A client wants to switch to another course: a different weekday, a different level, or simply to carry on in the next run. Until now this meant cancelling the enrolment and creating a new order. Now you move the client in one step: the remaining sessions go over to the new course, the ones that already took place stay in the history of the original course, the payment, the price and the receipt stay as they are, and the client gets a single email.
When to use a move
Move to another course — the client takes the whole remainder of the course over to a different course. You pick the target course and the client is in it from the first remaining session.
Make-up session — the client only needs to make up individual sessions and picks them from the schedule themselves. How make-up sessions work is described in How to Use Make-Up Sessions from the Admin Panel.
A single course session onto a standalone class — a client who bought only one session of a course is moved the same way as a booking on a class, see How to move a client to another class without cancelling or refunding.
How to move a client
Open the course detail and the Participants tab. You will find the same action in the detail of any course session, in the Course participants section.
Next to the client, click the more (⋮) menu and then Move to another course.
At the top of the dialog, check the client, the original course with the number of remaining sessions, and the order price.
Pick the new course. The list contains upcoming and running published courses of your studio that allow the same form of attendance (in person, or online) as the original booking. Below the selection you can see how many sessions of the new course the client will be booked for, and from when.
Keep Notify the client by email checked and optionally add a message for the client, which appears in the email.
Use the note for the order history for the reason; the client never sees it.
Click Move the enrolment.
Which sessions move
The sessions still ahead of the client in the original course move over: those that have not taken place yet and were not cancelled. Sessions that already took place stay with the original course, attendance included. Sessions the client was excused from do not move, and any make-up sessions granted for them stay with the client.
In the new course the client is booked for all of its remaining sessions, no matter how many sessions were left in the original course:
The new course has more sessions — the client gets them for the same price, the order price does not change.
The new course has fewer sessions — the surplus sessions from the original course are forfeited. The dialog warns you about the difference; if you want to change the price, edit it on the order.
Tip: The new course can already be running. The client then only gets the sessions that have not taken place in it yet.
What happens to the payment and the receipt
A move never touches money: paid stays paid at the original amount, unpaid stays unpaid. No surcharge or refund is created, even if the new course has a different price. If you want to change the price, edit it on the order.
A paid order already has a receipt, and the move does not change it; the course name and the date on the receipt stay the original ones. The order itself is now shown under the new course, as well as in the client's course overview.
An unpaid order moves to the new course as a whole, including the name and the date. If the client pays by bank transfer, the due date is recalculated for the first session of the new course.
What the dialog warns you about
The following situations do not block the move; you only get a warning so the decision is a conscious one:
Some sessions of the new course are full. The booking is created over capacity, the same as when you add an attendee manually.
The client is already enrolled in the new course. After the move they will have two bookings for the same sessions.
The client is on the waitlist of the new course for one of its sessions. Their place on the waitlist stays as it is; if they should not keep it, cancel it separately.
The new course has fewer remaining sessions than the original one (see above).
The order is paid with a pass, credits, a membership or a make-up session. The move does not check whether the pass, membership or make-up session is valid for the new course or whether a limit is exceeded. Check it in the client detail.
What happens in the original course
The client disappears from the participant list of the original course. Their sessions that already took place, attendance included, remain in the detail of the individual sessions, in the order detail and in the client detail. Every released session frees a spot exactly like a cancellation: if the session was full, the first person on its waitlist is promoted automatically, otherwise people watching for a free spot are notified.
FAQ
Where can I see that a client was moved?
The order history has an entry with the original and the new course, the date of the first new session, the number of moved, added and removed sessions, who moved the enrolment and when, and your internal note. The message for the client is not stored in the history; it is only in the email that was sent.
What does the client receive?
One "Course booking moved" email with the name of the original and the new course, the number of remaining sessions and their date range, information about the payment, your message, the venue or online details and a button to the order detail. If the client has no email address, please let them know another way.
How do I cancel the participation after a move?
In the new course, click Cancel course participation next to the client. The cancellation always covers the whole order, including the sessions that already took place in the original course. That is why this option is no longer offered next to the client in the original course.
Can I move just one session of a course?
Not between two courses, the whole remainder of the course always moves. A single course session can be moved onto a standalone class as described in How to move a client to another class without cancelling or refunding. For individual sessions, use a make-up session.