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Transfer Audit History

Mollie Devine
Updated

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) 

    1. The provider does a single day transfer on 1 day (Thursday 4/7 to Friday 4/8).
    2. 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:

    1. Which user made the transfer
    2. What the original booking was (Activity name, date(s)/day of week)
    3. What the transfer booking was (Activity name, date(s)/day of week)
    4. When the start of the change begins (if you are editing enrollment)
    5. Internal notes - if any were provided when the transfer was made.
    6. Activity name (you can hover over the activity name to see the following):
      1. Information about the Activity Session Group - Activity name, participant age range, date of semester/camp, days of the week, and time.
      2. 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.

 

 

 

 

 

 

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