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.

NOTE: If you are moving the student into a DIFFERENT course or unit, then the student should be cancelled or withdrawn, then re-enrolled for the new unit or course. Switching into a different course will cause orphan unit results.

How to switch a student

Switching can be actioned from two places;

• Booking Editor (single student or all students on same booking)
• Manage Timetable (bulk or select students)

Considerations for Switching

1. All students on the booking need to be switched to a new timetable item. (If this is not true, you can split the booking or use the bulk switch method)

2. None of the students to be switched have completed the unit or course. 

3. You have another timetable item to switch students into which is created for the same course/unit as the course/unit they are currently enrolled in. It must be identical, meaning the Vasto ID is the same.

4. The start date of the new timetable item is not more than 10 days earlier than today's date.

5. You are aware that if there is any price difference between bookings, these require you to manually charge additional fees or refund them the difference.

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.

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.

 Note: If there is a unit in the new course which is equivalent to the old unit, you can mark it as such. In this case, the student will automatically be credited for the new unit when they are switched over. See the unit "Mapping" tab for more information about this.

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. Is the start date of the timetable earlier than 10 days from today's date? You can't switch students to past timetables - unless you change the date of the timetable item so it is future dated, make the switch, then change the date back.

4. 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.