Scheduled services (courses)

Accessing the list

1. Sign in as a Customer administrator.
2. Open CUSTOMER → Applications.
3. Select the Scheduled services (courses) tab.

Page layout

Which applications you see

You see scheduled course applications submitted for your customer organization only.

Filters

Sorting

Default sort is Submitted at, newest first.

Sortable columns: Application ID, Course code, Instance code, Course, Subject, Status, Created by, Submitted at.

Application statuses

Application lifecycle

After submission, Service administrators approve or reject the application. You can Edit or Cancel while status is PENDING.

stateDiagram-v2
    [*] --> PENDING: Submit wizard

    PENDING --> APPROVED: Service admin approves
    PENDING --> REJECTED: Service admin rejects
    PENDING --> CANCELED: You cancel application

    note right of PENDING
        Customer admin can Edit or Cancel
    end note

    note right of APPROVED
        Customer admin can View only
    end note

Table columns

Row actions

Create an application

Start from Courses:

1. Open a published regular (scheduled) course instance and click APPLY when places are available.
2. The application wizard opens. There is no DRAFT status — you complete and submit in one session.

flowchart LR
    C[Courses catalogue] --> A[APPLY on a scheduled instance]
    A --> W[Application wizard opens]

flowchart TD
    A[Courses: APPLY on a scheduled instance] --> B[Application wizard opens]
    B --> C[Attendees]
    C --> D[Billing account]
    D --> E[Mentors]
    E --> F[Upload files if required]
    F --> G[More information]
    G --> H[Review and submit]
    H --> I[Click SUBMIT]
    I --> J[Status PENDING]

Use NEXT, PREVIOUS, and CANCEL as in other wizards. The Upload files step appears only when the course requires documents.

After submission

When you click SUBMIT, the application is created immediately with status PENDING. There is no DRAFT step — submission reserves your place on the course instance pending review.

What you can do while PENDING

These actions remain available because the instance place is not final until an administrator approves or rejects the application. You can still adjust application details while review is open.

What you cannot do after review

Once status becomes APPROVED, REJECTED, or CANCELED, Edit and Cancel application are no longer available. The decision is recorded and the instance capacity is settled — changing attendees or billing afterwards would affect confirmed places on the instance and billing.

Scheduled course applications cannot be deleted at any status.

Edit a pending application

1. Open Applications → Scheduled services (courses).
2. Choose Edit on a PENDING application, or open View and click EDIT.
3. The edit page uses tabs instead of the apply wizard:

Click UPDATE to apply changes. You cannot edit after the application is APPROVED, REJECTED, or CANCELED.

View application

Open View from the row Actions menu (⋮). The page title is Application: [Application ID].

The detail page is read-only. Sections appear top to bottom, separated by horizontal dividers.

Page header

There is no Submitted by field on scheduled course applications.

Customer account details

Customer admin details

Course details

Instance details

Attendees

Shows Total attendees when the list is not empty.

When no attendees were added, the page shows No attendee added.

Billing

Visible to Customer admin, Applicant, Mentor, System admin, and Service admin.

Mentors

Shows mentor count when mentors are assigned, or No mentors when the list is empty.

Uploaded documents

Shows Total documents when files exist.

When no files were uploaded, the page shows No uploaded documents.

More information

Free-text additional information from the application wizard, or No additional information provided when empty.

Custom application notes

Separate card below the main detail (Notes heading). Notes shared with administrators and the assigned professional. The panel is always shown; displays No notes have been added when empty.

Footer actions

Related documentation

• Applications overview
• Courses — browse instances and apply for a scheduled course