Respond to a pending offer

An offer is pending when it was sent with Auto-accept Offer? off and the account holder has not accepted it yet. The class card shows Pending confirmation. The account holder can accept it from the link Swimio sent them. Staff can also act for the account holder, for example after a phone call.

For where a pending offer fits in the student’s path, see Offer and trial statuses.

What you need before starting

The offer is still waiting. It has not been answered and has not expired.
You can act on the class. Only the class’s instructor, a Manager, or a Super Administrator can act on an offer.

Open the Trial Offer Options window

You can open it in two ways:

On the class card, select Pending confirmation on the student’s row.
In the register toolbar, select Pending offers, then Take action on the offer’s row. See Pending offers.

The window has two tabs: Action and Edit/Resend. Both show the Trial Date of the offer.

Answer the offer

Open the Action tab.

Choose an Action. The Description beside it explains what it does.

Action	What happens
Accept	The account holder accepts the trial. The trial is booked, and the card shows Trial on and the trial date.
Confirm	The student skips the trial and gets the place as their full place. Swimio removes them from this register’s waitlist or move request list.
Reject	The place is not suitable. The student stays on the waitlist or the move request list.
Remove	The offer is rejected, and the student is also removed from the waitlist. This action does not show for an offer that came from a move request.

If you chose Reject or Remove, enter a Reason. It is not required, but it helps you make better offers later.
If you chose Reject, you can tick Edit student’s waitlist preferences after form submission. Use this when the student’s preferred days or times are the reason the place did not fit.
Select Apply.

Result: the offer is updated, and the class card shows the student’s new status.

Resend the offer

Resend the offer when the account holder did not get the message, or when the trial date needs to change.

Open the Edit/Resend tab.
Under Communication Channel, tick how Swimio should contact the account holder.
Under Adjust trial offer date before resending, choose:
- No: keep the same trial date.
- Yes: pick a New Trial Date. You can only pick days the class runs on.
Select Resend Trial.

Result: Swimio sends the offer again to the account holder, with the trial date you chose.

Rules and limits

An offer lasts 3 working days. After that, it cannot be accepted. See Time limits.
Accept books a trial. Confirm skips it. Use Confirm only when the student does not need a trial.
Remove is only for waitlist offers. A move request has no waitlist entry to remove.
Everyone who can open the register sees the offers, but only the class’s instructor, a Manager, or a Super Administrator can act on them. Other staff see No access in the Pending offers list.