Run GoLearn Class Reports and Clear Member Balances

Problem

Swim school administrators and finance staff need to find members with few sessions left on their block, know what can and can't be exported from GoLearn, and clear a balance left by a payment error.

Resolution

List members with one session left on their block

1. Open the Class Members report

   • Open the Class Members report.

2. Add the sessions remaining field

   • Open Fields and add Current Sessions Remaining. Remove fields you don't need.

3. Export and filter

   • Export to Excel.
   • Filter the sessions remaining column for 1.

Clear a balance left by a payment error

1. Void and credit out the amount in GoLearn

   • In GoLearn, void and credit out the amount so the balance comes back to zero.

2. Remove the unpaid sale in Gladstone360

   • In Gladstone360, remove any related unpaid sale.
   • If you're unsure, raise a case before making changes.

Notes

• Before you start: your user group needs report access set to Allow in Settings > Users & Groups.
• The Planned Problems list can't be exported. It can only be viewed in the Planned Problems section of GoLearn. You can submit a feature enhancement request.
• Online top-up appears for parents when a member has 3 sessions remaining, so this report helps you contact parents before then.
• Troubleshooting:
  • Can't see the reports: group report access isn't allowed. Set it to Allow for your group.
  • Sessions remaining isn't in the report: the field hasn't been added. Add Current Sessions Remaining under Fields.
  • Balance still shows after a payment error: the amount hasn't been voided and credited out, or the unpaid sale is still in Gladstone360. Void and credit out in GoLearn and remove the unpaid sale, or raise a case.
• Common questions:
  • Is there a report of members whose block is about to run out? Use the Class Members report with Current Sessions Remaining added, then filter in Excel.
  • Can we export Planned Problems? No. You can only view them in GoLearn.
• Contact Gladstone support if you need help clearing a balance. Include the member's name, the amount, and the date and details of the payment error.
• Related: How to Run Reports; GoLearn Reports Overview; GoLearn Class and Session Report Definitions; Topping Up GoLearn Classes at Reception.

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