Admins can book courses in the back office for individuals and groups, cancel delegates from group bookings, and add discounts to bookings.

Creating a Back Office Booking for an Individual

To create a back-office booking for an individual, follow the steps below:

1. Log in to CourseCo as Admin.

2. Navigate to the Bookings module.

The Bookings page will be displayed.

3. Click ADD BOOKING.

The Create a new booking page will be displayed.

4. From the Booking Type dropdown list, select Booking for a single student.

5. In the Student name section, search the student’s contact for which you want to add a booking. Search by the student’s First/Last name or mobile number and select the student from the suggested contact list.

In the Select a schedule section, select the range of schedules that you want to view. You can filter the schedules by All, Past, or Upcoming.

6. In the Select field, select the Single option. This option allows you to book a single schedule for the selected student.

7. Click the Select button for the course and the specific schedule which you want to book.

You will be redirected to the Payment details section at the bottom of your screen. Review the payment information.

8. In the Purchase order number field, enter the relevant payment ID if paid via EFT or cash in the office. These are the only options allowed as this booking is for an individual student (not linked to organisation).

9. Click Book.

Outcomes:

  • Booking will be confirmed.

  • An email will be sent to the delegate.

  • An invoice booking with an outstanding transaction will be created if pending payment.

  • The student can view the booking in their portal.

  • Timetables will be updated.

  • Attendance reports will be updated.

  • The booking will be reflected in the upcoming booking and revenue reports.

Creating a Back Office Group Booking

Booking for a group is created for organisations and their delegates with a lead booker linked primarily as a point of contact.

A back-office booking creates an outstanding transaction that updates after the back office booking has been made.

1. Log in to CourseCo as Admin.

2. Navigate to the Bookings module.

The bookings page will be displayed.

3. Click ADD BOOKING.

The Create a new booking page will be displayed.

4. From the Booking Type dropdown list, select Organization booking for multiple delegates.

5. In the Organization name section, search and select the organization’s name for which you want to add the booking.

6. Search the leadbooker’s name for which you want to add a booking. Enter the leadbooker’s last name or first name.

7. Select the leadbooker’s name from the suggested contact list.

8. To add delegates, search and select the contact of the delegate in the Select delegate field and click Add delegate. Repeat this step for as many delegates you want to add to the course booking.

The lead booker and the delegates must be linked to the organisation in order to be available to select.

In the Select a schedule section, select the range of schedules that you want to view. Filter the schedules by All, Past, and Upcoming.

9. In the Select field, select the Multiple options. This option allows you to book multiple courses and schedules for the selected delegates.

10. Check the boxes for the courses which you want to book.

11. Select the required schedule from the calendar.

You will be redirected to the Payment details section at the bottom of your screen. Review the payment information.

12. Enter the PO number if available.

13. Click Book.

Outcomes:

  • Booking will be confirmed.

  • An invoice booking with an outstanding transaction will be created if pending payment.

  • A confirmation email will be sent to the lead booker with booking information.

  • An email will be sent to all delegates on the group booking.

  • Timetables will be updated.

  • Attendance reports will be updated.

  • The booking will be reflected in the upcoming booking and revenue reports.