Clubs: Assigning places based on preference
Where you have set up a Clubs Event allowing parents to submit ranked preferences you can, once booking closes, allocate places based on those preferences - either manually, automatically, or a combination of both - by following the steps in this article.
Please be aware that parents will not be asked booking questions when selecting preferences.
Note that as soon as you convert any preference into a booking, admins can no longer access the Assign Preferences page. To add any bookings they must use Manage Bookings > Add Booking instead. In the same way, once preferences are assigned (and assuming that the club is still open for bookings, and has spaces available), any parents that want to make a booking will be directly booking a place and not registering a preference.
Assigning Preferences
Go to the Event in question, then in Common Actions click on Assign Preferences.
You will immediately be presented with the following box
Allocating places automatically
If you select Automatically Allocate the system will use the preferences to allocate places - assigning as many students as possible their first choice then, where that was not possible due to number limits, by giving them their next highest preference - and display these as ticked on the Assign Preferences page.
Note: When preferences are being assigned, preferences must be made in respect of every club on that day for the bookings to be finalised.
From here you can edit the allocations if you wish, then click the green Book Places button to convert the allocated (ticked) places into bookings and send a confirmation email to the parents.
Allocating places manually
If you select Manually Allocate the system will load the Assign Preferences page, where you can allocate places on clubs yourself by clicking on a preference. Once you do so it will change to a tick.
If you decide that you want to use Automatic Allocation instead, click on Run Automatic Allocation at the top of the page. This will reset any manual selections you've made and then allocate preferences.
Once all your places are allocated, click the green Book Places button to convert the allocated (ticked) places into bookings and send a confirmation email to the parents.
Note: as soon as you have converted any preference into a booking you can no longer use the Assign Preferences page. You will need to use Manage Bookings to add or amend bookings from preferences instead.
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