Session choice campaigns

Understand session choice campaigns

Open the Administration > Repositories > Campaigns

The session choice process is halfway between back-office and front-office registrations. Its objective is to facilitate the management of registrations for all teaching methods, and to help with the distribution of employees on the different dates of sessions offered by the training department.

A campaign brings together the sessions of the same training course that the training manager wants to distribute to employees so that they can select the most appropriate session/date themselves. Selecting a date generates an automatic employee registration.

The principle consists of:

• Creating a campaign in the back office with a start and end date of the campaign (=the period).

• Selecting future learners.

• Choosing a training course for this campaign.

• Selecting X training sessions.

When the campaign starts, each learner receives an email saying that they have to choose a session among the X's.

• Once the choice has been made, the learner receives a confirmation of this choice (copy manager).

• The learner will be able to change their choice of session until the end date of the campaign.

• Once the campaign is over, learners who have chosen a session will be registered for the session. Those who have not chosen a session will have to be processed by the Training Department (or anyone authorised to process these registrations).

Create a session choice campaign

Open the Administration > Repositories > Campaigns

Before creating a session choice campaign, a training course and sessions must first be created in the platform. Then, the launch of a campaign is possible.

Procedure

1. Click on the New Campaign button.

2. Fill in the information of the card, including the name of the campaign (mandatory field), the description, the start date and the end date and the type of process (mandatory field, in this case it is session choice).

3. Click the Save button.

Verification

A confirmation message appears on the screen.

Additional Information

The campaign's start and end dates define the registration period for its sessions, distinct from session dates, which typically occur after the campaign period. Once entered, the platform automatically starts and ends the campaign on the specified dates via batch processing.

If no start or end dates are provided, the campaign is not managed by batch processing. Instead, it can be manually launched using the Start Campaign button, with the start date set to the launch date. Similarly, without an end date, the campaign can be manually closed using the End Campaign button, with the end date set to the closure date.

When a campaign is created, it is automatically associated with the domain of the platform administrator's current position.

Create sessions for the session choice campaign

Open the Administration > Repositories > Campaigns

Choose a campaign:

1. Go to the Parameters tab to set the sessions of a training course for the campaign.

2. Search for sessions to associate them with a campaign.

3. Click on the Add a session button.

4. A session search screen appears with different criteria : name of the course, code of the course, start and end date of the search, status of the session, learning mode, registration method, etc.

5. Depending on the search criteria chosen, a session list is displayed in chronological order from earliest to farthest by start and end date. The session schedule for the start and end date is mentioned.

6. Sessions that do not have available seats are not displayed.

7. Select the sessions you want to associate with the campaign and click the Add button.

8. Click the Save button.

Verification

A confirmation message appears on the screen.

In case of an error, select the session you want to remove from the campaign and click the Delete button.

Additional Information

By default, the choice is made on a single course. In the event that the selection of N sessions is made on different courses, an error message is displayed.

The manager can track the responses of the participants in this campaign through the button Access the details of the responses.

Select future learners

Open Administration > Repositories > Campaigns

Procedure

1. Choose a campaign

2. Go to the Population tab to select the list of users who will be affected for registration for a session.

   • The User button allows you to select one or more users in a very targeted way according to one or more search criteria.

   • The Group button allows you to select users based on their group membership (domain, institution, structure, dynamic group, etc.).

   • The Role button allows you to select users based on the role assigned to them on the platform.

   • The Waiting list button allows you to select users who are already waiting on the campaign's course(s). This search is pre-filtered, people already present in the campaign are excluded from this selection.

   • The Register by file button allows you to select users via an import file (CSV). Please note: users must first be referenced in the application. Otherwise, no registration will be made and an error message will appear after the import.

   • The Unsubscribe by file button allows you to select users who have already registered for the session, to reference them in an import file (CSV) and to unsubscribe them in bulk (=delete registration): this is the same principle as for the registration by file.

Additional Information

When selecting users by file import, only the ExternalId column (user import code) can be entered.

• In the case of adding a user on a date T in a campaign launched on a date T-1 (whether it has started or not), the notification will be sent to that user.

• In the case of adding a user to a group on a date T, if a campaign has already been launched on a date T-1, NO notification will be sent to this new user – they will not have to run the campaign.

Launch a session choice campaign

Open Administration > Repositories > Campaigns

Procedure

1. Select the desired campaign from the list.

2. Click on the View Campaign button.

3. The campaign card appears. Click on the Launch the campaign button.

4. Click the Save button.

Verification

A confirmation message appears on the screen.

Additional Information

Having a start date on the campaign makes it impossible to launch manually.

• Batch launch Campaign consolidation: This automatic computer processing creates the campaign launch process as soon as the start date, indicated on the card, has passed.

Finish the campaign

Open the Administration > Repositories > Campaigns

Procedure

1. Select the desired campaign from the list.

2. Click on the View Campaign button.

3. The campaign card appears. Click on the Finish the campaign button.

4. Click the Save button. A confirmation message appears on the screen.

Additional Information

Having an end date on the campaign makes it impossible to launch manually. Finish with the Campaign Consolidation batch.

This automatic computer processing creates the campaign termination process as soon as the end date, indicated on the card, has passed. Once the campaign is over, users who have not responded on time will be automatically put on a waiting list on the training.

Understand a learner's choice of sessions

Once a campaign is launched, the affected users can respond to it. To do this, they have two accesses to the session selection page:

From My Tasks:

• Accessible from the My Tasks icon at the top right of the screen.

• Accessible from the My Sessions menu, then the My Tasks shortcut.

From My Session Choices:

• Accessible from the My Profile menu and the My Session Choices block.

• The user views these campaigns, and can see their progress on each campaign:

  • the chosen session (Realised choice column),

  • if they have made an choice (Chosen column).

The button or link in the table will redirect you to the selected campaign. As long as the campaign is not over, the user has the option to change their response.

The Session Choices page includes several blocks of information:

• In the header, a summary of the user's registrations (those in progress, or in the future) – related to the formation of the campaign,

• Information about the training: name, options (language, etc.),

• The list of sessions in the campaign, with a choice to be made: with the name, the dates, the number of places available and the location of the session.

The user has the choice:

• either to choose a session from among those proposed, or:

• the No session is suitable for me: There is a configuration setting to display or not the last option No session suits me: Allow no session to be chosen.

Additional Information

• In the case of a user choosing a session, that user will be registered in that session automatically and unregistered from the sessions they were previously registered in.

• In the case of a user choosing the No session option and NOT BEING REGISTERED for a session before, this user will be automatically put on a waiting list on the training course.

• In the case of a user choosing the No Session option and BEING REGISTERED for a session, that user will remain in the initial state.

• If a session in the campaign's session list runs out of slots, that session is not displayed in the list of choices.