Switch a Booking

This function allows you to move a student enrolment from the current timetable item to a new one. Student progress on their learning activities is carried across.

A switch is performed where date/location for training is changed, but the unit or course being completed remains the same.

There are two ways to switch a booking to a new timetable.  From within the Booking Profile, the "switch" button at the bottom of the screen allows you to switch all members on a booking into a new timetable

Alternately, from the list of students in a timetable item, you can select multiple students from across multiple bookings and switch them with the "switch" button at the bottom of the list

In either case, you are then presented with a list of the eligible courses for you to switch this student in to

This list takes into consideration any switching fees configured at a course level.  Check out our article on self-serve timetable switching for more information about setting up those prices.

Can't find the timetable you're after because someone wants to switch from CPR to First Aid?  For administrator users, it's possible to switch into any other timetable item.  Use this option with caution, it allows you to filter courses by date, even if it's in the past, and other courses or units.

From here, you can then select a timetable to switch into and will be presented with the confirmation page

This confirmation page allows you to confirm and map the activities between courses and optionally issue a payment request if you have a fee set up.

Clicking "submit" will process the switch and show you the success page

Frequently Asked Questions

Question: Is there a limit on how many students can be bulk switched?

Yes, a maximum of 300 students can be moved in a single bulk switch.

Question: What happens to invoicing when a student is switched?

Any existing invoicing linked to their original booking will carry over when a student is switched. Any price differences would need to be manually adjusted and charged for/refunded as required.

If there is any price difference between bookings, these require you to manually charge additional fees or refund them the difference.

Question: What happens to the student’s progress when they are switched?

Given that the timetable items are for an identical course or unit, all student progress will carry over – unit start/completion dates, unit status and activities completed. The student will be able to continue their studies seamlessly.

If there are differences between the timetable items, you will receive a warning when performing a switch that there are no equivalent units on the new timetable. If you proceed with the switch anyway, this may result in Orphaned Unit Results.

Important: If there are any units in the original course which don't have equivalents in the new course, the data for these units will be omitted from your reporting data after the switch. However, it is not deleted - it will show as orphaned unit results. If the students are switched back, the data will remain.

Question: When switching there are no timetable items available to switch students to?

1. Ensure that the timetable item you wish to switch a student into isn't archived, and that it is not already full and has available places

2. Utilise the function to Click here if you would like to switch this person into any other timetabled item (even if the course is not identical to that of the original enrolment).

3. If there are no matching timetable items, you will need to create a new timetable item. See help page on how to add a new timetable item for more information.