This guide helps course providers and their team choose the right customer record before looking up a booking, checking a participant or dealing with payment.
An Order records a purchase. A Registration records one person’s place on a course or course date. A Contact stores the person’s details. These records are related, but they are not interchangeable.
Choose the record for your question
Use an Order to check who placed the purchase, the courses and participants included, prices, billing details and related invoices. One order can include more than one course or participant.
Use a Registration to check an individual participant’s course, date, status and participant-specific information. A person attending different courses has separate registrations.
Use a Contact for the person’s saved contact details. Finding a contact does not prove they have a place on a particular course.
Use an Invoice to check a billed amount and balance. Use a Payment record to check a recorded payment or refund. Use a Credit Note to check a correction to an invoice.
The person who placed an order is not necessarily the person attending. Search for the participant when checking their registration, and for the order contact or financial reference when checking the purchase.
Understand how the records fit together
For example, imagine that Alex arranges a course for Sam and Jo. The purchase can be recorded as one order for Alex, while Sam and Jo each have their own registration. Alex’s billing details and Sam’s course information answer different questions. This is an illustration, not a tested booking.
The person an Order belongs to is shown on the Order as Order Contact. Other guides call the same person the primary contact, and the guides for learners call them the order owner. Some guides and screens say “booking” for an Order and the Registrations that come with it.
An order can have more than one invoice. An invoice can have separate payment or refund records. A credit note records an invoice correction; it is not, by itself, proof that money has been returned to the customer.
A registration can also be created directly by a team member or through an import, without a parent order. Check the registration’s Source rather than assuming every registration has an invoice or payment.
Do not use a status badge as the only check. Read the relevant amounts and record details as well. A purchase, a recorded payment and a participant’s registration or course access are different things. If the records disagree, investigate before changing money or access.
Find a participant’s registration
A System Admin can use the main Registrations page across the account. Course Owners and Facilitators use the courses and dates they are authorised to access; they do not get the same top-level financial pages.
Open the Admin dashboard. For a System Admin, select Registrations in the main menu. For a Course Owner or Facilitator, select Courses, open the relevant accessible course and select Registrants.
Search for the participant’s name, email address, Registration Code or Registration ID. Active Registrations lists places with Active or Pending Status only. To include every Status, for example Cancelled, choose All Registrations in the menu of saved filters or views.
Select the intended row. Check the participant, course, date where applicable, Status and Source in the registration panel.
For the full search and filter steps, see Find and Manage Course Registrations. A course or date view remains limited to that course or date, even when you choose All Registrations.
Find the purchase behind a registration
This requires a System Admin. An Order source link is not available to a team member who cannot view orders.
Open the registration in the Admin dashboard and find Source.
If the source is an Order, select that source label to open the related order.
Check Order Contact, Billed To and the course/participant information under Details. Expand Invoices & Payments to check the related financial records.
If Source says Created by a team member or Import, that source does not supply an order link. Do not create a replacement order just to make a link appear. First establish whether money needs to be recorded or collected and whether an order already exists elsewhere. If a place that a team member added does need an order, read Add Someone to a Course Without Creating an Order before you create one.
If you already have an order or invoice reference, start in Orders instead. See Find Orders, Invoices, Payments and Credit Notes for the financial-record lookup guide.
Choose the right way to add someone
A System Admin uses New Order when the purchase needs prices, invoices or a payment request. If you are a Course Owner or Facilitator, ask a System Admin to handle the purchase. See Create an Order and Request Payment.
Use New Registration when you need one person’s course place without creating an order, invoice or payment. See Add Someone to a Course Without Creating an Order.
Do not use New Registration as a shortcut for a purchase that needs billing. Creating a place and collecting payment are separate responsibilities. Check the full task guide before creating, replacing or cancelling a record.
Frequently asked questions
Does finding a Contact prove someone is registered?
No. Open the person’s Registration and check the course and date. A Contact is the person’s saved details, not a course place.
Does every Registration have an Order?
No. Registrations created directly by a team member or through an import can exist without a parent order. Check Source in the registration panel.
Can one Order include several people?
Yes. An order can include several participants. Check each person’s Registration when you need their individual course information.
Why can I see Registrants but not Orders?
Course Owners and Facilitators use registration views for their authorised courses and dates. The financial-record pages require a System Admin. Ask a System Admin to investigate the purchase.
Does Paid mean the participant’s course access has been checked?
No. Paid describes the money, not the place. A Registration created by an Order takes its Status from that Order, and whether the learner can open lessons depends on the Order’s approval as well as its payment. A System Admin can open the Order to check both. Then check the Status on the Registration. See Find and Manage Course Registrations for what Active and Pending mean.