Providers now have the ability to see the transfer history on a booking and/or enrollment. This creates a “paper” trail to help you better see how students were moved between activities/rosters.
You can access your transfer history in two ways:
1) Rosters. Click on View Transfer History from the ... icon or from the student row.
2) Client Booking Page. In this option, View Transfer History will be displayed by clicking on the ... icon.
When you click on View Transfer History, you will see the following:
The current enrollment details for the customer will appear at the top, which includes the student name, order, location, activity name (that links you to the Activity Summary in a new tab), time and dates of the class.
Please note:
- An order number will not display if the customer was added via Add Student.
- The enrollment is defined as the group of bookings associated with the original order/enrollment, not necessarily the individual booking.
- For example, if you click View Transfer History on a booking that was transferred (as a Single Date Transfer) to another activity, the enrollment would still show the original activity as the Current Enrollment.
- If there is no transfer history, there will be an empty state saying there is no transfer history.
- If there is transfer history, you will see a Transfer Timeline below the enrollment details with a number of events.
Details on the Transfer Timeline:
- Transfer history timeline displays in chronological order (newest to oldest).
- The timeline shows the timestamp (in local time) when the change was made (date and time).
- The transfer history displays all changes (singe day transfer or enrollment updates) that impact any of the association bookings that are part of the enrollment.
Here's an example:
Customer books Dance 101 on Tuesdays and Thursdays for all of April 2022 (8 bookings total)
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- The provider does a single day transfer on 1 day (Thursday 4/7 to Friday 4/8).
- When the provider is looking at the transfer history timeline for the booking on 4/14, they will see the change to the booking for 4/7 on this timeline
The transfer history will display the following:
- Which user made the transfer
- What the original booking was (Activity name, date(s)/day of week)
- What the transfer booking was (Activity name, date(s)/day of week)
- When the start of the change begins (if you are editing enrollment)
- Internal notes - if any were provided when the transfer was made.
- Activity name (you can hover over the activity name to see the following):
- Information about the Activity Session Group - Activity name, participant age range, date of semester/camp, days of the week, and time.
- A link to View All Instances, which opens a new tab for the Activity Summary Page when clicked.
Re-booking History and Cancellation History
You can now find your re-booking history and cancellation history in the audit section. You can view this history on the transfer timeline. If a student is re-booked, it will show the date, who re-booked them, the student's name and that they were re-booked into {new Activity}.
It's important to know that there are a few things that are not included with the transfer audit history feature:
- Transfer history data will only be available for transfers since Sept 2021, not before.
- Cancellations are not included in the history timeline.
- Re-bookings (students who were removed from the roster, then added back to the roster) are not included in the history timeline.
- Weekly camp transfers are not included in the history timeline.