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New programme with existing clients

When you finish old programmes/classes, you have many clients who want to continue with you. That’s why you start thinking about how to create new programmes and how to transfer your client database.

The app allows multiple ways you can do this for them or with minimal help from them.

Create a new class​

It is not always necessary to create new programmes. This procedure counts on the fact that the programme with its setting remains and you just want to create a new class of people for a new duration of the programme.

You can create a new class within the programme and give it new properties or copy an existing class. Advantages of copying the class:

  • copy all class settings
  • possibility of copying terms
  • possibility of copying bookings

For a step-by-step guide on transferring and copying individual bookings, see Transfer and copy bookings.

Copying all class settings​

When copying data, you always have the option of editing it. Whether it’s settings, sessions or bookings. If you want to copy bookings along with the class, be aware that this is a copy not a transfer. This means that no credits, make-up sessions or payments will be transferred to bookings. Bookings will have a new booking number (variable symbol) created with completely clean credit and payment details.

But at the same time, you don’t have to worry that the data will be lost or that the client will no longer have access to it. The client can access the make-up sessions as well as the payment data via his/her profile, where he/she can see all the data from the original bookings and can subsequently work with them further (e.g. replace sessions).

When copying bookings, it is important to remember that you are not copying the client, but only the client’s booking with the client’s basic data. The system looks at clients through their bookings. This means that one client can have several bookings for different programmes. Therefore, a new booking number is created for the client.

This copying procedure allows you and your clients to have order in your payments, terms and make-up sessions.

If you need to move a client to a class and want to keep the payment or credit details, use the Transfer function on the booking detail. Transfers are done individually per booking, not in bulk. See Transfer and copy bookings for the full workflow.

Of course, you always have the option of leaving the booking up to your clients, who will be notified that you have launched a new programme and can enrol for it through your site.

Creating new sessions​

If you choose this approach, you will have less work to do in the administration of the application.

Pros:

  • you don’t need to create a new class
  • no need to copy/move bookings

Cons:

  • less clarity in administration – long list with sessions
  • less visibility in payments of both you and the client – debts from the previous period are also displayed

In this procedure, you only create new terms within the original class. This will ensure that the original bookings are still valid and will just have new dates added to the programme list. The terms of payment as well as the make-up sessions remain as they were before.

But what you and your clients may be missing is clarity in terms or payments. Clients as well as you will have a long list of appointments and a poorer track record of payments that will be cumulative within a single booking.

Also, don’t forget that if you have clients who will not continue the programme for the term you need to manually discard their bookings by changing their booking status. This will ensure that the system does not send them notification emails and that space is freed up for other applicants.