Move members between courses

Table of Contents

1. Moving participants between weeks, days, or locations

2. A participant has paid for and registered for a programme but the participant wants to quit and you allow that and want to remove him and refund him

3. If a member has paid a full amount for a camp but only attended part of the camp and you want to issue a partial refund

Note: Always start by searching for the participant's name using the search bar at the top of the Abler system. Then click on their initials or profile picture to open their profile. Once you are in the profile, click on Subscriptions to see what the participant has registered in.

Moving participants between weeks, days, or locations

Example 1:

Move an already registered and paid participant between locations, e.g., from Buckingham Palace to Wembley.

If a participant accidentally purchases at the wrong location or requests to change locations, you can move them.

Step 1: Start by locating the participant. Once you land in subscriptions you can click on the service the participant is registered and you want to move him from.

Step 2: Once you are in the service you can search the participants name and you will find him in the option on the right side. Click on the three dots and select remove subscription if the programme has not started but if it has started select end subscription.

Step 3: In the window that opens, set the options:

Subscription checkbox:
Check this box to confirm you're removing the participant from the current subscription.

Remove from Group:
If you're moving the participant to a new location linked to a different group in Abler, make sure to check this box.

Manage Invoice:
If you want to keep the existing payment unchanged which we recommend, leave this box unchecked.

Admin Comment:
Add a comment explaining the action. This comment is only visible to admins in the system

Proceed by selecting Confirm.

Note: If a participant is registered for multiple days within the same week, all related subscriptions will appear in the window above. You can select all of them if you intend to move the participant from each one.

Step 4: Add the participant to the correct location (Service)

Go to the Service Overview, find the correct service name, and click on it to open. Once you are in the service click on the three dots and choose Add member.

Search for the participant’s name, select them, and then choose Add Member.

Now you’ll see the participant in the Members list on the left. Simply drag and drop them to the correct option on the right.

A window will open. If the participant has already paid under the previous location, make sure to adjust the price to 0 before confirming. Then, click Confirm.

Note: If the participant needs to pay for this new service, you can adjust the amount under Total.

Now everything is complete. The participant’s schedule will automatically update in the app, and you’ll have an accurate registration list in Abler and if you export it to Excel.

Example 2:

A parent purchases e.g. Week 1 or Day 1 of a summer course but later requests to move the participant to Week 3 or Day 3 within the same week (service).

Note: In this example, Week 1/Day 1 and Week 3/Day 3 have the same price.

Step 1: Start by locating the participant. Once you land in subscriptions you can click on the service the participant is registered and you want to move him from.

Step 2: Once you are in the service you can search the participants name and you will find him in the option on the right side. Click on the three dots and select remove subscription if the programme has not started but if it has started select end subscription.

Step 3: In the window that opens, set the options:

Subscription checkbox:
Check this box to confirm you're removing the participant from the current subscription.

Remove from Group:
Make sure not to check this box because you want to keep the participant in the group.

Manage Invoice:
If you want to keep the existing payment unchanged which we recommend, leave this box unchecked.

Admin Comment:
Add a comment explaining the action. This comment is only visible to admins in the system

Proceed by selecting Confirm.

Now you’ll see the participant in the Members list on the left. Simply drag and drop them to the correct option on the right.

A window will open. If the participant has already paid under the previous location, make sure to adjust the price to 0 before confirming. Then, click Confirm.

Now everything is complete.

A participant has paid for and registered for a programme but the participant wants to quit and you allow that and want to remove him and refund him

Refunding a one-time card payment in Abler can be necessary when a member stops participating in a service or if the registration was entered incorrectly. This process ensures the member's subscription is ended while keeping a record of the transaction for documentation purposes.

If the member should no longer receive training plans and other updates related to the group, you can also remove them from the group when processing the refund. This ensures that all future communications and event updates are discontinued.

To refund a one-time card-payment:

Search the participant’s or parent's name in the bar at the top of Abler Admin. Then click on the participant’s or parent's initials. Under subscriptions, you will see what the participant has registered for. To make the refund, press on the service name.

In the subscription list, locate the registration, select the three-dots icon on the far right, and then choose End subscription. If the service has not started, select Remove subscription.

In the window that opens, set the options:

• Remove from Group: If this option is selected, the participant will be removed from the group and will no longer receive event updates or training plans connected to this group. Clear the checkbox if you want the participant to retain access to the group's events.

• Manage invoice: Select this to open the invoice, where you can issue a full or partial refund, cancel the payment, or apply a discount.

• Admin comment: Enter a comment explaining the action. The comment will only be visible to admins in the system.

Proceed by selecting Confirm and go to invoice.

In the invoice view, ensure under Method that the payment was done by card. Also, check the paid amount.

Select the three-dots icon next to Paid - View invoice and then Cancel Invoice.

Select Yes, Cancel and Refund. The payment has now been reversed and the account closed. The cardholder will receive the payment back within two days.

If a member has paid a full amount for a camp but only attended part of the camp and you want to issue a partial refund

Follow the exact steps as stated above until you are in the invoice screen.

In the invoice under Method, verify that the payment was made by credit card. Click the three-dots icon next to the payment and select Refund payment.

In the dialog box that opens, select Partial Refund and enter the amount to be refunded. Select Refund.

The invoice will move to an Unpaid status. To finalise the invoice and mark it as paid, click the three-dots icon next to Unpaid - View invoice and select Add Payment.

Select Cancellation as the transaction type and enter the remaining balance so that the total amount is 0.

The invoice will now be marked as paid, and the process is complete.