Making a Corporate Booking

The following guide covers what to do when a corporate customer would like to make a booking on a  training course.

1. Navigate to the 'Make a Booking' Tab

The 'Make a Booking' Tab can be found at the top of the page in the Header.

2. Select a Product

Products are the same as training qualifications. 

Simply select the qualification the customer would like to enrol in from the drop down list. For example, Provide Cardiopulmonary Resuscitation. 

3. Select a Region

Select the geographic region for the training. For example, Brisbane.

4. Select a Month

Select the month the customer would like to complete their training in. 

This will default to the current calendar month but can be changed as required.

5. Select 'Filter'

Selecting filter will return a list of courses matching the chosen options. From these you can find the perfect course to suit the customer's needs.

6. Select a Course

Select the course that the customer would like to book using the selection box on the left of the screen. Then select 'New Company Booking'.

7. Complete the Booking Details

Complete the required fields - 

  • No. of Attendees - how many individuals is the booking for?
  • PO Number - does the customer have a PO Number? If the customer does not have a PO number (maybe they are yet to generate one) then you can put a dummy value here. Note however, that if a PO number is required you will need to obtain in before the Course takes place
  • Bookings Account - this is a lookup field to find the customer that is making the booking e.g Queensland Rail
  • Booking Contact - this is the individual making the booking. They may be a student also, or they may not. It is important to select a Booking Contact so that a booking confirmation and other communications can be sent to the customer

After completing the required fields, select 'Create Booking'

Take a lot of care when choosing the Account to place the booking under. This should always be the lowest common denominator - the Account where the training is due to take place. For example, if the training is for Woolworths Chermside, the Account should be Woolworths Chermside, not Woolworths Head Office or Super Retail Group.

Once you have successfully created a Booking record it will appear at the top of the page in the 'Current Bookings' section.

You can update a PO Number against a Booking at any time -

  1. Navigate to the Booking record for which you would like to update the PO Number. Check out this guide for the best way to locate booking records - Managing Corporate Bookings. 
  2. Select 'Edit' from the top right hand of the Booking screen (Note, it is possible you may have to click the little arrow to the right of the buttons to find the edit option. Different users in Salesforce see slightly different things dependent on their profile and level of access)
  3. Update the 'PO Number' field as required
  4. Select 'Save'

8. Add Attendees - Existing Student

Select 'Add Attendees' against your new Booking record. This will provide you with a popup from which to add attendees against your new Booking. Type a name and use the magnifying glass to find the student you are looking for. 

Select 'Add Attendees' against your new Booking record. This will provide you with a popup from which you can add attendees to your new Booking. You should always search to see if a student already exists before creating a new one. 

At the top of the screen you can see the number of attendees the booking was made for as well as how many spots their remains to book. Once there are now spots remaining you can not add any more attendees against a booking.

When searching for a student's name some other fields are included to help you choose the right student. For example, the date of birth. If you like, you can search for a student using different information (other than their name). To do this, after selecting the magnifying glass icon choose the 'All Fields' option. You can then search by whatever you like - for example, the St John Student Number.

Once you have found the student you would like to add, click on their name to return to the attendee selection screen, then select 'Add Attendee'. This enrols the student onto the course and you will see them in the list of attendees at the bottom on the page.

8. Add Attendees - New Student

If you can not find the student, select 'Create New Student'. This will load a popup to enter the student's details. Be sure to complete all the required fields. The student will automatically be assigned a student number when the new record is saved. 

Note, the 'Account' field will be defaulted to the Account specified against the booking.

Note, the 'Account' field will be defaulted to the Account specified against the booking.

Once you have entered the student's details, select 'Save'. You will notice your new student is then ready to be added as an attendee to the course. Select 'Add Attendee'.

10. Take a Payment

If the customer would like to pay for their training course on Account via invoice, there is nothing else to do. The Booking has successfully been made! 

If however, the customer would like to pay for their course up-front via credit card you can do this directly within the booking wizard. Simply select the 'Proceed to Payment' option.

You will be presented with a screen to complete the payment. The payment amount will be calculated for you. If the customer has any special agreed pricing assigned to their Account the system will calculate this for you, no need to worry!  All you need to do is complete the customers credit card details. Once you are done, select 'Process Payment'.

The system will return a message to confirm whether the payment was successful or if there was an issue. If the payment is successful select 'Finished' and you are done!

If the payment is rejected for any reason, the system will return an error message. The error will indicate what the issue may be - maybe the provided credentials seem incorrect? Or the Card has been turned down. If this happens, you can ask the customer to check the details they have provided or to provide the details of a different card. Just press 'Process Payment' again to see if the new details validate successfully. 

If the customer is unable to provide you with correct details and decide not to proceed you can select 'Cancel Booking'. This will remove the booking from Salesforce and free up the spot to be booked by another potential customer.

11. Booking Confirmation

Once you have created your booking you need to send a booking confirmation to the customer. This will contain details of the course that has been booked, the attendees added against the booking and payment details (only if the customer has paid by credit card).

First, click on the newly created booking number from the booking wizard page

Second, press the 'Booking Confirmation' button in the top right hand side of the screen.

This will open a new screen. From here you can see that the system has set the recipient to the booking contact selected when the booking was created. Additionally, the template that will be sent has been chosen by the system based on the booking details. 

You have two options - 

  1. Email - send the booking confirmation to the booking contact as an email, directly from Salesforce 
  2. Download - this will download a copy of the booking confirmation. You can use this to ensure everything looks as you would like

When you email a booking confirmation, it is recorded as an activity within Salesforce as well as a copy of the PDF. You can see this on the Salesforce booking record.

12. Confirmation Letters for Students

The system will automatically send course confirmation emails to all the attendees added against a booking. This will have a PDF attachment that includes all the required course details. You can check that the confirmation has been sent by looking at the attendee records created during the booking process. You can find the attendee you added by either:

1. Search for the student, select the 'Related' section and review the 'Courses Attended' list

2. Search for the course the student was added to, select the 'Related' section and review the 'Attendees' list

3. Search for the booking record you created, select the 'Related' section and review the 'Attendees' list

Once you have located the attendee, select 'Related'. You will see a copy of the email sent to the student in the 'Past Activity' list as well as the attached PDF in the 'Notes and Attachments' list.

13. Enrolled Competencies

Against the new attendee(s) you will also find a list of 'Enrolled Competencies'. Enrolled Competencies show that the student has been enrolled to complete the competencies associated with the qualification selected in step 2 of this guide. These records are ready for the trainer to sign off on the day of the course.

13. Payment Details

If a credit card payment was taken for the booking, the payment details will be stored within Salesforce. 

When viewing a booking record, navigate to the 'Related' tab and to the 'Payment' related list. Here you will find a payment record containing details such as the transaction references, payment amounts and payment dates.