Automatic course date status changes to completed

Thursday, Jul 24, 2014

CourseSales.com automatically changes the status of courses to ‘Completed’ using a rule set on the Course Master. Users can also manually change the status of any Course Date at any time. Course Dates with the status ‘Completed’ do not show on CourseSales.com public course pages, and also are not returned from web service queries.

To set or adjust the rule on the Course Master, look for the field called ‘Make Completed’. This field represents the number of days offset from the course start date that the course should be marked as Completed. Use a negative value to make the course complete before the course starts. Use zero to make it complete on the day it starts. Use a positive number to make to complete after the course starts.

This rule will be applied on every Course Date linked to the Course Master.

Examples

  1. To make a course date completed and therefore removed from the public pages 5 days before the course starts enter ‘-5’ in the Make Completed field on the Course Master

  2. To make a course date completed and therefore removed from the public pages 1 day after the course starts enter ‘1’ in the Make Completed field on the Course Master

  3. To make a course date completed and therefore removed from the public pages on the day of the course start enter ‘0’ in the Make Completed field on the Course Master

  4. If you want to show the course on the public pages but not take bookings, ie remove the register buttons, you need to manually change the ‘total places’ field on the course date to equal the number of current registrations.

Effect on services

There are some services that are not run on completed courses.

For example the automated ‘roll-up’ which ensures the registered number remains true to the number of registrations does not run on completed course dates

If you want to update a specific course date ensure the status is ‘Scheduled’, edit the set Services Rollup CourseDateID to 33833 - or the CourseDateId you want to change - via the System tab> Services, then visit

https://<shortname>.coursesales.com/t/tcs?type=36

then set the Course Date back to Completed again.

As a longer-term solution should you need completed courses to be checked for accurate registrations and if you don’t list public courses (because marking public courses as completed also removes them from the website listing) there is the option to change all course masters to have a ‘Make Completed’ value of 14 for two weeks after the start date. This means that documents and course dates will be displayed for two weeks after the course start date. However it will ensure that the Registration numbers are synced for two weeks after they have been run.

Tips

  • Course Rollups are only run after hours - between 9pm and 3 am AEST

  • You can not specify the time of day the change in status will happen, this depends on how many other courses are completing on the same day.

  • If rescheduling when courses become ‘completed’ by adjusting the Make completed field please note that any existing course dates that are completed need to be changed to ‘scheduled’. The automatic change works in one direction only scheduled -> completed, not completed -> scheduled

  • Full courses: If you use the CourseSales.com public course list pages, CourseSales.com will disable all form buttons if the course is full - preventing further enquiries or registrations on that course ( ie the total places available equals the number of current registrations).