Group or seminar registration

Introduction

Group registration on Yoplanning.pro is a feature designed to facilitate the management of reservations for groups, classes, or corporate seminars. It offers flexibility in billing, either by the number of participants or by the session, and allows simplified management of registrations, even if the number of participants changes.

How to use group registration

1. Billing Considerations: Before registering a group, determine which billing method is right for you: per participant or per session. This decision influences how you will enter the registration.

2. Product selection: Depending on your situation, you can use standard or specific products for groups. For frequent corporate seminars, a customizable generic product is recommended. For the creation of a product, please refer to this article.

3. Creating the session: In the schedule, create a session at the scheduled date and time. If the session is a quote and is not yet confirmed, mark it as unassigned to avoid blocking resources unnecessarily. For session creation, please refer to this article.

4. Adding a participant: After saving the session, add a participant by searching among existing participants or by creating a new one. Use the first and last name fields to designate a group or class if necessary. For easier management, separate registrations by specific need or by supervised group. To add a participant, please refer to this article.

5. Quantity Change: Change the quantity by selecting the line and using the checkbox to indicate the exact number of participants. If the number of participants is unknown at the time of entry and billing is per session, this will not affect the quote.

6. Completing registration: As usual, click on "sell" to generate an order that you can print as a quote.

Note: Please note that it is possible in the orders, if you do not want to display all the detailed prices of all the activities in the quote, to group all the activities of your order into a single line that totals the different activities. You should know that on the other hand, at the time of the final invoice, all the lines will be visible again, one by one to comply with the legislation on the traceability of activities and supervision. More information, click here \

Tips for use and best practices

• Prefer per-session billing to simplify management and registration, especially if the number of participants is likely to change.

• Separate registrations by specific need for better organization and ease of management on the schedule.

• Use a generic product for frequent corporate seminars, which you can customize for each event.

Common Problems and Solutions

• Issue: Changing the number of participants Solution: If the number of participants changes, you can easily change it in the registration. If the billing is per session, this change will not affect the quote.

• Issue: Blocking resources by mistake Solution: If a session is mistakenly marked as assigned and is blocking resources, change its status to "unassigned" until the activity is confirmed.

By following these steps and tips, you will optimize the use of the group registration functionality on Yoplanning.pro, thus facilitating the management of group reservations while effectively responding to the specific needs of each client.