Substituting One Learner for Another on Session Rosters
There may be situations where a learner from your local club can no longer attend a session for which they are registered, but the roster is full, and you do not want to lose the seat to someone on the waiting list. In situations like this, you have the ability to Substitute another learner for the person who can no longer attend. Substitutions can be used whether the session has a price or not. In order for this to work, you must make the substitution before the learner withdraws on their own. If the learner withdraws on their own, it is too late for a substitution, and the next person on the waitlist (if any) gets the seat. If, however, the learner was assigned an inventory seat that you purchased, that seat is returned to your inventory and can be reassigned to someone else from your Training Inventory screen (see previous section). PLEASE NOTE: If this is fee-based training, a refund will be processed to the original registrant and will require the substitute registrant to resubmit payment to affirm his/her registration.
Performing a Session Substitution
Once you have identified who will replace the learner that can no longer attend, navigate to the transcript screen of the learner who will be replaced on the roster:
Search for the registered learner via the Global Search field in the upper right corner of the SLU portal or by the steps indicated on Page 2.
Click on that person’s name to view their Universal Profile and click the Transcript tab to see their transcript
Find the session on their transcript and click the drop-down selector to the right and click the Substitute option.
The Substitute Training screen opens. Click the link that reads “Click to search for substitute employees.” Ignore the other two links; they do not apply.
The Find User popup window opens. Enter the Last Name and First Name of the person who will take the place of the person who cannot attend and click Search. Please be sure to select the correct user as there may be multiple people with the same name, but from a different Club organization.
Click on the name of the person who will be added to the session roster.
The popup window closes, and the person’s name now appears as the substitute. Enter comments to the withdrawn and substitute learners to explain the action you took, if needed.
Click Submit to complete the substitution.
You are returned to the transcript of the previously registered learner. Their session status is now ‘Withdrawn.’ If you no longer see the session on their active transcript, check their ‘archived’ transcript (via the drop-down selector at the top left of the transcript). The system automatically archives sessions in a status of withdrawn, to reduce clutter on the active transcript.
The previous learner will receive a withdrawal confirmation email and the substitute learner will receive a ‘substitution’ notification email as well as a registration confirmation for the session. An example of the substitution email appears below. PLEASE NOTE: If this is fee-based training, a refund will be processed to the original registrant and will require the substitute registrant to resubmit payment to affirm his/her registration.
