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Steps to handle booking notifications: “New Student booking”

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Author: Ishi
Audience: Bookings team

Version 4.6 – March 2013

Last modified: 27 October 2022

Scenario:

You will get a ticket with a subject such: “#7721 New Student booking (44888) – September 27, 2022”.
These type of emails are notifications of payment coming from our website.

How to handle these type of emails:

  1. Understand the type of ticket by reading the description of the booking.
    • If the booking is for a deposit of a course follow step A
    • If the booking is for volunteering follow step B
    • If the booking is for anything else follow step C (such as Holiday packages, Pre-Vipassana, Awakening & Healing program and Detox)

A) How to handle payment of a course deposit for Yoga, Breathwork or Tantra course

Training video

Steps to process these types of messages:

  • Login to Stripe and confirm that the payment of this booking went through
    • Click on the payments menu, look for this payment and confirm that the status of the payment is “Succeeded”
  • Check previous emails to see if this student has been accepted as volunteer or not.
  • Go to Google Drive location: Google Drive\Samma Karuna\Yoga TTC\Students List (for Yoga TTC deposits)
    or
    Google Drive\Samma Karuna\Tantra TTC\Students List (for Tantra TTC deposits)
     or
    Google Drive\Samma Karuna\Breathwork TTC\Students List (for Breathwork TTC)
    and     open the spreadsheet of the course they are going to take.
  • Write down in a new row in the Excel spreadsheet and fill-in all the required information:
    • Name of the student
    • Volunteer discount (if applicable)
    • Email Address
    • Comment (optional)
      • Write down any relevant comment about this student you may know, such as if this person is getting a special discount.
    • Accommodation upgrades (if  applicable)
    • Other discounts (if applicable)
    • Write down “No yet” on the column “accepted”
      • The student will have to fill-in the application form for the course before being accepted.

B) How to handle Volunteering bookings with and without accommodation

Steps to process these types of messages:

This type of emails will contain the product name: “Approved Volunteer”

  • Go to Google Drive\Samma Karuna\Bookings
  • Open the spreadsheet called “Bungalow Planner Samma”
  • Open the tab “Volunteers Package list”
  • Fill up a new row with the information provided in the ticket
    • If the volunteer is not booking accommodation with us the ticket will include a text such: “I will get my own accommodation nearby the school”. In these cases no further steps are required.
  • If the volunteer booked accommodation with us click on the tab “bungalows (current year)” and look for the dates the student booked in the calendar
    • Mark all dates for the entire stay with gray color and write down the name of the student in every cell.

C) How to handle payments of  Awakening & Healing program and Detox

Training Video

Steps to process these types of messages:

  • Go to Google Drive\Samma Karuna\Bookings
  • Open the spreadsheet called “Bungalow Planner Samma”
  • Open the tab “Student Package list”
  • Fill-in all information there with the information you got in the ticket
  • Look at the accommodation booked by the student in the ticket to understand which bungalow/dormitory you can allocate to the student.
    • Bungalow 6, 7 and 9 (can be accommodation type A)
    • Bungalow 1 to 5 (can be accommodation type C or type B)
    • Bungalow 11 and 12 (accommodation type B only)
    • Bungalow 8 and 10 (4 bed mix-dorm accommodation type D)
    • Dormitory (Mix-dorm  6 beds with Fan type  E)
    • Dormitory (Mix-dorm  4 beds with A/C type D)
  • Open the tab “bungalows (current year)” and look for the dates the student booked in the calendar
  • Mark all dates for the entire stay with gray color and write down the name of the student in every cell.

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