Below are some common project scenarios and and suggestions on how Project managers can administer postponed projects that include participants and/or bookings.
PROJECTS WITH PARTICIPANTS ONLY AND NO REGISTRATION FORM
If you have imported participants and you need list columns to reflect updated dates, edit any participant custom fields and list columns will automatically be updated.
If some participant data include wrong dates, for example a participant custom field answer "Single room 20 April", consider updating participant data.
PROJECTS WITH A REGISTRATION FORM WITHOUT BOOKER PAYMENTS
The project has no participants or bookings yet but the form is already built
Update all dates, texts and settings in Form builder and Form settings to reflect the new dates. Set the form live for booking whenever ready.
The project has bookings and bookers must accept new dates
A suggested approach here is to copy the project into a new project with new dates and invite already booked participants to book on the new registration form, where their personal details are already filled in. You can track who books and send reminders to those who have not booked yet.
Create a new project by copying from the existing one. All information and settings on the project will be copied except for participants, bookings and payments, you just need to add correct mandatory project settings.
Update the existing project to status Cancelled with cancellation reason "Other" and write for example "Duplicate [project number of new project]" in the Project ledger.
Consider whether you need to cancel all bookings in the existing project to confirm cancellations to all bookers.
Export a List of participants from the existing project to Excel including all personal details and any participant categories. Make sure to delete the top rows so that column headers are on the first row. This is essential for the next step to work. Save the list.
In the new project, Import participants with status 'Potential' and map and create any fields in the import.
Send an invitation to all potential participants asking them to book on the new registration form with the new dates. The invitation is personal and their personal details will already be filled in. They just need to go through the form and add any products to their booking before confirming.
If you want to add the possibility for participants to decline the new dates you can add a "No thank you" link in the invitation email so you clearly see who has said no. You then also avoid sending reminders to participants who don't want to participate on the new dates.
You can keep track of who has booked and send reminders to those who have not from the Participants menu.
The project has bookings but bookers don't need to accept new dates
If products on the form don't mention dates, a suggested approach is to contact all participants by email or sms and inform them of the new dates. Some participants may want to cancel their registration because of the postponement, so include information on how they can proceed to cancel. For example add an email address they can use to confirm their cancellation.
If participant custom fields and/or products on the form mention dates, booking confirmation PDFs are outdated as these files are created and sent at the time of booking. You should consider whether booking confirmation PDFs need to be updated and distributed to bookers. If that is not necessary, you can update the fields and products in Qondor, then send an email to bookers and include the Booking login link merge tag so that they can access their booking link to see the updated web-based version with correct dates. You can choose to not include the booking confirmation PDF to avoid any confusion.
If booking confirmation PDFs must be updated, the suggested approach is to update all bookings with the new products and send updated confirmations as follows:
Make sure participant custom fields, products and booking confirmation email are updated with the new dates.
Open each booking from Forms --> Bookings by clicking on the booking reference.
Go to Edit booking and click through the registration form. You will see that fields and products have updated names. Confirm the booking on the summary step. Select "Send confirmation email to booker" to send an updated booking confirmation email with the updated PDF.
Complete steps 2 and 3 for all bookings that need updated PDFs.
PROJECTS WITH A REGISTRATION FORM WITH BOOKER PAYMENTS
When booking on a registration form, the booker receives the rules set on the products like price, VAT and refund rules that are applicable at the time of booking. Qondor therefore creates a transaction line per product booked which is to be paid for by the booker. Qondor works this way to secure that bookers receive what was applicable at the time of booking regardless of whether this is updated later or whether payment is due when booking or in the future.
Payment has not been made yet but bookings must be updated to ensure correct invoice specifications or payment receipts later
If some products to be paid by the booker include dates, for example room nights or date is mentioned in product names, like "Flight 20 April" or "Conference pass 20 April" and this will cause confusion when included on an invoice specification or payment receipt, consider the following approach:
Make sure participant custom fields and booking confirmation email are updated with the new dates. Products can either a. be updated with correct dates or b. you can create duplicate ones with correct dates and unpublish existing ones for step 3 to go faster.
Open each booking from Forms --> Bookings by clicking on the booking reference.
Go to Edit booking and click through the registration form. You will see that fields and products have updated dates, but transactions on the booking are saved at the time of original booking and will not automatically update. Depending on your choice of a. or b. on step 1, proceed as follows:
a. Deselect the product with the wrong date, go to the next form step and back to the previous step. Select the product again and move on to do the same on any other products,or
b. Deselect the product with the wrong date and select the new product with the correct date. Move through the form and deselect products with wrong dates and select products with correct dates as required.
On the Summary step under Payment overview you will see non-refundable lines if any unbooked products are non-refundable. Click on the red cross mark to the right to remove these to avoid wrong booking balance. Select "Send confirmation email to booker" to send an updated booking confirmation email with the updated PDF.
Confirm the booking update. Qondor now gives the booking updated products and transactions reflecting the new dates. If you forget to remove non-refundable lines, you can do it later by going to Financial details -> Transaction log on each booking and clicking the red bin to remove it.
Complete steps 2-5 for all bookings that need updated bookings and transactions.
Payment has already been completed but new bookings must be created for bookers to accept the new dates
A suggestion here is to create a new project as described under "The project has bookings and bookers must accept new dates" section above and invite participants to do new bookings. Once they have booked and paid, refund invoices and/or credit card payments in the existing project.
THIS ARTICLE DIDN'T SOLVE MY SCENARIO, WHAT DO I DO?
If you don't find the answer you are looking for or are unsure of how to deal with an affected project in Qondor, feel free to contact us for advice: support@qondor.com.