Group or seminar registration
Introduction to the group registration feature
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
Preliminary consideration of invoicing: Before registering a group, determine the invoicing method suited to your needs: per participant or per session. This decision influences how you enter the registration.
Product choice: Depending on your situation, you can use standard or specific products for groups. For frequent corporate seminars, a generic, customizable product is recommended.
Creation of the session: In the schedule, create a session on the scheduled date and time. If the session is a quote and not yet confirmed, mark it as unassigned to avoid blocking resources unnecessarily.
Adding a participant: After saving the session, add a participant by searching among existing participants or 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.
Editing the quantity: Change the quantity by selecting the row 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.
Finalizing the 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 orders, if you do not want to display all the prices in detail for all activities in the quote, to group all the activities of your order in a single line which totalizes the different activities. Please note 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 billing per session 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 errors and solutions
Changing the number of participants: If the number of participants changes, you can easily modify it in the registration. If billing is per session, this change will not affect the quote.
Blocking resources in error: If a session is mistakenly marked as assigned and blocks resources, change its status to "unassigned" until activity is confirmed.
By following these steps and tips, you will optimize the use of the group registration functionality on Yoplanning.pro, making it easier to manage group reservations while efficiently meeting the specific needs of each customer.
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