Manage lessons
Manage lesson enrollments
Register people, follow the lists, invoice and export
The Manage registrations page brings together, for each lesson, the list of registered people, manual registration by the administrator, invoicing and exports (Excel, Youth and Sport).
1Choose a lesson
In the side menu, open Lessons, then Manage registrations. On the left, the list of lessons (field Search a course…): the green dot shows that registration is open, the orange badge the number of registrations to invoice, the gauge the number registered against the maximum. Finished lessons are collapsed under Finished courses. If the club has several sport-seasons, buttons at the top let you switch between them.
The list of lessons on the left and the details of the chosen lesson on the right.
On the right, the lesson header shows the registration period, the dates, the age, the number to invoice and how full it is. The Modify lesson button opens its settings.
2Sign up a player
Click Sign up a player. In the panel, type at least 2 letters of the name in Person and choose the person, then choose the Item (the rate): only the prices of their subscription are offered. Answer the lesson's questions and click Sign up for a lesson.
The "Sign up a player" panel.
If the person does not meet the lesson's age or gender criteria, a message says so, but registration is still possible: you decide on exceptions. The person's AVS number, if already known, is filled in automatically.
3The list of registered people
The table lists the person, the registration date, the number of lessons per week and the item. An icon next to the name shows a registration already invoiced; clicking the name opens the person's record. At the end of each line:
- Move the person to another lesson (crossed arrows): opens the Transfer registration panel, where you choose the lesson and the desired registration; the registration is moved outside any group;
- Edit (pencil): opens the Modify registration window to correct the membership, the preference and the answers to the questions. Write the preference in the form "Monday 17:00 - 18:00, Wednesday 14:30 - 15:30" so that guided placement recognises it;
- Delete (bin): deletes the registration after confirmation.
The bin does not check invoices. For a student who has already been invoiced, use the button Remove / unregister on their card in Manage groups instead: it shows the effect on the invoice and refuses to change a paid invoice. See Manage lesson groups.
Invoicing buttons, exports and actions for each registration.
The "Modify registration" panel.
The "Transfer registration" panel.
To move a pupil from 1 to 2 lessons a week (or the reverse) without unregistering them, use instead the rate change button on their card in Manage groups: see Change the rate of a registration.
4Export the list
The buttons above the table export the list: Copy, Excel, CSV and PDF export the table as displayed; Excel+ produces a detailed list (contact details, answers to the questions); Sportdb, BDNS personne, BDNS activités and BDNS présences produce the files for Youth and Sport. See Invoicing check and Youth and Sport export.
5Invoice the registrations
For a lesson For the season, two buttons prepare the invoicing:
- Invoice registrations: all registrations, whether assigned to a group or not;
- Invoice people who are in a group: only the assigned pupils (recommended once the groups are set up).
Each invoiced registration becomes an item to invoice linked to the person (Bills module, Link an item to a member page, Not invoiced filter). It is added automatically to their next invoice when you create the invoices in Manage invoices.
Lesson items waiting to be invoiced.
For a lesson For each session or By presence, invoicing is started from Manage groups. A pupil registered 2x a week but assigned to only one group is not invoiced by "people in a group" until their rate is corrected.
6Check invoicing
The button Invoice control opens a panel that sorts the course checks into two families. Each chip shows the number of people concerned; click it to display the list.
- Groups : In a group, not invoiced (student placed in a group, with no item to invoice and no linked invoice) and No group (registration not placed in any group, invoiced or not);
- Invoicing : Overdue invoices (linked invoice with an open balance and a past due date), In lessons without invoice, Multiple presence in the invoice, Invoiced but not in lessons and In lessons without linked articles.
A course's invoice control, with the Groups and Invoicing families.
In the lists of the Groups family, the Invoicing column shows where each registration stands: Not invoiced yet, Item to invoice, not on an invoice yet, the invoice number (paid or not), or Marked as invoiced, no linked invoice.
Marked as invoiced, no linked invoice: these registrations are skipped by the invoicing buttons. They often come from a course copied from a previous season with the invoiced status kept. Check them one by one before invoicing.
Correcting an invoicing error: if an invoice was created with the wrong rate, first correct the registration (rate change or the person's subscription), then the invoice concerned in Manage invoices. Do not delete a registration already invoiced without dealing with its invoice.
Plugin.ch tutorial — Manage lessons