Every sign-up for one of your sessions lands in Registrations, whether the customer registered on your website, a partner institute booked it, or your staff entered it. This is where you confirm registrations, record money received, and make changes.
How to get there
Open Educatify → Registrations.
How registrations arrive
- Paid online by card: the registration is marked Confirmed straight away.
- Cash or cheque chosen at checkout: a registration with an amount owing stays Pending until you confirm it. A public registration whose final total is zero, including a full promotional discount, is confirmed immediately.
- Partner institutes: bookings go to the Partner Registrations tab (see Affiliate institutes (partner portal)).
The customer and your team receive a confirmation email. Who on your team is notified is set in Account Settings → Notifications.
The tabs
| Tab | What it lists |
|---|---|
| Pending | Registrations awaiting confirmation for sessions that have not ended yet (including sessions with no end date). |
| Confirmed | Confirmed registrations for sessions that have not ended yet. |
| Archive | Registrations for sessions whose end date has passed. |
| Partner Registrations | Bookings made by your affiliate institutes, with an Institute filter. |
Each row is one student in one session, so a registration for two children shows as two rows with the same ID. Rows show the ID, date, name (click to open the client), program (click to open the program), Balance and status.
Search and filter
- Type in Search registrations and click Search. Clear resets it.
- Click the filter (funnel) button to open Filter by course. Search by course title or code, tick one or more courses, and click Apply.
Change several registrations at once
- Tick the rows you want. A bar appears at the bottom of the screen.
- Pick a status in Change Status To (Pending, Confirmed, Cancelled or Archive) and click Go.
- Or click Send Review Invite to email those students a link to review the course (see Reviews), or Delete Selected.
Deleting removes the student from that session for good. To keep a record of a withdrawal, set the status to Cancelled instead.
Download a list
Each tab has a Download (CSV) button that exports that tab, respecting your course filter. Open the file in Excel or Google Sheets, for example to make a class list.
Open and edit a registration
Click the edit icon on a row to open Registration Details:
- Client and Status: change who the registration belongs to, or its status.
- Programs: each student and session, with promotion, fee, tax and total. Use the remove icon to take a line off the registration.
- Add Program: choose an existing student or enter a new one, search for the program by code or title, tick the session(s), and click Add Selected Sessions.
- Payments: lists payments already received. Add Payment records money you received another way: enter the Amount, Payment Method (Cash, Check, Credit Card, Debit Card, Stripe, PayPal or Other) and, optionally, a transaction ID or the last four card digits. This only records the payment; it does not charge a card.
Click Save Changes when you are done.
Create a registration for a customer
For phone-in, walk-in or manual sign-ups, click New Registration:
- Select Client: search by name or email, or enter the first name, last name and email of a new customer.
- Select Session: type at least two characters of a course title or code. Sessions marked Full cannot be picked. You can add more than one session.
- Add Students: enter one or more students for each session. A running total is shown.
- Review & Submit: when there is something to pay, choose the Payment Method (Cash, Cheque, Purchase Order or Complimentary). This records how they are paying; no card is charged. Click Submit Registration.
- Confirmation: shows the registration number, with View Public Invoice to open a shareable invoice and New Registration to start another.
Registrations created this way are Confirmed straight away and send the usual confirmation emails.
Tips
- Customers can pay an outstanding balance themselves from their account on your website. See Your customers' client portal.
- After adding a program to an existing registration, check the total and balance before asking the customer to pay. If they look wrong, contact us.
- After changing the client on a registration, check that the student names on it are still right.