How do I move a client to a different course session?

When managing enrollments, a client may need to switch to a different course session after they have already paid. Since course fees are collected upfront, you must balance the old payment with the new enrollment.

There are two ways to handle this request:

Option A: Transfer With A 100% Discount (Quickest)

Best Used When: The new course costs the same amount as the old course.

This method avoids processing a refund. You simply cancel the old spot and give them the new spot for "free" to recognize the payment they already made.

1. Navigate to the Client's Profile.

2. Click on the Course Session you wish to cancel.

3. Select Cancel to remove them from the roster.

4. Enroll the client in the new course session.

5. In the Shopping Cart, click Modify (or Edit) next to the price.

6. Apply a 100% Discount to the course invoice.

7. Click Finish to complete the enrollment.

Option B: Refund And Re-enroll (Cleanest Reporting)

Best Used When: The client prefers a refund or there is a price difference between the two courses.

This method ensures your financial reports accurately reflect the return of funds and the new purchase transaction.

1. Navigate to the Client's Profile.

2. Click on the Course Session you wish to cancel.

3. Select Cancel.

4. Process the Refund:

   • Click on the Invoice associated with the canceled course.

   • Select Refund Payment.

   • Choose to refund back to the Credit Card or to Account Credit.

5. Re-enroll: Enroll the client in the new course session.

6. Process Payment: Use the Account Credit (if applied) or charge the client's card for the new course fee.

7. Click Finish to complete the enrollment.