Participants, attendance & emails

Inside a course you find all registrations in the Participants, Waiting list and Attendance tabs. Online registrations land there automatically – from the course widget, your MeinTier profile and the MeinTier app.

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Registrations

Status	Meaning
Pending	Registered, waiting for your confirmation
Confirmed	Seat is secured, confirmation email has been sent
Waiting list	Course was full, moves up as soon as a seat frees up
Cancelled	Deregistered – the seat is free again

• Confirm: confirm pending registrations with one click. With Confirm registrations automatically in the course settings, this step is skipped.
• Add participant: add registrations by phone or in person yourself.
• Cancel: the participant gets an email and the seat becomes free.
• Note: whatever participants write in the message field when registering (“Luna is nervous around other dogs”) is shown right in the participant list and on the participant list (PDF).
• Assign animal: links the registration to an animal record. TheraTap suggests the contact’s animals, best match first. If the animal doesn’t exist yet, create it here with name, animal type and breed.

Self-cancellation

With Self-cancellation up to (hours before the course starts), participants can deregister themselves in the MeinTier app – up to the deadline before the first session (for drop-in courses before the next booked one). Once the course has started, only you can cancel. You get an email when someone cancels – with a note if someone is on the waiting list or an invoice already exists.

Contacts and animals

If the course asks for the animal, its name and type are required for every registration; the breed is optional. If you offer the course only for certain animal types, only those can be chosen.

• Contact: if someone registers with an email address you already know, the registration goes to the existing contact. Stored data stays unchanged; differing details show up as a note on the registration. A new address creates a new contact.
• Animal: if the contact has exactly one animal with that name and type, TheraTap assigns it automatically. Otherwise you assign it yourself with Assign animal. A new animal record is never created without your click – so your record quota stays untouched.

Waiting list

If Keep a waiting list is on and the course is full, further registrations land in the Waiting list tab – in order of registration. Move up passes a freed seat on.

Attendance

Once the first session is over, record in the Attendance tab who was present and who was absent. Mark all present saves clicks. The attendance rate per participant is shown right next to it.

Billing

• Create draft invoice creates a draft for one registration. You review it, adjust it if needed and then send it – nothing goes to the participant before that.
• Bill everyone creates draft invoices for all confirmed participants at once.
• For drop-in courses, each booked session is billed.
• Print the Participant list (PDF) for the course evening – with animal, confirmations and the participants’ notes.

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Emails to participants

In Emails to participants you choose what TheraTap sends automatically:

1. Reminder

   Choose how many days before (1, 2, 3 or 7 days) and whether to remind before every session or only before the first session. The reminder contains the location or online link and the requirements.

2. Thank-you email

   With Send a thank-you email after the last session, an email goes out after the course. You can customise the text – leave it empty for the default. Anyone who missed all sessions gets no thank-you email.

3. Certificate of attendance

   Turn on Attach a certificate of attendance (PDF) to the thank-you email. TheraTap fills in name, animal, course name and period automatically – optionally, add the course content. A certificate is only issued for confirmed registrations with at least one attended session. You can download a single one from the participant list via Certificate.

Designing the certificate

• Logo: your practice logo from the practice settings appears at the top and in the seal. Without a logo, the seal stays plain.
• Colour: your practice colour by default. You can pick a separate Certificate colour in the course.
• Number of sessions: with Show number of sessions, the certificate states how many sessions someone attended (e.g. “5 of 6”). Turn it off if you don’t want to show this.
• Course lead: shows the course lead or – if filled in – the Name on the certificate, e.g. for external speakers.
• Signature: upload an image of your signature once (applies to all courses of the practice). It then appears on every certificate. Without an uploaded signature there is no signature line.

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Emails when sessions change

When something changes about the sessions, TheraTap informs participants automatically. Before you save, the dialog shows how many people will get an email.

What you do	Who gets an email	Content
Cancel session	Everyone who booked this session	Cancellation with reason (if given) + calendar file that removes the session from their calendar
Add session for a course series or single event	All confirmed participants – they are booked in automatically	The new session and the complete list of all sessions + calendar file
Add session for drop-in	Nobody	The session can be booked online right away
Move session (time, location or online link)	Everyone who booked this session	New time or location + updated calendar file
Change only the session title	Nobody	–
Cancel course	Everyone registered, including the waiting list	Cancellation of the whole course

Pending, not yet confirmed registrations are also booked into new sessions; they’ll see the sessions in their confirmation. Sessions in the past don’t trigger an email.

Note

Confirmations, cancellations and session cancellations are always sent – they can’t be switched off.