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Processing Client Web Enrolments

Depending on your organisation's needs, your system can be set up either to automatically add web enrolments into VETtrak, or to require them to be first checked and approved manually. Which option is used is determined by how your web developer sets up the system.

If you require the web enrolments to be manually approved, there is a manager provided in VETtrak that allows you to do this.

To process web enrolments, go to the Manage menu and select Web enrolments. A screen like the one below will open:

  1. The display is divided up according to the different programmes you offer.
  2. Within each programme there is a separate section for each occurrence.
  3. Click on the plus sign to expand and see the enrolments for each occurrence.

    NOTE: This screen will only show programmes and occurrences which currently have unprocessed web enrolments.

 

  1. There are separate tabs for client enrolments and employer enrolments, and each must be processed separately.
  2. The Reservations tab shows enrolments that are not yet ready to be pushed through into VETtrak, such as those that are currently in progress on the website but have not yet been completed.
  3. You may have the facility on your website for people to place themselves on a waiting list if there are currently no occurrences with places available in a programme they wish to attend. The Waitlist tab contains these entries.
  4. Before the enrolment can be processed into VETtrak, you must first see if the person enrolling matches any client who already exists in VETtrak. The yellow status box indicates that this matching has not yet been done.

 

Matching a Client's Employer

Depending on how your website is set up, a client's enrolment may have with it information about their employer, or about an employer who is to be invoiced for the enrolment. In that case, you first need to match the employer(s) to see if they correspond to any employer(s) already in VETtrak. To match an employer, click the question mark next to the Client Employer name:

The Employer Match wizard will open:

We are given a range of options under the What would you like to do option:

  1. In the above case the employer is already in VETtrak, and the details we have in VETtrak are more complete than the ones given in the web enrolment, so we choose Match employer and keep existing details.
  2. However, if the employer is already in VETtrak, but we do not have a selection of details supplied with the web enrolment, we can choose Match employer and update with new details in order to update our VETtrak records, and save data entry.
  3. Finally - If the employer is not yet in VETtrak, we can choose Create a new employer with new details in order to establish as an Employer record within our VETtrak system.
NOTE: If there is more than one enrolment to be processed that has the same employer, matching the employer in the first enrolment will match it for all subsequent enrolments.

 

Matching the Client

If a client already exists within your VETtrak system, you can Match the client, by clicking the question mark next to their name:

The Client Match wizard will open:

We are given a range of options under the What would you like to do option:

  1. In the above case the Client is already in VETtrak, and we do not have a selection of details supplied with the web enrolment, we can choose Match client and update with new details in order to update our VETtrak records, and save data entry.
  2. However, if the details we have in VETtrak are more complete than the ones given in the web enrolment, we can choose Match client and keep existing details.
  3. Finally - If the employer is not yet in VETtrak, we can choose Create a new client with new details in order to establish as a new Client record within our VETtrak system.

When updating with new details:

  • Existing data is not overwritten by blanks.
  • Data on the Web Client side of the wizard can be edited before matching if the data the client entered is not quite correct.

You can also search as normal if, for example, no match is found, but you believe the person is already in VETtrak.

 

Approving the Enrolment

Once you have matched the client, you can then proceed to push their enrolment through into VETtrak:

  1. Once the client has been matched, the status box for the enrolment will be green, meaning we can now push the enrolment through into VETtrak.
  2. Click this button to enrol the client into the occurrence in VETtrak.
  3. If for some reason you do not want this enrolment to be entered into VETtrak, you can click this button to reject the enrolment and delete it from the wizard.
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