Renewals and extensions

When students and groups are running low on lesson credits, you may want to contact them whether they would like to continue participating in a course and therefore purchase a new booking.

Renewals

Students and groups appear on the renewal list for variable courses whenever their lesson credit falls under the value you set in the general options (Renewal letters for variable courses) and they have not cancelled further participation in the course. For variable courses, you can decide whether to do renewals for all students and groups, or only for students and groups in a particular course. 

Students and groups appear on the renewal list for semester courses whenever their lesson credit does not suffice to cover the next semester and they have not cancelled further participation in the course. Semester course renewals are generally only useful towards the end of the current semester. You can set in the general options (Renewal letters for semester courses) when you would like to be reminded to do semester course renewals. For semester courses, renewals are done on a course by course basis.

The renewal register presents you with a number of options for each student/group:

• Wait: Nothing is done.
• Write: A letter to the student/group is generated, asking whether a new booking is desired, and the student/group will be marked as contacted.
• Contacted: The student/group has already been contacted (in person, by telephone) and will be marked as such.
• Extend: A new booking will be entered for the student/group. The values will be taken from the last booking for the student/group and the start date will be set to today.
• Cancel: A cancellation will be entered for the student/group.

Once you click OK:

• Letters will be generated, saved in the KVS working directory and printed - do not forget to put the appropriate letterhead in the printer. Please be patient - Word is very slow.
• Bookings and cancellations will be entered.
• A report is displayed with the list of students for whom letters have been generated. You may want to print this to remind you which students you contacted in writing on which date.
• Registers are displayed with all individual and group bookings generated by KVS on the day. Among those, you will find the ones that have just been entered by KVS, and you can edit them if the default values are not the desired ones.

If you do not contact students in writing, you may prefer to use the report "Pending renewals variable courses".

Extensions

Students and groups who have been contacted via the renewal register have been marked as contacted. These now appear on the extension register. The extension register presents you with the choices "Wait", "Extend" and "Cancel". These are identical to the options of the same name under Renewals (see above).