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  1. Xenegrade
  2. Web Registration Module
  3. Client and Registration Features

Drop Registrations

This feature allows a Client to Drop an existing registration via the MyAccount page of the WebReg module. Drop is separate from the Change feature and can be enabled independently.

Applies To:    Enterprise    Plus    Basic

Details

When enabled, the client will see a "Drop" link next to any eligible course when they navigate to their MyAccount page that displays all their registration assignments. The client must be logged in to view this page.

All registrations that meet the requirements will display the Drop option. There is no option to enable the Drop feature on a section by section basis. However, in a multi-Branch WebReg site, only the Course Sections for branches that have enabled the Drop feature will display the Drop option.

When a client drops a course, the client will receive a confirmation email. An email is also sent to the organization using the Branch Notification Email address.

There are two methods available for the Drop feature.

  • Change Status Method: This method changes the status of the Assignment to 'Did Not Complete-Dropped'.
    • When this method is used, invoices and payments are not automatically adjusted or refunded. Invoice and payment adjustments must be performed manually.
  • Delete Method: This method deletes the Assignment. In order for the Drop option to display, these restrictions must be met.
    • No attendance exists for the Assignment (Enterprise only).
    • No invoice or payments exist for the Assignment.
    • No case notes exist that are linked to the Assignment.
    • No skills profiles exist for the Assignment (Enterprise only).
    • The Course Section must be linked to a Session.
    • The Course Section must have a start date, and the start date has not passed.

In addition to the method, there are options to set the dates the Drop feature is available.

Note: The Course Section drop features are only active in WebReg 3.

To Enable Client Drop Registration - Global Settings

  • Enable the feature:
    • Go to Admin/Security > Web Options > Registration panel.
    • Locate the [Allow Drop Registration] field.
    • Change the field value to Yes.
    • Save the setting change.
  • Set the method:
    • Go to Admin/Security > System Settings.
    • Locate the "Set Drop Course Method" setting record.
    • Edit the record.
    • Set the [Enable] field = "Delete" or "Change Status".
    • Save the record.
  • Set effective days:
    • Invoice A Sites: At least one of the three registration period dates for the matching Session is set to be enforced and both a start date and end date are entered for the registration period.  The Drop option will only appear between and inclusive of these dates.
    • Invoice B/C Sites: Use this setting to determine when the Drop feature no longer displays. This setting is the number of days before the Course Section start date. 
      • For example, You set the days to 14. The course begins on February 17, students must drop it by February 3. After that date, the drop option will be disabled.
    • Go to Admin/Security > System Settings.
      • Locate the "Set Drop Course Days" setting record.
      • Edit the record.
      • Set the [Enable] field to one of the values available from 30 to -30. Positive numbers are before the Course Section start date. Negative numbers are after the Course Section start date. A zero would be the day of the start date. The drop date covers the entire day up to 11:59 PM.
      • Save the record.

To Enable Client Drop Registration - Course Section Settings

  • Enable the feature:
    • If you desire to allow the Drop feature for all courses and may have some Course Sections different, follow the steps above for the Global Settings.
    • If you desire to only allow the Drop feature for some Course Sections and not globally, you only need to add a value for the "Set Drop Course Method".
  • Enable the feature per Course section:
    • Go to the Course Section desired.
    • In the WebReg Settings panel, locate the [Drop Window] and [Drop Days] fields.
    • Set the [Drop Window] as follows:
      • Global: This will follow the global settings. (default)
      • Section: This will follow days set in the [Drop Days] field of this Course Section.
      • None: The Drop feature is disabled for this Course Section
    • Set the effective days:
      • Set the [Drop Days] field to the number of days desired before or after the Course Section start date. Positive numbers are before the Course Section start date. Negative numbers are after the Course Section start date. A zero would be the day of the start date. The drop date covers the entire day up to 11:59 PM.
      • Invoice A Sites: At least one of the three registration period dates for the matching Session is set to be enforced and both a start date and end date are entered for the registration period.  The Drop option will only appear between and inclusive of these dates.
      • Invoice B/C Sites: Use this setting to determine when the Drop feature no longer displays. This setting is the number of days before the Course Section start date. 
        • For example, You set the days to 14. The course begins on February 17, students must drop it by February 3. After that date, the drop option will be disabled.
      • Save the record.


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