Course Participation Administration

The administrative processing of course registrations is conducted by the course participant manager. Course registrations or requests can also be performed by learners, registration agents and superiors in the catalogue. Registration agents must have at least the "Edit" right in releasing a user object via the "Registration agent" setting in the user profile in order to execute bookings and requests in the catalogue.

Administrators can perform registrations or modifications of the registration status for all registration types. For instance, registration requests can be granted and participants can be registered directly for a course, registrations can be moved to other courses, course or waiting-list reservations can be made and registrations can be cancelled.

While the participant administration in the course search toolbar allows the actual administration of participants, batch registrations and batch cancellations permit quick user assignments. The audit log records learning progress and provides the option to edit registration information.

If the multi-client-context is configured the client can be selected in the headline and therefore client-specific search fields and table columns are displayed in the participant administration.

Participant Administration

The various tabs structure participants of a course according to their status and/or make available specific user-specific functions. The available functions and status changes depend on the course settings, and the registration type and host in particular. Settings can be flexibly configured.

Tabs of the Participant Manager

• Participant List:
  The participant list includes all participants who are registered for the course. have launched or concluded (passed or failed) the course or have a reservation.
  If the maximum number of participants is exceeded, adding, registering or moving participants is no longer possible. Registrations that exceed the maximum number are moved to the waiting list. Administrators are alerted and get to choose whether participants are to be moved to the waiting list or no registration is made.

• Waiting List:
  The waiting list includes all participants with the status "waiting" or "reserved for the waiting list". Participants can be added to the waiting list manually or, if the maximum number of participants has been exceeded and a registration is pending, automatically. The number of available places on the waiting list can be limited (meta tag "Maximum waiting-list capacity"). Once the maximum capacity has been exceeded, administrators receive notifications and can still add participants, while learners, superiors and registration agents can no longer do so.
  If places become available through moves or cancellations, participants will move up from the waiting list according to the settings of the meta tag "Move up automatically". The order in which users move up depends on their registration dates. The order can be manually changed in the waiting list.

• Request List:
  The list of requests is relevant for registration types requiring confirmation. It lists all participants with registration requests that have been accepted or not accepted.
  Administrators can influence the registration progress by accepting registration requests. The registration type "Third-Party Registration with Confirmation" involves a registration request by an administrator. The request requires confirmation from the given potential participant who was put on the request list by the administrator.

• Cancellation List:
  Lists users whose course participation was cancelled after registration or after course launch. The reasons given during cancellation can be modified, which is useful because cancellation fees can vary depending on the cancellation reason.
  After removal from the cancellation list participants are eligible to register again for the course. Administrators can carry out the registration directly through the cancellation list. Thus, learning data, e.g. feedback information, remains available. Only after the deletion of a user from the cancellation list, is this data finally deleted. Participants cannot delete themselves from the cancellation list.

• Personal Syllabus:
  Personal syllabi are created for participants by administrators or superiors. They can include recommended or required courses. The registration is carried out by the participants themselves.

Further tabs in the participant manager provide specific functions to carry out automatic registrations and manage participant-specific resources.

• Automatic Registration:
  Groups or job profiles can be selected here (only available with a imc Learning Suite licence or activated additional components for "Competency Management"). Groups or job profiles can be selected, and group members or job-profile owners can be registered in a single step (target status: personal syllabus). Users belonging to a group or with a job profile will be registered automatically for a course with the selected status. The same applies to users added at a later point. The automatic registration is initiated through a batch process (e.g. at a daily interval, depending on settings) or manually, in the participant manager. If a user is removed from a group or loses their job profile, they are also removed from the pre-bookings list.

• Exceptions:
  When using target groups exceptions can be defined when booking courses. These can be inclusive or exclusive exceptions, i.e. users who were not registered for the course via the target group are added and users who would be registered for the course via the target group are not added. The settings on this tab override the automatic registration. Depending on the configuration, administrators can apply an exception for their employees. The processing of an application also takes place in the participant manager. Applied exceptions can be approved or rejected via a toolbar option.

• Resources:
  If resources marked as user-specific were assigned to a course (e.g. desktop computers or hotel-room reservations), this function allows the user to book these resources for users, depending on contingents. Depending on the settings (metatag "Participant-specific resources") participants can also reserve or book participant-specific resources, which can be edited in this tab.

Functions of the Participant Lists

For the participant, waiting, request and cancellation lists, a number of functions are available for processing.

• Add:
  New participants can be added to the participant, wait or request list. waiting and request lists with an appropriate status ("registered" or "reserved" for the participant list, "waiting" or "reserved for waiting list" for the waiting list, and "requested" for the request list).
  Reservations or registrations can be carried out upon adding participants to the participant or waiting list. Both statuses affect the number of available places. Participants for whom a course was reserved cannot yet access the course.
  Users, groups and job profiles (only if add-on Skill and Competency Management is enabled) can be reserved for the participant and waiting list. In the course of the reservation for a group or job profile, the reservation is carried out for variables to be filled with specific users at a later point, which for instance allows to visualize of available contingents for an organisational unit. Reserved places can be filled with users through the "Replace" function.
  Upon adding users, in addition to the tabs "Users", "Groups" and "Job profiles", another tab displays the available users on the pre-booking list of the appropriate template. This is to ensure a direct overview and a straightforward selection of participants who have pre-booked the course template for a specific date or location.
  Users can be added to the participant list until the maximum number of participants is reached. If the maximum number of participants is exceeded, participants will be added to the waiting list. In this case, an appropriate notification appears that allows a selection of the participants to be added to the waiting list.
  If the maximum number of waiting list places is exceeded, a message is displayed. In this case, the participants can still be added to the waiting list.
  Register, Confirm, Deny, Cancel, Launch, Conclude Participant.
  Depending on the list, registration status and configuration of the registration process per registration type and organiser, the status of the participants can be changed via the toolbar functions.

• Move/Replace Registration:
  Learning path registrations can be moved to other courses, course templates or learning paths. Moving can take place to any number of courses or one course from the same template. The filter "Show courses of" is set to show courses of the same template by default, but other courses are eligible, as well. Moved registrations are removed from the lists of their former courses and added to the lists of the new course, course template or learning path.
  Users and reserved places for groups and job profiles can be replaced with other users through the function "Replace". Upon replacement, users adopt the status of the replaced users of the group or job-profile place.

• Booking Data:
  Depending on course settings (meta tag "Registration information changes through administrator"), learner registration information can be edited as well as viewed. It is then possible, e.g. to correct booking data, subsequently switch a course to "passed" or cancel the price of the course for the learner for a specific personal syllabus and to update the end and due dates.

• Export/Standard Letter:
  For all aforementioned tabs, the user list can be exported as a CSV file or, together with a Word document managed via the navigation item "Standard letters", as a ZIP file, in order to allow the immediate creation of standard letters.

• Send an e-mail Message:
  To facilitate e-mail messaging, the function "Send e-mail" allows the user to generate a message to be sent to one user, multiple selected users or all users.

• Certificate:
  If a certificate was defined for the course and a participant has concluded the course, a certificate can be given out per participant.
  Possible status changes can be defined flexibly per registration status and organiser. Depending on these settings, e-mail messages containing invitations, confirmation requests and other information are sent out. It can be defined per course whether registration messages are sent and whether an administrator is to receive messages.
  Participant statistics provide an overview of the maximum, optimum and minimum capacity, registered participants and waiting-list places.
  Changes are adopted upon saving. The changes log allows to monitor and undo any changes.

• Upload Certificate:
  If a certificate was defined for the course and the metatag "Certificate type" is set to "External certificate, upload by administrator allowed" administrators with permission to manage participants of the course can upload an external certificate per participant. Uploading an external certificate does not automatically result in a course or learning path completion for the participant. It also is possible to download or delete an already uploaded certificate (e.g. by a learner).

Participant Manager → Batch Registrations and Batch Cancellations

Group registration or cancellation enables a list of users to be registered or cancelled collectively. For this CSV files that contain the users' attributes can be imported. The files must state a user attribute that is uniquely administrated in the system for each user (e.g. user ID or email address). Users are identified and their registrations are managed according to these identifiers.
Sample file: userlist.zip

For a collective booking, the participant status can be selected using a drop-down. Available values are:

• Reserved: The users on the participant list are set to the "Reserved" status.

• Booked: The users on the participant list are set to the "Booked" status.

• Reserved for waiting list: The users on the participant list are set to the "Reserved for waiting list" status.

• Waiting: The users on the waiting list are set to the "Waiting" status.

• Requested: The users on the application list are set to the "Applied" status.

• Personal syllabus: The users are set on the "Personal syllabus" tab.

If a pre-booking existed previously, it will be removed. If the course has been configured to send booking messages and one of the defined statuses is initiated, booking messages are sent directly.
A batch cancellation requires entering a cancellation reason that will be applied to all selected users.

Participant Administration → Date Updating

Date updating enables the course end date and the due date to be updated jointly for certain users via a list. For this CSV files that contain the users' login names can be imported. The files must state a login name that is uniquely administrated in the system for each user. Users are identified and their registrations are managed according to these identifiers.
Sample file: updateDurationDependentBatchExample.csv

During the update, it can be selected whether the course end date, the due date or both should be updated. The wizard enables an optional simulation of the results such that the result can be tested in advance.

Participant Manager → Audit Log

The audit log function is typically available to system administrators or specifically trained administrators. The registration information for a course, e.g. registration date, registration status or registration progress of a participant can be corrected via the audit log. Furthermore, the curriculum-related data, e.g. the learning progress of participants, can be managed. which applies when errors require correction or exceptions are to be determined, such as the retroactive deletion of a cancellation fee due to hardship regulations, the repeated opening of a course by a learner after an accidental conclusion or the change of a pre-booking period due to a staff member leaving the company.

Global Functions and Related Topics