Student Manager 8RegistrationsAn ACEware Presentation

Agenda

Registration Screen Basics

Fees, Payments, Transfers,

Cancellations

Advanced Features

A few helpful tips

Registration Basics

If your screen doesn’t look like this, your preferences may be different

Registration PreferencesCan be set on a user X user basis

All roads lead toregistrations

Look Up Name, “Add Registration” button on Name screen

Look Up CourseHit “Add Reggies” button on course screen

Look Up “Reggies” Add button on the registration screen

And there is a MASS Import option (TBCL)

Unlike the Names and

Courses screens, much of the

information on the Registration

Screen fills in automatically

Please . . .Track how you earned this registration

Want to know how well your marketing performs?

Make sure you use the Tracking Code

Yes! There is a report to monitor results.

Probably the single most

valuable Marketing code..

Status Field

Indicates the standing of a registrant: Guest, Participant, Speaker, Panelist etc.

The course must be completed by& the course was completed on

Exp Date vs Completed Date

These are two special handling dates (probably NOT used in most Open

Class Registrations)

CEU’s, Hours & Credits

CEU’s, Credits & Hours are automaticallyadded from the course screen,

but can be edited

Grade & CEUS/Hours can be mass edited from the Course

Student List View..

Cert Date can be used to indicate when a

certificate was printed

One-click buttonsGive you quick reference to other key components

of a registration

Reg Code & Misc Codecan both be customized &

validated

Who will pay for this registration?(P)articipant, (F)irm, (O)ther?

This happens automatically

Select the Main fee to be charged

The Fee Order on the Course determines the order.

(if you use Fee Preference on Name, it will look for a matching fee)

Add additional charges (or adjustments) as needed

Something unique about this registration?

Add a Registration Note

Date the confirmation was sent

Fields indicate who added the registration, who updated the

registration, & when

Of course there are UDFs!

Want to track supervisor name?

Indicates who approved registration(Can link to another name record)

Very helpful in tracking “Decision Makers” in organizations you serve..

Fees, Payments, Transfers &

Cancellations

Begin by getting your ducks in order

Assign the proper fee(s) on the registration screen

Do not proceed

until Balance Due is

correct!

How much they OWE

What have they PAID

One-time adjustment reason?Press Alt+4 for open text entry

Move from the RegistrationScreen to the Payment Screen

by clicking the Payments Button

Select your payment type:(You have 6 Standard types and may

create up to 6 custom Pay types)

Select a payment methodand fill in the details

When you are finished adding pay detail, use this button to save,

close AND print the receipt

If you make multiple payments . . .

Make certain to click the “Add” button.Otherwise, you will be changing the

existing payment

Billing Records

The “Billing Record” option creates a record for

invoicing purposes, but is not part of the enrollment count

This Option is particularly useful/applicable for Contract or “In

House” training programs)

On Billings, You may create a payment plan

You may accept multiple payments, each with a different payment method

You may pay part of a registration amount due and bill the remainder

Notes may be added to a registration

A few payment notes

Changes to a registration?You have choices!

Cancel Registration

Refund all or a portion of the money

Cancel Registration

Keep all of the money

Cancel Registration

Transfer money to escrow

Transfer registration

To a different class or participant

Cancelling Reg, No Payment

Then back out the amount owed by entering a negative adjustment

Click “Canceled”

Your Goal:

A ZERO balance… when all is done ! ! !

Use the Refund Wizardto return (or Escrow) fees already paid

You must enter a “Reason Why” you are doing this (so

it gets logged on to the Cancelled Reg)

Transfer Paymentsmove $ to another registration or into an escrow account

Escrow: Hold funds for a student for their future use

Learn more about it in the on line Help Guide

(Search for: Escrow)

Canceling a Registration with an active Billing

Advanced Features

•An individual registers in several courses and makes a payment with his credit card.

•Several employees from one company have registered in various courses. The company pays for all the registrations with one check.

•Two or more children from the same family register for a camp and a parent makes a single payment

When to group a registration

You do not need to group registrations if

you are using company invoicing

Clicking the Group button (upper right corner) opens the Grouping Dialog Box.

Answer “Yes” to connect two or more registrations together for billing purposes

New Group Look up Search by Name AND Course Title (before you could ONLY use ID and Course #)

Speed registration helps you enroll multiple participants in a single course

Select a course from the list and move to the selection screen

Make the appropriate choices and click “Add Names”

Import Wizard add names from an Excel spreadsheet

PERFECT ! ! !WONDERFUL for “Back Loading” registrants from a Contract Training Course/program.

Assign Proxy (show Proxy)

For Web Registrations: Lists the user (other “student”) who registered this person.

Staff can manually “Assign” a proxy “handler” to this registration .

Assign Proxy (show Proxy)

This allows the proxy (the person who registered this person) to go on ACEweb and

view this registration.

POINT: Your training directors/your parents, etc are able to see who they registered in

what classes (via ACEweb)

Participants may purchase multiple

seatsOr

A quantity of optional fees

(ie: books, lunches)

Would you like Fries with that registration?

Publish allows ACEweb to display the names of those registered

( for Annual Meeting/gathering events)

The option “Who Else is Attending” must be enabled in ACEweb

A few helpful tips

Need both a letter & numeric grade?

Use the grade field for the numeric grade

Need both a letter & numeric grade?

And rename the Misc Code field for the letter grade

Never delete a payment

with a receipt number

Receipt number? Void

You CAN use the Fee Preference on the Name Screen

to Set “person level” special

fees..

Senator McCain.

Let Student Manager Upsell

Catalog Builder will help you up-sell courses with similar topics, as well as keep track of prerequisites

Questionschuck@aceware.com / 800-925-2493

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