Course-template Participation Management
The administrative processing of course registrations is conducted in the course-template participant manager. Learners, registration agents and executives may also make course template pre-bookings. Registration agents must have at least the "Edit" right in releasing a user object via the "Registration agent" setting in the user profile to implement pre-bookings 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 course templates and registrations can be cancelled.
While the participant manager in the course-template search toolbar allows the actual management of participants, batch registrations and batch cancellations permit quick user assignments. Through "Check Availability", courses of a template are displayed along with the most important data, including the number of available places. The audit log records learning progress and provides the option to edit registration information.
If the multi-client context is configured, clients can be selected in the headline, so that client-specific search fields and table columns are displayed in the Participant Manager.
Functions of the Participant Manager
The various tabs structure participants of a course template according to their status and/or make available specific user-specific functions. The available functions and status changes depend on the course-template settings, and the registration type and host in particular.
Tabs of the Participant Manager
Pre-booking list: Lists all users who were pre-booked on a course template or pre-booked themselves in the catalogue or through a learning path.
Users can be added or removed without restrictions. Adding a user changes their status to "Pre-Booked". During registration, the system inquires which course of a template users are to be registered for. Once registration is complete, the given participant is removed from the pre-booking list.
Personal Syllabus:
Lists all users to whom the course template is to be assigned as a learning requirement. This cannot be carried out by the learners themselves. Individuals can be added or removed manually. Registrations on courses of the template can be made, and courses on the personal syllabus can be turned into pre-booked courses.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 pre-booking course templates. These can be inclusive or exclusive exceptions, i.e. users who were not pre-booked for the course template via the target group are added and users who would be pre-booked for the course template via the target group are not pre-booked. 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.
On the aforementioned tabs, learner registration information can also be edited in addition to being viewed, depending on the settings of the course template (meta tag). For instance, this function allows registration information to be corrected, (e.g. modification of the expiration date).
Changes are adopted upon saving. Through the changes log, unsaved changes can be monitored and undone one at a time. All participant lists can be exported in a CSV file.
Functions of the Participant Lists
For pre-bookings and personal syllabus lists, functions for registration processing specific functions are available.
Add:
New participants can be added to both lists. with an appropriate status ("pre-booked" or "personal syllabus").Registration History:
Depending on course settings (meta tag "Registration information changes through administrator"), learner registration information can be edited as well as viewed. This function allows to correct registration information or modify pre-booking periods, for instance.
Possible status changes can be defined flexibly per registration status and organiser. Depending on these settings, e-mail messages on pre-bookings, personal syllabi and further concerns are sent out.
Participant Manager → Batch Registrations and Batch Cancellations
This is the same function that is available in the participant manager for courses. The selection as to whether the users are booked with the "Pre-booked" or "Personal syllabus" status can be made directly in the toolbar.
Participant Manager → Check Availability
The number of available seats in courses of a chosen template can be compared. The participant manager of each course can be entered directly, or batch registrations and cancellations for a course can be made.
Participant Manager → Audit Log
The same functions as the participation manager for courses are available.