Ongoing courses
Accessing the list
- Sign in as a System administrator.
- Open CUSTOMERS → Applications.
- Select the Ongoing courses tab.
Page layout
| Area | Description |
|---|---|
| Tab bar | Switch between application types |
| Filters | SHOW FILTERS / HIDE FILTERS |
| Search | Text search; filters the table as you type |
| Table | Paginated list of applications with sortable columns (column header menu) |
| Results | Showing X–Y of Z results (20 applications per page by default) |
Which applications you see
All ongoing course applications on the platform.
Filters
| Filter | Description |
|---|---|
| Customer account | Requesting organization |
| Application ID | Free-text match on application ID |
| Status | DRAFT, NEW, PROCESSING, ACCEPTED, or REJECTED |
| Service | Service the course belongs to |
| Created by | User who created the application |
| Instance code | Multi-select of course instance codes from applications you can access |
Sorting
Default sort is Submitted at, newest first.
Table columns (admin view)
| Column | Description |
|---|---|
| Service | Service the course belongs to — sortable |
| Instance codes | Related course instance codes |
| Status | Current application status — sortable |
| Professionals | Assigned professionals |
| Customer account | Requesting organization — sortable |
| Attendees (total/participate) | Non-moved attendees / non-moved attendees marked as participating |
Plus standard columns: Application ID, Course code, Course, Subject, Created by, Created at, Submitted by, Submitted at.
Application lifecycle
The customer or applicant completes DRAFT and submits. You move the application through review; the assigned Professional resolves attendees while status is PROCESSING.
stateDiagram-v2
[*] --> DRAFT: Customer or applicant
DRAFT --> NEW: Submitted with places
DRAFT --> WAITING_LIST: Submitted when instance full
DRAFT --> [*]: Deleted
NEW --> PROCESSING: You change status
WAITING_LIST --> PROCESSING: You change status
PROCESSING --> ACCEPTED: You approve
PROCESSING --> REJECTED: You reject
note right of NEW
You Edit application
Add or remove instances
Move attendees between instances
Change application status
end note
note right of PROCESSING
You Edit and change status
Professional resolves attendees on Manage
You set instance status when ready
Set ACCEPTED or REJECTED
end note| Status | Your role |
|---|---|
| DRAFT | View — customer or applicant prepares the application |
| NEW / WAITING LIST | Edit, change status, manage instances and attendees |
| PROCESSING | Edit, change status; Professional resolves attendees via Manage |
| ACCEPTED | Edit available for moving and refunding attendees; other mutations stay locked. Status cannot be changed. |
| REJECTED | View only — Edit disabled |
Row actions
| Action | When available | Description |
|---|---|---|
| View | Always | Opens application details |
| Edit | Status is not REJECTED | Opens the application edit page. On ACCEPTED, use Edit to move or refund participating attendees |
Edit an application
- Open Applications → Ongoing courses.
- Choose Edit when status is not REJECTED, or open View and click EDIT in the footer.
The page title is [Application ID]: [Course title].
Status
| Application status | What you see |
|---|---|
| DRAFT | Fixed DRAFT heading — no status dropdown |
| Other (not ACCEPTED) | Status dropdown — selecting a new value opens a confirmation dialog |
| ACCEPTED | Dropdown shows ACCEPTED only and is disabled. An info notice explains that only moving and refunding attendees are available |
Use the status dropdown to move the application through its lifecycle. In the confirmation dialog, you can add a log note and choose whether it is visible to the customer and to the professional. Both visibility options are always available, regardless of application status. There is no SUBMIT button for administrators.
If you try to accept and any confirmed, participating attendee (with a decided start date, not moved) is already enrolled through another ACCEPTED application for the same course, acceptance is blocked. The confirmation dialog stays open, shows the accepting-error summary, and lists each conflicting attendee with the course instance code of their existing enrollment. Remove those attendees from this application before accepting again.
Course instances
Click ADD INSTANCE to add another course instance to the application. On ACCEPTED applications, adding instances is not available.
Each instance on the application appears as a card with instance code, language, available places, assigned professional, and weekly schedule (when configured).
| Action | Description |
|---|---|
| DELETE | Remove the instance from the application (not available on ACCEPTED) |
| Status (per instance) | Change instance status. Locked while the application is DRAFT or ACCEPTED, while the instance status is PENDING with no participating attendees, or while participating attendees still need start-date decisions |
Attendees (per instance)
| Action | When available |
|---|---|
| Add | Always for administrators, except when the application is ACCEPTED |
| Edit | Update attendee contact details (not on ACCEPTED) |
| Remove | Remove an attendee from the instance (not on ACCEPTED) |
| Move | When application status is NEW, PROCESSING, WAITING LIST, or ACCEPTED, and other instances exist on the same application. Only for attendees marked as participating, not refunded, and not anonymized. |
| Participates | Toggle whether the attendee participates (a note is required when marking as not participating). Not available on ACCEPTED. |
| Invite | During PROCESSING, for participating attendees who are not yet confirmed |
| Refund | On ACCEPTED applications, for participating attendees who are not already refunded or moved. Shown in a Refund column instead of Invite. |
| Notes | View or edit notes on the attendee |
Refund an attendee (accepted applications)
- Open Edit on an ACCEPTED application.
- In the attendees table, click Refund for a participating attendee.
- Confirm in the dialog. The operation is irreversible and creates a Credit transaction for the customer equal to the price per participant for that course instance.
The refunded attendee is marked Refunded, set to not participating, shown with a red row highlight, and no longer counts toward capacity, invites, move, attendance, or billing. If the application withdrawal does not have enough remaining creditable amount (for example after earlier credits), the refund fails with an error and no attendee or transaction changes are made. Creating the credit notifies the customer’s Customer administrator.
Attendee actions save immediately through dialogs.
More information
Edit free-text notes in the More information section and click SAVE. This saves independently from attendee and instance actions. Saving more information is not available on ACCEPTED applications.
CANCEL at the bottom returns to the applications list.
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
| Field | Description |
|---|---|
| Application ID | Unique identifier (e.g. #A-KMU-2101026-001) |
| Status | Current application status |
| Created by | Name and email of the user who created the application (empty if not recorded) |
| Date created | Date and time the application was created |
| Submitted by | Name and email of the user who submitted it (empty if not yet submitted) |
| Submitted at | Date and time of submission (empty if not yet submitted) |
Customer account details
| Field | Description |
|---|---|
| Organization | Organization name and organization number |
| Address | Street address |
| Location | Postal code, region, and municipality |
| Country | Country name |
| Phone | Shown when set on the organization |
| Website | Shown when set |
| Shown when set |
Customer admin details
| Field | Description |
|---|---|
| First name | Customer administrator first name |
| Last name | Customer administrator last name |
| Customer administrator email |
Course details
| Field | Description |
|---|---|
| Title | Course title |
| Code | Course code |
| Service | Linked service name |
| Subject | Course subject |
Course instances details
One block per enrolled course instance. Each block shows:
| Field | Description |
|---|---|
| Code | Course instance code — clickable link to Manage instance (opens in a new tab) |
| Professional | Assigned professional (first and last name) — System admin and Service admin only |
| Language | Instance spoken language |
| Start date | Instance start date |
| Total attendees | Count of attendees on this instance, or No attendee added |
Attendees table (per instance)
| Column | Description |
|---|---|
| # | Row number |
| First name, Last name | Attendee name (masked when anonymized) |
| Attendee email (duplicate-warning icon when applicable) | |
| Phone number | Contact phone |
| Has citizenship | Yes, No, or — |
| Has EU citizenship | Yes, No, or — |
| LMA number | LMA number when provided |
| Personal number | Masked personal number |
| Suggested start date | Date proposed at application time |
| Decided start date | Confirmed start date |
| Participates | Checkbox (unchecked after a refund or when marked not participating). When the attendee was refunded after acceptance, Refunded appears next to the checkbox. When the attendee was moved to another instance, the Moved checkbox is set instead |
| Moved | Checkbox — set when the attendee was moved to another instance on the same application |
| Notes | Note icon when attendee notes exist — opens a read-only dialog |
For System admin, Service admin, and assigned Professional, rows may be highlighted: yellow when moved, green when a decided start date is set, red when the attendee does not participate or has been refunded.
More information
Free-text additional information from the application wizard, or No additional information provided when empty.
Log notes
Separate card below the main detail (Log notes heading). Shows status-change history, note text, and whether each log note is visible to the customer or professional.
Custom application notes
Separate card below the main detail (Notes heading). Threaded notes between administrators, the owning customer administrator, and professionals assigned to instances on the application. The panel is always shown for your role; displays No notes have been added when empty.
Footer actions
| Button | When shown | Description |
|---|---|---|
| CANCEL | Always | Returns to the applications list |
| EDIT | Any status except REJECTED | Opens the application edit page; disabled with a tooltip for rejected applications. On ACCEPTED, use edit to refund attendees |
| MOVE ATTENDEES | Status is ACCEPTED, NEW, PROCESSING, or WAITING LIST, with participating (not refunded) attendees and available target instances | Opens the move-attendees dialog |
Related documentation
- Applications overview
- Courses — ongoing course configuration