Training session registrations

Understand the registration processes

There are 3 different processes for a learner to be registered in a training session:

• Self-service: the learner chooses the training they want from the front office catalogue.

• Front office registrations: the learner chooses a course from the front office catalogue and requests registration. This request will then follow a validation workflow and if it is finally validated, the learner will be registered in a training session.

• Registrations in the back office: these registrations are carried out by an administrator or a training manager via the session form. That is the purpose of this paragraph.

Register a learner for a back-office training session

Open Administration > Training course > Courses

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Course button.

   • The Training tab appears on the screen with the training information.

3. Click on the Sessions tab to view the sessions for this training.

4. Click on the Registrations tab to view the registrants for this session of this training.

5. Click on the Register button.

   • A window appears to select the learners to register.

6. Choose from the search criteria at the front office publishing level:

   • The name of the learner to be registered,

   • The number of the learner to be registered.

7. Click the Search button and a list of learners matching the search criteria appears.

8. Select from the list the user(s) to register for the session, then click on the Validate button.

   • The registration page appears with the registrants.

Verification

A confirmation message will also appear.

Or

Open Administration > Training Course > Training sessions

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired session from the list, then click the View button.

3. Click on the Registration tab to view the registrants for this training session.

4. Click on the Register button.

   • A search window appears.

5. Choose from the search criteria:

   • The name of the learner to be registered

   • The number of the learner to be registered

6. Click the Search button and a list of learners matching the search criteria appears.

7. Select from the list the user(s) to register for the session, then click on the Validate button.

   • The registration page appears with the registrants.

Verification

A confirmation message will also appear.

Or

Open Administration > Training Course > Training session Session planning

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired session from the list, then click the View button.

3. Click on the Registration tab to view the registrants for this training session.

4. Click on the Register button.

   • A search window appears.

5. Choose from the search criteria:

   • The name of the learner to be registered.

   • The number of the learner to be registered.

6. Click the Search button and a list of learners matching the search criteria appears.

7. Select from the list the user(s) to register for the session, then click on the Validate button.

   • The registration page appears with the registrants.

Verification

A confirmation message will also appear.

Register a group for a training session

Open Administration > Training > Training session

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View button.

   • The Training tab appears on the screen with the training information.

3. Click on the Session tab to view the sessions for this course.

4. Click on the Registration tab to view the registrants for this training session.

5. Click on the Register button.

   • A search window appears.

6. Choose from the search criteria:

   • If you want to view the results as a flat list of groups without a tree, then choose to check List.

   • If you want to visualise the results in the form of a tree structure in order to visualise the group – subgroup dependencies: in this case, choose to check Tree.

7. Specify in the drop-down list the type of group you wish to register : structure, institution, project, etc.

8. Click the Search button.

9. Select the group(s) to register for the session, then click on the Submit button.

   • The registration page appears with the registrants who are grouped by group.

Verification

A confirmation message will also appear.

Or

Open the menu Administration > Training course > Training sessions

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired session from the list, then click the View Session button.

3. Click on the Registration tab to view the registrants for this training session.

4. Click on the Register by groups button.

   • A search window appears.

5. If you want to view the results as a flat list of groups without a tree: in this case,  check the by list checkbox.

6. If you want to visualise the results in the form of a tree structure in order to visualise the group – subgroup dependencies: in this case, check by hierarchy.

7. Specify in the drop-down list the type of group you wish to register: structure, institution, project, etc.

8. Click on the Search button.

9. Select the group(s) to register for the session in the tree structure, then click on the Validate button.

   • The registration page appears with the registrants.

Verification

A confirmation message will also appear.

Or

Open Administration > Session schedule

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired session from the list, then click the View Session button.

3. Click on the Registrations tab to view the registrants for this training session.

4. Click on the Register by groups button.

5. A search window appears.

6. Choose from the search criteria:

   • If you want to view the results as a flat list of groups without a tree: in this case, check by list.

   • If you want to visualise the results in the form of a tree in order to visualise the group – subgroup dependencies: in this case choose to check: by hierarchy.

7. Specify in the drop-down list the type of group you wish to register : structure, institution, project, etc.

8. Click the Search button.

9. Select from the list the user(s) to register for the session, then click on the Validate button.

   • The registration page appears with the registrants.

Verification

A confirmation message will also appear.

Additional Information

Be careful with group registrations for training sessions, because the computer processing (called batch) refreshes these registrations every night, depending on the closing date of registrations (field of the session sheet) and the movements at the group level.

• If a group is registered for a training session that has passed its start date (the session has started), then if a new member is added to that group:

• If the closing date on the session form is entered and not yet passed, then the new member is automatically registered for the training session.

• If the closing date on the session form is entered and not yet passed, then the new member is not registered for the training session.

• If a person is already taken on a positioned slot, it will not be possible to register them, by default. A warning message in a pop-up will block the registration.

• If you wish, there is a configuration option to allow two items to be used in the same time slot. The following elements are: face-to-face session, virtual class, registration, room, materials and appointments.

The presence of this type of conflict(s) is reported in the form of a warning message with a link to the requested element. These are:

• Face-to-face sessions.

• Virtual classrooms.

• Appointments with mandatory attendance.

• Session changes.

• Moving items in the schedule.

• User registrations for training courses.

• By all modes of registration (including import).

• Trainer selection.

Search for a listing

Open Administration > Training course > Confirmed registrations

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select a learner's registration in a session from the list, then click the View button.

   • The Sessions card appears on the screen.

3. Click on the Registrations tab to view the registrants for this training session.

Verification

The learner or groups registered in the training session appear in the list.

For each learner, the platform displays the registration start date and the registration end date

Additional Information

The registration start date for a user (or group) is :

• On the session start date if the session has not started.

• On the effective registration date if the session has started.

The default registration end date is the session end date.

Remove a learner registration for a training session

Open Administration > Training course > Confirmed registrations

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select a learner's registration in a session from the list, then click the View registrations button.

   • The Session card appears on the screen

3. Click on the Registrations tab to view the registrants for this training session.

   • The learner registered in the training session appears in the list.

4. To delete an registration, select the learner(s) from the list and click the Delete button.

Verification

A confirmation message appears on the screen.

The learner disappears from the list of registrants.

Additional Information

If you delete an registration by clicking the Delete button, all of that learner's training history (e-learning tracking) will be permanently deleted.

Change a learner from a training session

Open Administration > Training course > Confirmed registrations

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select a learner's registrations in a session from the list, then click the View registrations button.

3. The Session card appears on the screen.

4. Click on the Registrations tab to view the registrants for this training session.

   • The learner registered in the training session appears in the list.

5. To change a session learner(s), select the learner(s) from the list.

6. Click on the Change Session button.

7. Check another session for this learner or click on the filter button to the right of the Session Name field, session code to better refine your choice of session.

8. Once the new session has been selected, click on the Validate button.

Verification

A confirmation message appears on the screen

The learner(s) disappears from the list of registrants.

Additional Information

This is especially interesting for in-person training.

Add a learner registration to a waiting list

Open Administration > Training course > Confirmed registrations

Procedure

1. Select the desired search criteria on the Registrations search page.

2. Select By Session in the View drop-down menu.

3. Click the Search button.

4. Select a session from the list, then click the View the registrations button. The list of registered users on this session appears on the screen.

5. Select a user and click the button View the session.

6. In the Sessions card, click on the Registrations tab to view the registrants for this training session.

   • The learner registered in the training session appears in the list.

7. To put a learner(s) on a waiting list (only for individual registrations), select the learner(s) from the list.

8. Click the Add to waiting list button.

9. A confirmation message appears on the screen.

   • The learner(s) disappears from the list of registrants.

10. To change the view, click the Change view button.

11. A new list of learners appears without distinguishing between individual and group registrations: all registered learners are listed in alphabetical order.

12. Click the Change view button again to return to the default list of individual and group registrations.

Additional Information

This feature is to be used only for individual registrations.

To re-register learners who are on the waiting list for another session, go back to Administration > Training course > Waiting list, search for the corresponding learner(s) in the list of learners waiting to register, then click on the Select a session button. The learner will then be registered for a new session.

Edit waiting list filters

It is possible to use filters to list pending registrations. These filters include:

• Training courses

• Pending registrations

• Users

Open Administration > Training course > Waiting list

Procedure

• Filter by course: check the option Filter by course using the following criteria. The following filters are available:

  • Course name

  • Code

  • Regulatory training

  • Grouping code

  • Category

  • Provider

  • Method

  • Learning mode

  • Curriculum

  • Intended profession

  • Language

  • Published in the catalogue

  • Created date (before or after)

  • Domain

• Filter by waiting list: Select the Filter by waiting list using the following criteria checkbox. The following filters are available:

  • Registration origin (back, front office, curriculum, self-service, manager demand, session choice, import, training plan etc.)

  • Priority

  • Create date (after…)

  • Create date (before…)

  • Preferred date (after...)

  • Preferred date (before...)

  • Period (Quarter)

  • Year

  • Adaptive Learning request (Yes or No)

• Filter by user: Select the Filter by users using the folliwing criteria checkbox. The following filters are available:

  • Name

  • Employee number

  • Externalid

  • Category

  • Roles

  • Job

  • Establishment

  • Structure

  • Team

  • Manager

  • Project

  • Domain

  • Dynamic group

  • Accreditation

  • Badges

  • Tutor profile

  • Animation area

  • Training theme

  • Tutor resource

New - Create a new session for a learner on a waiting list

Open the menu Administration > Training course > Waiting list

Procedure

1. Select at least one training course. The button Select a session becomes active. (You can select several sessions but only for the same training course).​ A modal appears:​

   • A reminder of a the learner(s)​.

   • A search zone with a set of additional filters​.

   • A sort zone with different criteria (start and end date…)​.

   • The complete listing of visible sessions for the admin of this training​.

2. Check the box New session to create a new session if no listed session is suitable​.

3. Click Validate to create a new session and register the user​.

New - Modify a session for a learner on a waiting list

Open the menu Administration > Training course > Waiting list

Procedure

1. Select at least one training course. The button Select a session becomes active. (You can select several sessions but only for the same training course).​ A modal appears:​

   • A reminder of a the learner(s)​.

   • A search zone with a set of additional filters​.​

   • A sort zone with different criteria (start and end date…)​.

   • The complete listing of visible sessions for the admin of this training​.

2. Check the desired session​.

3. Click on Validate for the session to be selected and the user registered​.

New - Register a user on a waiting list

This process has evolved.

Open Administration > Training Course > Sessions > Sessions

Procedure

1. Select a session from the list. The button Register users on a waiting list becomes active.​

2. Click on the button Register users on a waiting list which displays a modal called Register waiting trainees which contains:​

• A reminder of the selected session(s).​

• A search zone with a set of additional user filters.​

• A complete list of users on waiting lists with the possibility to sort this listing.​

• Three types of user are displayed:

  • users waiting for this session,

  • users waiting for training,

  • users waiting for another session.

3. Click on the button Validate to register selected users.

Associate a waiting list with a session or training course

This feature allows the administrator to specify whether a waiting list is always associated with a specific session, another session, or the training course.

Open Administration > Training course > Training sessions

Procedure

1. Search for a session.

2. Click on the Registrations tab.

3. After selecting one or more registrants in a session, click on the Add to waiting list button. A modal opens with the following information:

   • Title: Waiting list - Session or period choice.

   • Underneath, the name of the training course.

   • The action button to validate the choice.

   • The names of the learners selected to join the waiting list.

   • It is still possible to remove one or more learners from this waiting list by clicking on the "-" icon.

The 3 possible choices (only one possible choice among the three):

1. Choose a specific session

• This field is selected by default.

• Display of all training sessions on which the administrator can put the learner(s) on the waiting list in the future.

• Presence of a Comment field: Allows you to put information associated with this waiting list on hold. This field is optional.

• Select the desired session.

2. Choose a period

• Fill in the desired waiting list period (quarter and year).

• Presence of a Comment field: Allows you to put information associated with this waiting list on hold. This field is optional.

3. No sessions, no specific period

• This option allows you to simply put the learner on a waiting list on the overall training.

• Presence of a Comment field: Allows you to put information associated with this waiting list on hold. This field is optional.

Adding a registration to a waiting list via curriculum

Open the menu Administration > Curriculum > Curriculum registration

Procedure

1. Search for or open a registration for a course.

2. In the registration form for the course, click on the kebab menu to the right of an element of the course.

3. Select Waiting list.

4. The following parameters allow you to attach a session or a period to this waiting list for this course (only one of the three possible choices):

1. Choose a specific session

• This field is selected by default.

• Display of all training sessions on which the administrator can put the learner(s) on hold in the future.

• Presence of a Comment field: Allows you to put information associated with this waiting list on hold. This field is optional.

• Select the desired session.

2. Choose a period

• Fill in the desired waiting list period (quarter and year).

• Presence of a Comment field: Allows you to put information associated with this waiting list on hold. This field is optional.

3. No session, no specific period

• This option allows you to simply put the learner on the waiting list for the overall training.

• Presence of a Comment field: Allows you to put information associated with this waiting list on hold. This field is optional.

When clicking on the Registration button via the registration form of a course, even if the waiting list is not the course reference session:

• If there is still space on the session, the learner is registered directly for it.

• In the event that there is no more space left on this session, we naturally put the person back on the waiting list for this session.

Rapidly register people waiting for training

Open the Administration > Training course > Courses

Procedure

1. Select the desired training course from the list, then click the View course button.

2. The Training tab appears on the screen with the training information.

3. Click on the Training sessions tab to view the sessions for this course.

4. Select a session.

5. Click on the Waiting list tab to view users on the waiting list for the training course.

6. Check one or more users on the list and click Register user.

Modify one or more registered users on a waiting list

New in v8 You can modify a learner or several learners who are on the waiting list for a training sessions.

Open the menu Administration > Training Course > Courses

Procedure

1. Select the desired training course from the list then click on the button View course.

2. The Training tab appears with the details of the chosen course.

3. Click on the Training sessions tab to visualise the sessions planned for the training.

4. Click on the button Waiting list (to list those waiting for a place on this training course).

5. Select one of more learners and click on the button Edit.

• A modal appears containing the name of the learner(s) and the possibilities to modify the waiting list criteria:

  • Choice of a session,

  • Choice of a period,

  • No session or period,

  • A comment field is also available.

6. Click the Validate button.

You must have the configuration parameter set for this modification to function.

Manage untrained users

Open Administration > Training > Untrained users to identify employees who have not received any training.

New in v8 - Users registered on a training session who have not started or completed this training session are now considered to be untrained users. The result of this search distinguishes the number of registrations to one or more unstarted session OR to a session that has started but is not finished.

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. View untrained employees and access their user file.

3. Export if necessary the list of untrained users to a CSV file by clicking the Export the CSV button.

Send email to learners registered on a session

Open the menu Administration > Training Courses > Training sessions

Procedure

1. In the session sheet, click on the Monitoring tab.

2. Click on the Trainees tab.

3. Click on the button Send mail to learners.

4. Select the recipient(s) from the list or the group.​

5. Draft the content in the body of the mail.

New in v8 You can draft the mail in HTML format by checking the <>HTML tab under the mail body.

6. Add one or more attachments as required.

7. Click Send at the top of the page.

New - Block user registration

Open a user sheet from the Directory.

The purpose of this feature is to block a user's registration for a training course in two specific cases:

• Educational blocking: in the event of learner misconduct, for example. Check this box to block all  registrations.

• Administrative blocking: for example, if an invoice has not been paid. Check this box to block all session registrations.