Rescheduling a Corporate Booking

If a Corporate Customer would like to transfer a Booking to another a Course, there are just a few simple steps to follow - 

You can only transfer a Booking to the same Course type (the same qualification). If they would like to transfer to a completely new type of Course this should be considered a new Booking. You should cancel and refund (in accordance with the refund policy) their current Booking and create a new one.

The guide for creating a new Corporate Booking is here - Making a Corporate Booking

The guide for cancelling a public Booking is here - Cancelling a Public / Corporate Booking

1. Find the Attendee / Course

The first step is to locate the attendee record to transfer. There are a few ways you can do this - 

1.1 Search for the Customer

You can search for the Corporate Customer using the Salesforce global search bar, found at the top of the page. Simply search for the customers name and Salesforce will begin looking for the Account. 

You can search by more than the students name. You can search by almost anything you want - their student number, their email, their phone number. Anything. 

If you click on the magnifying glass you can see all the search results for what you have typed along with a host of other information to help you find the student you are looking for. 

Once you have found the Customer, click on its Account name to open up their Account record. Once opened, you can easily find a list of the Bookings that they have made. 

Navigate to the 'Related' tab and locate the 'Booking' list. In this list you can find the Booking record that the Customer would like to reschedule.

Click on the B-_____ number in the 'Bookings' list to open up the Booking record.

1.2 Search for the Course

Another great way to find your Corporate Booking is to search for the Course they are attending. From the Course you can easily see a full list of Bookings and find the one you are looking for. 

There are a number of ways to search for a particular Course in Salesforce, but in this instance using the 'Make a Booking' page is a great option. 

Select 'Make a Booking' from the Salesforce navigation bar. 

Once the page has loaded you should do the following - 

  1. Select a Product. This should be the qualification that the Student is enrolled in - e.g 'Provide Cardiopulmonary Resuscitation'
  2. Select a 'Region'. This should the region of the Course that the Student is enrolled in - e.g 'Brisbane'
  3. Select a Calendar Month. This will default to the current month, but can be adjusted by clicking the little calendar icon
  4. Select 'Filter'

This will return a list of Courses that match your criteria, in commencing date order. It should be easy to find the Course that the Student is currently enrolled in. 

Click on the Course to open out the details. Once the Course has loaded make sure you are on the 'Related' tab and navigate to the 'Bookings' list. This list shows all the Corporate Bookings made against the Course, including the Bookings that needs to be rescheduled. Just click on the B-____ number. 

Reschedule your Corporate Booking

The next bit it really easy. In the top right hand side of your Booking page you will see a 'Reschedule Booking' button.  

If you can't see the 'Reschedule Booking' button you may just need to click on the little arrow to the right of the buttons. Different profiles in Salesforce see slightly different things and you button might be hiding here.

Press the button and who will be directed to a page to reschedule the Booking. The page will look familiar, it is very similar to the 'Make a Booking' page. 

  1. Select a Region - The Region will default to the same as the original Booking but you have the option to change this if necessary
  2. Select a Calendar Month - the month will default to the current Month but this can easily be edited using the little calendar icon
  3. Select 'Filter'

As explained at the beginning of this guide, the 'Product' will default to the same as the original Booking. You can not change this. If the Student would like to move to a different type of qualification this should be considered a new Booking.

Salesforce will present you with a filtered list of Courses from which to choose a new one to reschedule your attendee to. The list will be in commencing date order. 

Once you have found a suitable Course, use the selection box on the left hand side of the screen and select 'Reschedule Course'.

Thats it, your Booking will be transferred to the new Course. Salesforce will handle the rest of the admin for you -

  1. The 'Booking Contact' assigned to the Booking will receive a notification email detailing the change
  2. Any attendees already linked to the Booking (you can check these by selecting the 'Related' tab on your Booking record and reviewing the 'Attendees' list) will be moved to the newly defined course, ensuring the Course roster is up to date
  3. All attendees linked to the Booking will receive a new Course confirmation email, along with an attachment detailing their transfered enrolment to the new Course

You will be able to review the communications sent to both the Booking Contact and the Attendees 'Activity' section on their respective records. This is on the right hand side of the page and shows any outbound communication. 

When reviewing a Booking record, you will find an email logged in the Activity section. Furthermore, when reviewing any Attendee record linked to the Booking, you will see the new course confirmation in the 'Activity' list. Additionally, if you select the 'Related' tab you will see a copy of the course confirmation sent when the student transferred saved in the notes & attachments section.