occur when a participant cancels their original registration and later requests to have it reactivated.
If you use our online registration system, it is important to note that you will also need to reactivate any Coupons or Add-Ons associated with the session.
To reactivate a registration for a participant:
- In the participant’s profile, click the Registrations tab.
- Click the name of the session that you want to reactivate.
- Click the REACTIVATE button.
- In the Reactivate Registration window that appears, click the REACTIVATE button.
Add Coupons and Add-Ons
You can manually add or remove a coupon or add-on in a participant’s registration.
To add or remove a coupon or add-on:
- In the participant’s profile, click the Registrations tab.
- Click the name of the session that you want to edit.
- Click the EDIT REGISTRATION button.
- Do one of the following, depending on whether you want to add or remove a coupon or add-on:
- To remove a coupon or add-on, click the Delete icon (
) next to the add-on or coupon that you want to remove.
- To add a coupon or add-on, check the box(es) next to the items that you want to add, and then click the REVIEW CHANGES button.
- To remove a coupon or add-on, click the Delete icon (
- After you have reviewed the changes, click the CONFIRM CHANGES button.
Waitlist
Your organization can choose to enable a waitlist for a session if the capacity is met. This will allow people to register for a waitlist if the capacity of the session is full. For more information on how to enable waitlist and capacity, check our our Enrollment Settings article.
If your organization has capacity and waitlist enabled, you can view all participants currently on a waitlist and manually promote a participant from the waitlist from your provider portal.
Keep in mind the following considerations:
- Promoting a participant from the waitlist overrides the capacity; it will not change the set capacity.
- The waitlist is not automatic.
Important: If you plan to deactivate a participant’s registration for a session that has been waitlisted, you will want to promote a waitlisted participant FIRST. If you deactivate a participant before you promote someone from the waitlist, the spot will be available for anyone registering and a waitlisted participant might be skipped over.
Promote from Waitlist
To promote a participant from the waitlist:
- In a participant's profile, click the Registrations tab.
- Click the name of the waitlisted session.
- Click the PROMOTE FROM WAITLIST button to enroll them in the session.
- In the Promote from Waitlist window that appears, click the OK button.
View Waitlist
To view a list of participants currently on a waitlist for specific sessions:
- In the List Builder, click the ADD CONDITION button.
- In the condition box, select Group Select.
- In the middle box, select is.
- In the last box, select the group(s) for which you want to view the waitlist.
- Click the ADD CONDITION button
- In the condition box, select Waitlisted Status.
- In the middle box, select is.
- In the last box, select Waitlisted. You can learn more about how to use the List Builder in our List Builder article.