Learning Paths Participant Manager

The administrative processing of participant registrations per learning path is carried out by the participant manager, Learning path 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 implement bookings and requests in the catalogue.

Administrators can perform registrations or modifications of the registration status for all registration types. Registration requests can be accepted and the participant can be registered for the learning paths immediately, for instance, registrations can be moved to other learning paths, and reservations and cancellations can be made.

While the actual management of participants can be carried out through the appropriate function in the toolbar of the learning paths search, "Grades and Bonus Points" serves to evaluate participants, and the audit log serves to record learning progress and to edit registration information.

If the multi-client context is configured, then clients can be selected in the headline thereby displaying client-specific search fields and table columns in the Participant Manager.

Functions of the Participant Manager

The various tabs structure learning paths for participants according to various statuses and/or offer participant-specific functions. The availability of functions and status changes depends on the learning path settings and especially the registration type.

Tabs of the Participant Manager

Participant List

Lists all users who have registered for, launched, concluded or failed a learning paths.
Users can be added without limitations. Upon adding a user, their status changes to "Registered". Administrators can change the status to "In progress", "Concluded" or "Failed" at any time. Cancellation results in removal; options allow to apply the same or individual cancellation reasons to all selected users.
The certificates of users who have concluded the learning paths can be viewed.

Waiting List

Contains all users who are on the waiting list or were registered for the waiting list only. Individuals can be added manually. Depending on learning paths settings, users can enter the waiting list directly upon registering for the learning paths in the catalogue. Depending on the meta-tag configuration, users move up to the participant list automatically as soon as places become available. The order in which users move up depends on their registration dates and group affiliations.
Users can be removed from the waiting list without further consequences. A cancellation is possible, but not required. Depending on the scenario, cancellation reasons can be entered, or cancellation reasons can apply. Options allow to apply the same or individual cancellation reasons to all selected users. If a registration is made, the user is moved to the participant list.

Request List

Shows users who have requested learning paths participation or, in rare cases, were requested as potential learners by administrators (registration type "Third-Party Registration with Confirmation").
Users can be added to and removed from this list without limitations. The registration requests can be accepted or denied. Registrations can also be made directly for the requesting users.

Cancellation List

Users whose learning paths participation was cancelled after a successful booking or learning paths start are shown here, regardless of who performed the cancellation.
The reasons given during cancellation can be modified, which is useful because cancellation fees can vary depending on the cancellation reason (Example: A user chooses the least expensive cancellation reason, regardless of the actual reason.).
After being removed from the cancellation list, users are eligible to register again for the learning paths.
It's also possible to newly register cancelled participants for the learning paths.

Personal Syllabus

Learning paths can be added to the learner's personal syllabus. Learners perform the registration themselves within a specific time period. Users to whose personal syllabi the learning paths has been added are listed here and can be removed or cancelled.

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.

Handling the Participants

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, waiting 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.
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 visualise available contingents for an organisational unit. Reserved places can be filled with users through the "Replace" function.
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 paths registrations can be moved to other courses, course templates or learning paths via the "Rebook" function. Moved registrations are removed from the lists of their former courses and added to the lists of the new course, course template or learning paths.
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.

Registration History

Depending on course settings (meta tag "Registration information changes through administrator"), learner registration information can be edited as well as viewed. For instance, this function allows to correct registration information, to retroactively set a failed course to "Passed", or to void the price of a course in case of a specific personal-syllabus assignment.

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 Email Message

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

Certificate

If a certificate was defined for the learning paths and a participant has concluded the learning paths, 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 learning paths 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. All participant lists can be exported in a CSV file.

Certificate Upload

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

Participant Manager → Audit Log

The same functions as for the audit log of the course participant manager are available.

Global Functions and Related Topics