Course runs and enrolments

A run — called a series in the menu — is a named group of sessions generated from one activity type: "OW · week 31 · Anna", or "Tuesday yoga, this season". If the type is marked Is a course, guests are enrolled on the run rather than added session by session, and their attendance across it is tracked.

The same mechanism covers both. A run whose type is not a course is simply a recurring group of sessions with no enrolments and no progress.

Starting a run

Start a course run on the day board opens the dialog. Choose an activity type and the sessions it will create are previewed immediately, with real dates.

Starting a course run

Field	Notes
Name	What the run is called everywhere — put the week and the instructor in it.
Start date	Day one. Every session follows from the curriculum's day offsets.
Lead instructor	Assigned to every session the run creates, and shown at the top of the run.
Run capacity	The maximum number of enrolees. 0 = unlimited.
Session capacity	Seats per session, used for all of them.
Venue	Used for every session of the run.

A type with no curriculum creates a single session, and says so: "This type has no curriculum — the run will contain a single session."

If the lead instructor is already committed during one of the generated slots, nothing is created and you are shown which session clashes. Create anyway… proceeds after a confirmation that states how many sessions it makes and which one double-books.

The run screen

Open a run from Master Data → Activities → Activity series, or from the session rows on the day board.

A course run

The header carries the run's name, starts 3 August, Lead instructor Anna Weber, run capacity 8, and the run's status: Planned, Open, Running, Completed or Cancelled.

The enrolment gate

Enrolment is a switch you control, separate from the status:

• Open — guests can still be enrolled and the run can be sold.
• Closed — no new sales, no new enrolments — everything already booked stays.

Closing the gate is how you stop a run filling up without cancelling anything. A run that has ended cannot have its enrolment reopened.

The progress matrix

The matrix is the instructor's screen: enrolees down the side, sessions across the top as Day 1, Day 2, …, and one mark per cell:

Mark	Meaning
Attended	Was there.
Missed	Was not.
Waived · joined later	The session ran before this guest joined the run. Not a miss.
Pending	Not resolved yet.

Progress is always derived from the sessions themselves — there is no second copy to keep in sync, so what the matrix shows is what the rosters say. Clicking a cell opens that session's roster.

Each row summarises as 3 attended · 1 missed · 1 pending, and a late joiner is labelled joined Day 3.

Enrolling a guest

Enrol guest adds somebody to every remaining session in one step — "Add a guest to this run — every remaining session, in one step."

Enrolment is all-or-nothing. The run's capacity is checked first, then every remaining session's capacity, and only then is anything written. If any one of them is full, nothing happens:

Not enough seats on one of the run's sessions. Raise the capacity, or enrol this guest on another run.

A guest joining a run that is already under way is enrolled from the next upcoming session. Sessions that ran before they joined are waived, not missed, and consume no seats.

Note: Enrolling here does not link a sale. To schedule a guest who has already paid, use Add participants on the session — that keeps the sale and the seat connected. Use Enrol guest for staff, comped places and anyone whose sale is handled separately.

Moving a guest between sessions

Move a guest shifts one enrolee off one session of the run and onto another — "The enrolment stays, only the session changes." It is a three-step picker: the guest, the session to move off, the session to move onto. Sessions with no free seat cannot be selected, and completed or cancelled sessions can neither give a guest up nor take one.

If the seat goes while you are choosing, the move is refused and nothing changes: "Another booking may have taken the seat. Pick a different session."

Recording a result

Record result & certification closes an enrolee out. Pick the guest — their attendance so far is shown, "5 attended so far · 1 still open" — then the outcome:

• Passed — writes a certification record with Agency, Level, Certified on and Certification no.
• Failed
• Incomplete

A record is only written for Passed. Enrolments then carry one of Planned, Active, Completed, Failed, Withdrawn or Cancelled.

Note: A result can be recorded while sessions are still open — you get "Some sessions are still open" with the count, and can save anyway. Instructors certify before the paperwork catches up, and blocking would only teach people to mark attendance falsely.

Note: Recording a result never creates or removes an invoice line. Certification is recorded on the enrolment only; it is not written back onto the customer record.

Cancelling a run

Cancel this run ends the whole thing. The confirmation lists exactly what happens, and it happens immediately:

• All sessions are set to Cancelled.
• Every enrolment on the run is withdrawn.
• All seats are freed.
• Invoices are not touched — nothing is refunded and no charge is removed; do that in Folio if it is needed.

You can record a Reason, which appears on every cancelled session. Afterwards you get the tally: "Run cancelled — 5 sessions and 6 enrolments released, every seat freed."

Warning: This cannot be undone. Cancelling a run does not delete it — the record stays, cancelled, with its reason.

The runs list

Master Data → Activities → Activity series lists every run with its Type, Property, Status, Enrolment gate, Starts date and Run capacity.

The runs list

A run cannot be deleted while it has live enrolments — cancel it instead.

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Who can access this: requires the Activities (read) permission to view and Activities (create/update/delete) to enrol, move, record results and cancel. Needs the Activities module. Runs at properties your account does not reach are not shown; where that hides part of a picture the screen says so — "1 enrolment also affected, on a property you can't see."