Move a Swimmer to Another Class or Course in GoLearn
Problem
Swim school administrators and front of house staff need to move a child from one class or course to another in GoLearn, and to know what to do when the move is blocked or the new place is greyed out.
Resolution
Move the swimmer
Mark the swimmer for movement
- Make sure the swimmer is marked for movement. GoLearn won't let you move them until they are.
Select the swimmer
- Open the swimmer's current class and highlight their name.
Start the move
- Click Move (bottom right).
- Follow the steps to choose the new course, class and day.
Confirm the move
- Confirm the move. The swimmer's credit transfers to the new class.
If the place in the new class is greyed out
Work out the reason
- See the reasons a place is greyed out in Notes.
Make room temporarily
- Temporarily increase the class size by one.
- If the payment plan's usage limit is the problem, increase the usage on the payment plan by one instead, under
Settings > Members > Payment Plans.
Move the swimmer
- Move the swimmer as above.
Put the setting back
- Put the class size (or the payment plan usage) back to what it was.
Notes
- Before you start: you need a GoLearn user with access to the classes and courses involved.
- Always move the existing booking rather than booking a new class. A move carries the swimmer's sessions and credit across; a new booking doesn't.
- A place in the new class is greyed out when:
- another swimmer has already taken a place in that class on a future week
- the usage limit on the payment plan has been reached, or
- the payment plan is date-restricted and its dates have expired.
- Sessions can't be deleted. If too many sessions were booked, process a leave after the last paid session and choose to remove the remaining credit.
- You can't add a single extra session to a swimmer's block. To add sessions, use a credits payment plan. Credits can't be increased to book into a block plan.
- How far into the future you can move a member is controlled by the future class sessions setting on the class being booked into. Sites can't change this range; you can submit a feature enhancement request.
- Parents can't move their child to a different course or site themselves in HomePortal. Moves between courses must be done by staff in GoLearn.
- Troubleshooting:
- GoLearn won't let me move the swimmer: the swimmer isn't marked for movement. Mark them for movement, then use Move.
- The new class is greyed out: a future place is already taken, the payment plan usage limit has been reached, or the plan's dates have expired. Temporarily raise the class size or plan usage by one, move, then reduce it again. Check the plan's dates.
- A new class was booked instead of a move: the original booking wasn't moved. Process a leave on the extra booking and remove the remaining credit, then move the original booking.
- Too many sessions were booked: sessions can't be deleted. Process a leave after the paid sessions and remove the remaining credit.
- Common questions:
- A parent wants to switch their child to a Saturday class. How do I do that? Highlight the child in their current class, click Move and pick the Saturday class. Their credit moves with them.
- Can we let staff move members further ahead than GoLearn allows? No. The range is set by the class's future class sessions setting and can't be changed by sites. You can submit a feature enhancement request.
- Can we just add one extra session for a child? No. Use a credits payment plan if you need to add sessions.
- Contact Gladstone support if the move still fails after you've marked the swimmer for movement and checked class size, plan usage and plan dates. Include the swimmer's name, the current class and the class you're moving them to (course, day and time), and any message shown.
- Related: How to Move Participants Between Classes in GoLearn; How to Remove a Participant from a Class and Process Refunds in GoLearn; How to Book a Member Using Remaining Credits in GoLearn.