In-Person Class Registration

In-Person Class Registration – Top level admin & Manager Guide

Our in-person class registration system allows both Top level admins and Managers to manage training. This article explains how to create, register, and track attendees, with role-specific instructions.

📝 Overview

• Top level admins can create courses, schedule classes, and manage attendees across all locations.
• Managers can register and manage attendees from their own location only.
• A Course is the overall subject (e.g. First Aid).
• A Class is a specific scheduled session of that course (e.g. First Aid – Auckland, 12 Oct).

🛠️ Admin Guide

Top level admins have full control across the system.

1. Create a New Course

• Go to Location Dashboard → Manage tab → Courses.
• Click Add New Course → Add New In-Person Course.

Complete the form:

• Name & Description – details of the course.
• Status:
  • Active – available to book.
  • Draft – in setup; not visible.
  • Archived – no longer available.
• Locations – deselect if not all apply.
• Image – optional.
• Expiry – sets how long the course stays valid (e.g. 12 months).

• Save → you’ll be taken to the Add Class screen.

2. Add a Class

From the course page, click Add Class.

Enter details:

• Location
• Capacity
• Start/End Date & Time
• Status: Draft / Open / Locked
• Duration & Description

• Save → the class will appear under the course listing.

3. Manage Attendees

• Open a class → select Add Attendee.

• Search by name or location → add attendees.
• Success shows in a toast notification.
• If the class is full, new attendees go on the waitlist.
• Edit attendees:
  • Use the pencil icon to change status: Attending / Waitlisted / Completed.
  • Add notes (dietary requirements, accommodation).

• Delete attendees if required.

4. Mark Training as Completed

• After the class, open the course → go to the class.

• Edit attendee → set Status = Completed Training.

• Completions appear in:
  • The attendee’s Completed Training tab.
  • The Training Detail Report (duration is pulled from class setup).

👩‍💼 Manager Guide

Managers cannot create courses or classes but can register and manage attendees from their own location.

View Available Courses

• On the Dashboard, find the Courses widget (right-hand side).
• 📷 Screenshot: Dashboard with Courses widget highlighted
• Click View Available In-Person Courses.
• You’ll see courses and classes for your store/location only.

Add Attendees

• Open a course → select a class.
• Search by name or use the + icon to add attendees.
• 📷 Screenshot: Add attendee with + icon and toast message
• A green tick + toast notification confirms enrollment.
• Use breadcrumbs to return to the course/class view.

Manage Attendees

From the class screen, you can:

View course details (date, time, duration).

See capacity status (attending, waitlisted, completed).

Review attendee list (with enrollment date + notes).

Download CSV for your store’s attendees.

📷 Screenshot: Class overview with attendee list

✅ Key Differences

❓ Troubleshooting & FAQs

I can’t see a course or class I know exists.

• Managers only see courses for their location.
• Top level admins should check the course status (Draft/Active/Archived).

Why is someone being waitlisted?

• The class is at full capacity.
• A Top level admin can increase the capacity if needed.

What’s the difference between a course and a class?

• Course = the subject (e.g. First Aid).
• Class = a scheduled session of that course (e.g. First Aid – Auckland, 12 Oct).

Can Managers mark training as completed?

• No, only Top level admins can do this.

How do I handle no-shows?

• Top level admins can update the attendee to Waitlisted or remove them. These people will not have their training marked as complete.

Why don’t my notes show for all attendees?

• Notes are tied to individual attendee records within a specific class.

How do expiry dates work?

• Training expires after the set number of months (e.g. 12 months for compliance).

Can I download an attendance list?

• Top level admins: yes, for all locations.
• Managers: yes, for your own location only.

👉 Tip: Use CSV exports if you need an offline record of attendees or completions.