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  3. Courses and Sections

Countbook

This article explains how to use the Countbook feature in XenDirect, which allows users to view real-time course offering information, such as enrollment counts, course status, and schedule details. It provides a quick way to track and view enrollment data, especially when interacting with customers face-to-face or over the phone.

Navigation

Main Menu → Courses → Countbook

Applies To: Enterprise, Plus, Basic, Conference

Overview of Countbook

Countbook is a tool that helps users track and view immediate course enrollment data and schedule details. It provides useful information, such as the minimum and maximum enrollment, hand count, actual count, and the days of the week the course is offered. However, it is important to note that Countbook is for viewing purposes only; data cannot be added or edited from the Countbook interface.

Key Features of Countbook

  • View Button:
    • Click the View button in each row of the results list to display additional information about the course section.
  • Print Button:
    • Click the Print button in each row to print a Quick Enrollment List for the course section in that row.
  • Course Enrollment Status:
    • If a course has a Hand Count or Active Count (from active assignments), it will be compared to the course’s maximum enrollment. If the course is full, this status will be indicated.
    • If a course is cancelled, that information will also display.
    • If the course maximum is set to zero, the course will display as full, regardless of the Hand Count or Active Count.
  • Hand Count and Active Count:
    • Note: The Hand Count and Active Count should always match.
      • If the Hand Count is higher than the Active Count, it indicates that there are registrations not yet entered.
      • If the Active Count is higher, it means that the Hand Count hasn’t been updated, such as when an assignment is dropped or refunded but not yet marked as inactive.
  • Enrollment Restrictions:
    • Even if a course section shows as full, users are still able to add new enrollments.
    • Warning: A prompt will appear when adding a new enrollment for a course that is full.
  • Waitlisted Status:
    • If a course has assignments with a waitlisted status, the Countbook status will display as Waitlist.

Counts in Countbook

The Countbook provides several count types that reflect the status of assignments. These counts help you see different stages of enrollment:

  • Enrolled Count: Includes assignments with a status of Enrolled/Active or Enrolled/Hold.
  • Completed Count: Includes assignments with a status of Completed only.
  • Did Not Complete Count: Includes assignments with a status of Did Not Complete only.
  • Waiting Count: Includes assignments with a status of Applicant/Waitlist only.
  • Applicant Count: Includes assignments with a status of Applicant but excludes Accepted/Waitlist.
  • Total Count: Includes all assignments, regardless of status.

Using Hand Count in Countbook

The Hand Count is an optional feature used to manually track the number of enrollments rather than relying solely on the Active Count from assignments. This method is useful when tracking enrollments in situations where determining when a course is full can be difficult.

  • Hand Count Functionality:
    • The Hand Count maintains a single numeric count of registered clients for the course section.
    • Changes to the Hand Count can impact the Status column.
    • Important: Hand counts do not automatically adjust when assignment statuses change.

To Adjust the Hand Count:

  1. Increase Hand Count:

    • Click the "+" sign in the Hand Count column for the row you want to adjust.

  2. Decrease Hand Count:

    • Click the "-" sign in the Hand Count column for the row you want to adjust.

  3. Edit Hand Count:

    • Click the Hand Count field for the desired row to manually enter the count.

Conclusion
Countbook is a powerful tool for monitoring and managing course enrollment, providing immediate access to course offering data such as counts, status, and schedule. By understanding how to use the Hand Count feature and view different types of counts, users can keep track of enrollments in real-time. For further assistance, refer to related articles or contact support.

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