Reasons for Cancellation, Exemption and Approval | Scheer IMC

The "Settings → Communication → Reasons for cancellation, exemption, and approval" function lists the available reasons for cancellation, approval, declination, and exemption, which are selectable in certain enrolment processes. These reasons are configurable, saved in the order data for a participant for a given Course or Learning Path, and can often be reported on and used in some notifications. Each type of reason is explained below:

Navigation to reasons for cancellation, exemption and approval

Functions of the Reasons for Cancellation, Exemption, and Approval Manager

New

Reason for Approval

Approval reasons are configured to provide default selection values for Supervisors or Administrators when course requests are approved. The available settings and types of approval when creating or editing are described:

Provider

Restricts selection of the Approval Reason to only be selectable for training delivered by selected providers.

Types of Approval

Single- or multi-select options can be selected by holding the "Ctrl" key; the options are explained below:

Approved by the administrator: The request is approved in the "Booking requests" panel or Participant administration "Requests" tab by an Administrator.
Approved by supervisor: The request is approved in the "Booking requests" panel by either the requestor's direct Supervisor (SUPERIOR_EMAIL attribute), a Supervisor of their assigned BU groups, or a directly selected Supervisor (SUPERIOR_ID attribute).
Approved (multi-approval): The request is approved in the "Booking requests" area by the approval step defined in the multiple approval process (superior/group).

Status

Selection that determines the status of the reason and whether it can be selected in the approval process.

Active - Able to be selected
Inactive - Unable to be selected

Name

The reason is displayed to users when approving, and the displayed value is recorded. This field is available for completion in all activated system languages.

If matching approval reasons are found, a dialogue is shown when a course request is approved via the "Booking Request" panel (ID 173). If no matching course approval reasons are found, the "Reason for approval" select field is not shown, and only the text area can be populated.

Reason for Declination

Declination reasons are configured to provide default reasoning when Supervisors or Administrators decline course requests. The available settings and types of declination when creating or editing are described below:

Provider

Restricts selection of the Declination Reason to only be selectable for training delivered by selected providers.

Types of Declination

Single- or multi-select options can be selected by holding the "Ctrl" key; the options are explained below:

Declined by the administrator: The request is declined in the "Booking requests" panel or participant administration "Requests" tab by an Administrator.
Declined by supervisor: The request is declined in the "Booking requests" panel by either the requestor's direct Supervisor (SUPERIOR_EMAIL attribute), a Supervisor of their assigned BU groups, or a directly selected Supervisor (SUPERIOR_ID attribute).
Declined (Multi-approval): The request is declined in the "Booking requests" area by the approval step defined in the multiple approval process (superior/group).

Status

The selection determines the status of the reason and whether it can be selected in the cancellation process.

Active - Able to be selected
Inactive - Unable to be selected

Name

The reason is displayed to users when declining a request, and the displayed value is recorded. This field is available for completion in all activated system languages.

If matching declination reasons are found, a dialogue is shown when a course request is declined via the "Booking Request" panel (ID 173). If no matching course declination reasons are found, the "Reason for declining" select field is not shown, and only the text area can be populated.

Cancellation Reasons

Upon cancellation of Courses and Learning Paths, or participant enrolments to them, it is possible to select pre-defined Cancellation Reasons to record and communicate why the cancellation occurred. The selectable Cancellation Reasons can alter depending on the type of cancellation, time of cancellation, which Provider is delivering the training being canceled, and who is performing the cancellation. Cancellation Reasons can also be connected to Cancellation Fees in Course Types or Course Templates by creating "Cancellation-reason dependent" conditions. The available settings and types of cancellations when creating or editing are described:

Provider

Restricts selection of the Cancellation Reason to only be selectable for training delivered by selected providers.

Types of Cancellation

Single- or multi-select options can be selected by holding the "Ctrl" key; the options are explained below:

Self-cancellation: The reason is selectable when a Participant cancels or requests cancellation of their own enrolment. This requires the Course or Learning Path meta tag "Cancellation type" (ID 10038) to be set to either "Self-cancellation" or "Cancellation request".
Third-party / Batch cancellation / Cancellation by Supervisor: The reason is selectable when cancellation is manually performed by another user or by a batch file cancellation.
Cancellation of course: The reason is selectable when an Administrator changes the Course or Learning Path meta tag "Planning status" (ID 10072) to "Cancelled". The reason can be included in a Notification for course cancellation as a variable.
Automatic cancellation due to unfulfilled prerequisites: In Courses, rules can be defined in the "Prerequisites" tab to determine conditions for a user to self-enrol for a Course. With the meta tags "Prerequisites must have been met at the time of enrolment" (ID 11838), "Automatic cancellation based on not fulfilled prerequisites" (ID 11801), and "Due date for the fulfillment of the mandatory requirements" (ID 12073), self-enrolment can temporarily be enabled for users who do not meet mandatory conditions, provided that the prerequisite conditions are met by a set date. If the mandatory conditions are not met by that date, the users can be cancelled automatically. This workflow requires Schedule Jobs (crons) "PrerequisiteCheck" and "PrerequisitesOverdueCancelJob" to be activated.
Automatic cancellation from the waiting list: Users who are still on the waiting list are automatically cancelled when the course has the metatag “Automatic cancellation from the waiting list on the start date” enabled and configured (e.g.: 3 days before the course starts, all users on the waiting list are cancelled). This workflow requires Schedule Job (cron) "WaitingListCancellationJob" to be activated.
Automatic cancellation for inactive users: Users with non-completed enrolment statuses (Enrolled, In progress, Requested, etc.) are automatically cancelled if their Authentication status personal attribute changes from "Active" to "Passive". This workflow requires Schedule Job (cron) "CancelInactiveUsersJob" to be activated.

Status

A selection that determines the status of the reason and whether it can be selected in the cancellation process.

Active - Able to be selected.
Inactive - Unable to be selected.

Name

The reason is displayed to users when cancelling, and the displayed value is recorded. This field is available for completion in all activated system languages.

Reasons for Exception

These reasons are used with the automatic enrolment workflow for courses, course templates and learning paths, or with target user assignment.

Provider

Restricts selection of the exception reasons to only be selectable for training delivered by selected providers. No providers are considered for target groups.

Exception Type

Single- or multi-select options can be selected by holding the "Ctrl" key; the options are explained below:

Inclusion: The reason is used to include a user in automatic enrolment for a Course, Course template, or Learning Path when the user does not belong to an assigned Group or Job Profile. Likewise, the reason can be applied to manually included users assigned to a Target Group when rule conditions are not met.
Exclusion by administrator: Reasons can be selected by an administrator to indicate why a user does not need to be automatically enrolled in training or assigned to a target group despite meeting the conditions.
Exclusion by supervisor: Reasons can be selected by a supervisor to indicate why their staff member does not need to be automatically enrolled in training despite meeting the conditions.

Status

The selection determines the status of the reason and whether it can be selected in the cancellation process.

Active - Able to be selected
Inactive - Unable to be selected

Name

Is the reason displayed to users when an exception is made and what is recorded? This field will be available to populate for all activated system languages.

Priority for Multi-approval Workflow

The priorities can be assigned to an approval step of a multiple authorization workflow. The priority helps to decide whether a booking should be rejected or approved.

Provider

Restricts the selection of priorities so that they can only be selected for training courses organised by selected providers.

Types of Priority

Approval priority: Priority that can be selected as a decision aid for approval during a multi-approval workflow.
Declination priority: Priority that can be selected as a decision aid for declination during a multi-approval workflow.

Status

Selection that determines the status of the priority and indicates whether it can be selected in the process.

Active - Able to be selected
Inactive - Unable to be selected

Value

Two-digit value to express the priority, e.g. 1 = high, 2 = medium, 3 = low.

Name

Is the name of the priority that is displayed to users when a multi-approval workflow is run. This field can be filled in for all activated system languages.

Edit

Delete

Clearances

Clearance

Hints & Tips

In new systems, the default reason Status and Provider settings should be checked to determine which are required to be "Active".
Clearances are important for defining which users or groups can see and edit reasons.
Many on-screen course reports allow a column "Reason for approval/declination/cancellation" to be added, providing valuable information when filtering for users with a "Cancelled" status.
Enrolment messages and notifications related to cancellation can include the variable $cancellation_reason$ to include the selected cancellation reasons.
When the Prerequisites are used with the automatic cancellation workflow, the meta tags might need to be added to the Course Template before the Course is created. This is because these meta tags were not available to customers who implemented their systems before 2023. The required scheduled cron jobs should also be active, as they are not configured by default.