Table of Contents 4.5. How To: Change Sort Order 4.6. How To: View details of a record 4.7. How To: Register for a Class 9.2. Registrant E-mail Communication 9.4. User E-mail Communication 10.8. Registration Form Set-Up 10.9. User Created Registration Form Field Set-Up 10.10. User Defined System Information 10.13. Confirmation/Reminder Message Set-Up 10.16. Create Users and Instructors 10.19. Registrant Creation Rules Set-Up 12.1. View available courses Alphabetically 14.3. Add Outside Courses for Approval 14.5. My Follow-Up Evaluations
1. PurposeThe objective of this manual is to guide users through the functionalities of the PD Master Application. 2. ScopeThe scope is limited to illustrating the features released in Milestone IV only. Thus, only a partial set of functionalities is described in the following pages. The user guide will be updated according to the releases. 3. Overview of the systemBENCHMARKONE’s PD Master application is a web-based tool that organizations in the education sector can use to setup and schedule their courses. The system comprises of two sections mainly, Admin section and Public View. Administrators who are also registrants can access the Public View portion of the system directly through a specific tab in the Admin section. For visitors and registrants, the Public View is available through a separate login. This section primarily caters to the setting up the system, and the courses and classes within it. Course Management, Registrant Management, Reports and Communication and System Management are the partially developed menus through which an Admin can manage the system. System Management is all about configuring the system including the web page content like Header and Footer. Organizations that will conduct the courses and their Locations, the Position and Sub-Position of the registrants, their Levels and Grades, and Licenses are set through some of the sub-options. Registration Forms are managed here including their customization. The News and Events to be conveyed to visitors and registrants are managed through corresponding options. Payment Types and Credit Types, Creation of Users and Instructors, User Permissions, rules for creating Registrant IDs, and Confirmation and Reminders messages are also set up through options in this menu. Registrant Management has options for Changing and Merging registrant IDs, Viewing registrants and their Transcripts, approving and adding outside courses, and setting up of Registrant Groups. Reports and Communication menu provides a Master List of the available courses as well as summary and detailed Evaluation Reports submitted by registrants. Email communications to Users and Registrants are also managed here. Course Management fulfills the main requirement of the system. Here, Course Types, Sub-Types and Interest Areas are added. · Through Course Set-Up, a Course or a Conference is defined. A course will belong to a chosen Course Type and sub-Type; it may have related Areas of Interest and Confirmation messages associated with it. One or more Registration Forms may be chosen along with User Created Fields. The Display dates of the course, its (Active) status, provisioning for a Waiting List and registration withdrawals can also be set up here. Additionally for Conferences, date schedules, location and payment type must also be mentioned. · In Class Setup, a Course or Conference is chosen and classes added under it. Settings include, the class’ type, description, mode of delivery, schedule, the cost and credit options available to registrants, instructor and location details, restricting access to a particular group, reminder mail and evaluation mail settings, and contact details. A class under a Conference can have Master Classes under it. · In Registration List, the Admin can add new or existing registrants to the class using any of the forms that are applicable to the class. Registration Forms are associated with courses in Course Setup. Here, the Admin chooses a course and a class under it. Then, s/he clicks the new Registration link, and from the summary that follows, opts for suitable credits. S/he then selects an appropriate Registration Form, specifies the Registrant’s details and registers for the class. A confirmation mail is sent to registrant and a message displayed on a screen. When the Registration List is reloaded, the particular registrant’s record is seen added in a tabular fashion under the course and class. The details shown include options to mail to the registrant, update his/her status and send corresponding Evaluation and Follow Up mails. In the Public View, the registrant can see the course’s details as well as the Evaluation s/he must submit. · Master Class Set-Up is for adding master classes that can be chosen when classes under Conferences are added in Class Setup. · Attendance Sheet is for generating attendance details of a particular class in a chosen format and printing it. · Class Evaluations is for creating Evaluation Templates and Questions that can be associated with a class through Class Set-Up. · The Sort Order Set-Up option is available to Super Admins only. Visitors to the site can signup for an account from the login page. After logging in, s/he can choose a course from the available list and register for it. If the registration goes through, the course lands in the My Current Courses tab of the registrant. The registrant can also view his/her transcript and print it. This tab will also have the courses that a Benchmark One Admin has registered for this user from the Admin side. S/he can add outside courses for approval, and submit evaluations and follow-up evaluations. The Contact Us tab is for sending mails to the Benchmark One contact person. 4. Roles in the systemThe application will support the following user roles: 1. The Super Administrator, who can only view data and export them. S/he, however, has the privilege to set and reset the default permissions for roles. This user has the Sort Order Set-Up option as well. 2. The Administrator, who will have full access to all the menu items so that s/he can configure the system. Default permissions for roles are, however, managed by super admins only and a new user invariably gets the default permissions when s/he is assigned a role. The administrator can override the default role permissions for selected users and specify different privileges specifically for the user for modules exclusively or globally. 3. The User, who will also access the admin side but with lesser privileges. 4. The Instructor, who is responsible for setting up classes and courses, and conducting them. 5. The Registrant, who can register for suitable courses. The features thus, cater to functionalities ranging from setting up classrooms and courseware in various locations to selecting courses from a wide range of options and registering for them. Some of the common functionalities available to an Administrator user are described below. Super Administrators are, however, allowed to view data, export data, set default user permissions, and set the sorting method for different subsections. 4.1. How To: Add a record1. Click a sub-menu option, for example, Course Type. Figure 1 List of available records 2. Click the Add New link. A form appears. Specify the details; a sample is shown below. Figure 2 Adding a new record 3. Click Add. The record is added to the current list.
Figure 3 New record seen added 4. The new record is added to the top of the list. If multiple records are listed, they are paginated. 4.2. How To: Modify a record1. Click the Edit link of the particular record (see Figure 3). Figure 4 Editing a record 2. Details shown include, the dates on which the record was created and updated, and the user who last updated it. Modify the data and click Save. The list will reappear with the edited record. 4.3. How To: Delete a record1. Click the Delete link of the particular record (see Figure 3). A confirmation alert appears. Figure 5 Confirmation message to delete a record 2. Click OK. The record is removed from the list that reappears. 4.4. How To: Export Data1. Click a sub-menu, for example, Course Type. Figure 6 Export Items option 2. Click the Export Items link. Figure 7 Export options 3. Choose an option and click Export. Specify the target location and click Save. Retrieve the file from the specified location. 4.5. How To: Change Sort OrderThe Change Sort Order link is displayed for a menu item only if the Super Admin has set the User Sort option in Sort Order Set-Up for it (see Figure 99). Also, the link will appear disabled in cases where the list has less than 2 items. If it is set to Alphabetical Order setting, this link is absent and the list can be sorted by clicking a column heading (see Figure 74). 1. Click a sub-menu, for example, Course Type. Figure 8 Change Sort Order option 2. Click the Change Sort Order link. Figure 9 Change Sort Order page 3. Click to select a record and click the up/down arrow to move it by one position. Click Save. The list will reappear in the changed order. 4.6. How To: View details of a record1. Click a sub-menu, for example, Course Type. Figure 10 View option 2. Click the linked name of the record.
Figure 11 View details 3. The details are displayed in read-only mode. The dates of its creation and updations, and the user who last updated it are also shown. Click Cancel to return to the previous screen. 4.7. How To: Register for a ClassA user can register for a class either by himself/herself from the Public View or have a Benchmark One Admin register for him/her through the Admin side. · For self-registration from the Public View, s/he must identify the Course from the View Alphabetically tab and register for it. · On the Admin side, registration can be done from the Registration List tab. For registration, three types of forms are available: Basic, Custom and Enhanced. The form(s) associated with the course at Course Set-Up are displayed to the applicant. If access to a class is restricted by Pre-requisite courses or membership in a particular Registrant Group, the registrant must qualify against these restrictions to be allowed registration into it.
5. Logging in1. Browse to the login page. Figure 12 Login page 2. Enter your user name and password, and click Login. a. To retrieve a forgotten password, click the Forgot your password? link, and submit your user name. The current password will be emailed to the address submitted at account creation (see Figure 96). 3. The home page appears. 6. Home page1. Login to the application.
Figure 13 Home page 2. The menu options are seen listed as part of the header. It also includes Help, the current user’s Id and the Logout button. Classes that have failed to meet the minimum class-size requirement are also displayed on the home page. 3. The following menus and their sub-options are discussed in the following pages. Public View is discussed in a separate section (see page 74 for details).
7. Course ManagementThe following sub menus are discussed in this section: Course Type, Course Sub-Type, Interest Area, Course Set-Up, Class Set-Up, Master Class Set-Up, Registration List, Attendance Sheet and Class Evaluations. For an Overview of this module, refer to page 6. 7.1. Course TypeClick Course Management à Course Type. A screen similar to Figure 1 will appear. To add a new course, click the Add New Course Type link, specify the details and click Add (see page 8 for details). To modify a course, identify it from the Course Type List (see Figure 1), click its Edit link, make the changes and click Save (see page 9 for details). To delete a course type, identify it from the Course Type List (see Figure 1), click its Delete link and confirm the action. Course types with associated course sub-types cannot be deleted (see page 9 for details). Change Sort Order and Export Items are the other options available to the user. 7.2. Course Sub-TypeClick Course Management à Course Sub-Type.
Figure 18 Course Sub-Type list Existing courses are listed in the dropdown list. To add a new course sub-type, select a course type from the dropdown list, click the Add New Course Sub-Type link, specify the details and click Add (see page 8 for details). To edit a course sub-type, select the course type, identify the course sub-type from the list, click its Edit link, make the changes and click Save (see page 9 for details). To delete a course sub-type, select the course, identify the course sub-type, click its Delete link and confirm the action (see page 9 for details). Change Sort Order and Export Items are the other options available to the user. 7.3. Interest AreaClick Course Management à Interest Area. Figure 19 Interest Area list Existing interest areas are listed. To add an interest area, click the Add New Interest Area link, specify the details and click Add (see page 8 for details). To edit an interest area, identify it from the list, click its Edit link, make the changes and click Save (see page 9 for details). To delete an interest area, identify it from the list, click its Delete link and confirm the action (see page 9 for details). Change Sort Order and Export Items are the other options available to the user. 7.4. Course Set-UpClick Course Management à Course Set-Up. Figure 20 Course List Inactive courses will be included in the list if the Include Inactive Courses checkbox is checked. To preview a course shown to a visitor, click the Preview button.
Figure 21 Course details preview shown to visitor To view more details of a class, click its Start date. Note the Status column for each session. Click Back to return to the Course List. To edit a course’s details, click its Edit link in the Course List. Figure 22 Edit course details Modify the details as required and click Save. To delete a course from the Course List, click its Delete link and confirm the action. To add a course or conference, click the Add New Course/Conference link in the Course List page. Figure 23 Add Course The user can choose to add a course, or a conference with multiple classes. Initially, we will discuss the form to be used for adding a course. Click the Course radio button; this is also the default selection. Select a Course Type and Course Sub-Type. If one or more pre-requisite courses must be attended, select them from the list of courses displayed. Using the And/Or operators, a maximum of 3 pre-requisite courses can be set for a course. Choose one or more Area(s) of Interest. Enter the Course Name, and Number or leave it blank for automatic generation. Enter the Course Narrative and its Funding Source. When a visitor registers for a course, a confirmation message may be sent to him/her and/or the contacts at the Organization, Work Location or Class Location. An organization’s contact is setup in Organization Set-Up (see Figure 67) while a Work Location/Class Location contact is setup in Location Set-Up (see Figure 69). For each confirmation message, the corresponding dropdown list contains the message(s) added through Confirmation/Reminder Message Set-Up (see Figure 88). To confirm the registration, choose one of the three options: Never if the registrant is to be manually confirmed by the administrator, On registration if the registration is confirmed to the visitor when s/he clicks the Register button, and On registration with (online) payment if the registration is confirmed as soon as the visitor makes the payment. The three registration forms are available; choose one or more for the applicant to fill-out for registration. A set of user-defined form fields are listed with the form(s) they are available in. Click to check the appropriate checkboxes. If No Waiting List is checked, registrations to the classes will not be accepted once it has reached the maximum number of participants. To allow registrants a gap during which to withdraw their registrations before course commencement, enter the number of days. The course will be active only if the Active checkbox is clicked. Inactive courses may not be listed in the Course List (see Figure 20). Choose a Display Start Date and Time, and the Date Through to which the course will be displayed to visitors. After finalizing on the details, click Save. To add a Conference with multiple classes option, click the particular radio button (see Figure 23). Figure 24 Add new Conference with multiple classes Only the first four fields are different for this option. Specify the Start and End Date for the conference, and its location. Select one or more payment types. After finalizing the remaining details, click Save. 7.5. Class Set-UpClick Course Management à Class Set-Up. Figure 25 Class Set-Up Classes are added under a Course or Conference. Click either the Course or Conference radio button. The Select Course dropdown list is populated accordingly. To include inactive courses also in the listing, click the Inactive Courses checkbox. To sort out the listing as per date, specify the From Date else include all the courses by clicking the All radio button. When a course is selected, the classes available under it are listed. To preview a class’ details shown to a visitor, click its Preview link. Figure 26 Class Details preview To edit a listed class, click its Edit link. Modify the details and click Save. To delete a class, click it Delete link and confirm the action. To add a class to a course/conference, select a course/conference in Class Set-Up, and click the Add New Class link. Figure 27 Add Class details The following are the main sections in this form: · Enter the Session Title. To schedule the class, the Cancel Class checkbox must be unchecked. Enter a Class Number or leave it blank for automatic generation. Choose the Class Type. The Breakout class type and the Master Classes under it are available for selection in the case of Conferences only. Breakout classes may be part of a Master Class. Enter a Class Description and specify whether it will be delivered via electronic media or not. For the electronic medium of delivery, the Days (of class delivery) and Class Location are optional fields, and Disable Conflict Resolution is disabled as a conflict in class dates is ruled out. For other media, specify the schedule, after clicking the Add Days link. Specify the date through to which the Class will be displayed for registration. Enter any special instructions that need to be followed. · Cost/Credit Options available to registrants can also be set-up. See the samples below. Figure 28 Cost/Credit Options Figure 29 Cost/Credit Options · The credit-types added through credit type setup are listed. In Figure 28, a group of 4 Exclusive Credits is shown followed by an Optional Credit. This will make it mandatory for the registrant to choose at least 1 of the 4 Exclusive Credits. However, if the Opt checkbox is checked for all the 4 Exclusive Credits (see Figure 29), the user is allowed to choose either 1 credit or none at all. The fifth credit is of course, an Optional credit choice for the user. To add a credit, click the Add link and define it. The displayed credits have Edit and Delete options as well. In the Add Class form (see Figure 27), · Additional info regarding the cost and credit options can be entered. Payment Instructions and Types (for Courses only) can also be specified. For Conferences, Payment Types are selected in Course Set-Up (see Figure 24). · Instructors defined through Create Users and Instructors are listed for assignment to the class. Names of instructors from outside can also be entered; these are however, not added to the list maintained through system. Choose a Class Location and Class Room; this is optional for the electronic medium of class delivery. Enter the Maximum number of participants. Excess candidates are waitlisted, if the course has the Waiting List provision (see Figure 23). Enter the Minimum number of participants. When this requirement is not met, an under subscribed alert is displayed on the home page (see Figure 13). To restrict this class to a particular customized group, select one from the Only allow registrants in group dropdown list. Groups are created through Registrant Group Setup. · The reminder emails added through Confirmation/Reminder Message Set-Up (see Figure 88) are listed for selection. Enter the number of days prior to Class Start Date that the reminder should be emailed to the registrant. Enter the number of days prior to which the under subscribed class alert should be displayed on the home page (see Figure 13). · From Evaluation Details, choose a template added through Class Evaluations. Specify the intervals at which reminders to submit evaluations should be sent to the registrants of the particular class. A Follow Up Evaluation template can also be chosen to be sent after a specified period. · Enter the Contact Details that the registrants can use for getting clarifications regarding the class. After finalizing on the details, click Add. 7.6. Master Class Set-UpClick Course Management à Master Class Set-Up. Figure 30 Master Class list Master classes are added under Conferences. Conferences are added through Course Set-Up (see Figure 24). Choose a Conference from the dropdown list, the master classes available under it are displayed. To edit a master class, click its Edit link. Figure 31 Edit master class Modify the details and click Save. To delete a master class, click its Delete link and confirm the action. To add a master class to a conference, select the conference from the list, and click the Add New Master Class link. Figure 32 Add Master Class The Conference name is shown, enter the Master Class Name and Number. The number is automatically generated if it is not specified. Enter a Description, and choose one or more Classes belonging to the Master Class. Click Add. 7.7. Registration ListClick Course Management à Registration List. Figure 33 Registration List The courses in the system are listed, which may include inactive courses also. Choose a Course and a Class under it. A summary of the class is shown below. To register for click it, begin with clicking the New Registration link. Figure 34 Class Details Choose credits as required and click the a Registration Form link. One or more forms may be associated with the class through Course Set-Up (see Figure 23). Enter the Registrant ID and click the Load link in the same row. Figure 35 Registration Form The registrant’s details available in the system will be displayed, specify the remaining details and click Register. Figure 36 Registration Confirmation The registration is confirmed through the above and an email to the registrant. If the registrant is new, s/he will also receive a mail intimating creation of the new account with login credentials. If the same course is accessed again in the Registration List, it will appear as shown below. Figure 37 Updated Registration List The number of participants is seen updated. To view the particular registration form’s details, click the linked name. If changes are made, click the Register button again. The above screen also has the Send Follow Up Email and Send Evaluation Email links to send the respective mails associated with the class (see Figure 27). After the status is changed to Attended, the evaluation mails can be sent. Clicking the Unregister link will remove the participant from the class.
7.8. Attendance SheetClick Course Management à Attendance Sheet. Figure 38 Attendance Sheet Select a course; inactive courses will be included in the dropdown list only if the Include non-active Courses checkbox is checked. Select a Class and the Attendance Sheet Type. Click Generate. Figure 39 Attendance Sheet - Basic Registrants with Confirmed or Attended status only will be listed. The Tabular Type appears as in Figure 40. Figure 40 Attendance Sheet - Tabular 7.9. Class EvaluationsClick Course Management à Class Evaluations. Figure 41 Template List The list of available templates is shown by default. An evaluation may be based either on an available template or a new template. To edit a template, click its Edit link, modify the details and click Save. To delete a template, click its Delete link and confirm the action. To add a new template, click the Add New Evaluation Template link. Figure 42 Add Evaluation Template Enter the Template Name and Instructions. To add specific questions to the template, click Add New Question. Figure 43 Add new question Enter the Text of the question and its Label. Choose its Type and define it. If it’s to be made a mandatory question, check the Is Answer Required checkbox. Specify the Question Number. Click Save. Figure 44 Question added into template The question is seen added. The prefixed red asterix indicates that it is a mandatory question. To edit it, click its Edit link, modify the details and click Save. To delete it, click its Delete link and confirm the action. To add another question, click Add New Question and define it. After finalizing the template, click Add. To view the list of available evaluations, click the Show Evaluation radio button. Figure 45 Evaluation List To edit an evaluation, click its Edit link, modify the details and click Save. To delete an evaluation, click its Delete link and confirm the action. To add an evaluation, click the Add New Evaluation link. Figure 46 Add Evaluation If the user selects an existing template for defining the evaluation, its constituent questions are displayed below. Figure 47 Template questions Use or change the existing questions, or even add more through the Add New Question link. While changing templates, the user must confirm whether or not the currently displayed questions should be cleared. If s/he does not select a template, s/he must enter an alternative Evaluation Name. Instructions may be entered and questions added to it. Click Add. Evaluation templates are selected in Class Set-Up (see Figure 27). 8. Registrant ManagementThe following sub menus are discussed in this section: View Registrant, Change Registrant ID, Merge Registrant ID, Registrant Transcript, Transcript Approval and Registrant Group Set-Up. For an Overview of this module, refer to page 5. 8.1. View RegistrantClick Registrant Management à View Registrant. Specify the search criteria and click Run. Figure 48 List of Registrant(s) Results matching the specified criteria are displayed. If a credit amount exists, the checkbox prefixed to the record is enabled. To refund the amount to the registrant, check the checkbox and click Refund. A confirmation message appears. If a transcript exists for the user, the link is seen enabled; click it. Figure 49 Registrant Transcript The courses taken by the registrant and the corresponding totals are displayed. See also Registrant Transcript on page 42. 8.2. Change Registrant IDClick Registrant Management à Change Registrant ID. Specify the details. Figure 50 Changing Registrant ID Click Save. Figure 51 Registrant ID change After verifying the changes, click Save. Figure 52 Confirmation Click OK. The change in the Registrant ID is confirmed to the user. 8.3. Merge Registrant IDClick Registrant Management à Merge Registrant ID. Figure 53 Merge Registrant ID Enter both the Registrant IDs: the one that will be merged (say, ABC) and the other (say, XYZ) into which the merge will take place. Click Save. Consequently, all the contents (courses/classes etc.) of ABC will be added into XYZ. The ABC Registrant ID will cease to exist. However, if both the registrants have registered for the same class, merging will not be allowed. 8.4. Registrant TranscriptClick Registrant Management à Registrant Transcript. Select a registrant and the date. Click Go. Figure 54 Registrant Transcript The courses taken by the registrant and the corresponding totals are shown. See also View Registrant on page39. 8.5. Transcript ApprovalClick Registrant Management à Transcript Approval. Select a Registrant and click Go. Figure 55 Transcript Approval The list of registrants can be filtered by All registrants, those with outside courses Waiting For Approval and those with Approved courses. Courses yet to be approved have enabled Edit ad Approve links. The totals credits classified by their type in the registrant’s account are also displayed on the screen. To analyze and then approve a course, click its Edit ink. Figure 56 Edit and approve an outside course Change or retain the displayed details. If required, click the Add New Credit link and specify it. To save and approve the course with the changes, click Save & Approve. Else, simply click Save and return later to approve the course. Figure 57 Approved course The approved course can be identified by the green asterisk prefixed to its Course Name; click it to view the details of the approval. The course’s Edit and Approve links are also seen disabled. To delete a course, click its Delete link. To add an outside course from the Admin side, click the Add New Outside Courses link. Figure 58 Add outside course for approval Specify the details of the course including the Credit Type. For this, choose one from the dropdown list or click Add New Credit and enter the new type of credit. Click Add, if the course is to be approved later. Click Add & Approve to approve the course right away. 8.6. Registrant Group Set-UpClick Registrant Management à Registrant Group Set-Up. Figure 59 Registrant Group List Existing groups are seen. To create a new one, click Add New Group Registration. Figure 60 Registrant Group Set-Up Enter the Group’s name and select a category of registrants. Then, click to select one or more Enhanced Registrants and add them to the Group Members list using the given arrows. The user can choose yet another category of registrants and add more group members to the existing list from the new set of enhanced registrants. This implies that a Group may contain registrants from different categories. When done, click Add. Such groups are available for selection in the Instructor and Location Details section of the Add New Class page (see Figure 27). 9. Reports and CommunicationThe following sub menus are discussed in this section: Master Course List, Registrant E-mail Communication, User E-mail Communication and Evaluation Reports. For an Overview of this module, refer to page 6. 9.1. Master Course ListClick Reports and Communication à Master Course List. Figure 61 Master Course List All the courses added through Course Setup are displayed here. If available, the list will include Inactive Courses also showing the Active status as Fail. 9.2. Registrant E-mail CommunicationClick Reports and Communication à Registrant E-mail Communication. Figure 62 Registrant E-mail Communication Select registrants as per their category, their status and form type. Accordingly, the number of registrants available will be updated. From this list, create the list of Selected Registrants. Specify the e-mail’s details and click Send. This functions essentially like a broadcast to the chosen registrants and is different from User E-mail Communication as it addresses registrants and not users within this system. 9.3. Evaluation ReportsClick Reports and Communication à Evaluation Reports. Figure 63 Evaluation Reports Select a course from the list and a class under it. Non-active courses may also be added to the Course list. To view a summary, click Report Summary. Figure 64 Summary Report To view the most answered questions in the follow-up evaluations, click the Follow-Up Evaluations radio button. To view more details, click Report Detailed. 9.4. User E-mail CommunicationThis option is for choosing one or more users and emailing them information. Click Reports and Communication à User E-mail Communication. Figure 65 User E-mail Communication The user types are listed in the dropdown. Choose one so that the users in that role are listed below it. Select users to the list on the right-hand side, specify the email details and click Send. 10. System ManagementThe following sub menus are discussed in this section: Organization Set-Up, Location Set-Up, Position Set-Up, Sub-Position Set-Up, Level Set-Up, Grade Set-Up, License Type Set-Up, Registration Form Set-Up, User Created Registration Form Field Set-Up, User Defined System Information, News Field Set-Up, Events Set-Up, Confirmation/Reminder Message Set-Up, Payment Type Set-Up, Credit Type Set-Up, Create Users and Instructors, User Permissions and Registrant Creation Rules Set-Up. For on Overview of this module, refer to page 5. 10.1. Organization Set-UpClick System Management à Organization Setup. Figure 66 Organization List To add an organization, click Add New Organization, specify the details and click Save. Figure 67 Add new organization Enter the organization’s name and the contact details. Click Yes to report a registration to the contact; else, click No. To modify an organization’s details, identify it from the Organizations List, click its Edit link, make the changes and click Save (see page 9 for details). To delete an organization, identify it from the Organizations List, click its Delete link and confirm the action (see page 9 for details). Change Sort Order and Export Items are the other options available to the user. 10.2. Location Set-UpClick System Management à Location Set-Up. Figure 68 Location List The organizations are seen listed in a dropdown list. Choose one so that the locations available under it are displayed in the list below. To add a location, click the Add New Location link, specify the details and click Add. Figure 69 Add new location A Location Type can be Work Location and/or Class Location. Class Locations will be available in Class Setup while Work Locations will be available to registrants in the Registration Form. If both types are selected, then the organization will be available in both Class Setup and registration. When Class Location is checked, an additional option is displayed at the bottom of the form for adding/editing/deleting Class Rooms. An option is available for sending a notification mail to the organization’s contact when a registrant registers to this location. A map and/or driving directions leading to the location can also be uploaded. To edit a location, select its parent organization, identify the location from the list, click its Edit link, make the changes and click Save (see page 9 for details). To delete a location, select its parent organization, identify the location from the list, click its Delete link, and confirm the action (see page 9 for details). Export Data is also another functionality available to the user. 10.3. Position Set-UpClick System Management à Position Set-Up. Figure 70 Position List To add a position, click the Add New Position link, specify the details and click Add (see page 8 for details). To modify a position, identify it from the Positions List, click its Edit link, make the changes and click Save (see page 9 for details). To delete a position, identify it from the Positions List, click its Delete link and confirm the action. Only Positions without sub-positions under them can be deleted (see page 9 for details). Change Sort Order and Export Items are the other options available to the user. 10.4. Sub-Position Set-UpClick System Management à Sub-Position Set-Up. Figure 71 Sub-Position List To add a sub-position, click the Add New Sub-Position link, specify the details and click Add (see page 8 for details). To modify a sub-position, select its parent Position from the list, identify the sub-position, click its Edit link, make the changes and click Save (see page 9 for details). To delete a sub-position, select its parent Position from the list, identify the sub-position, click its Delete link, and confirm the action (see page 9 for details). Change Sort Order and Export Items are the other options available to the user. 10.5. Level Set-UpClick System Management à Level Set-Up. Figure 72 Level List To add a new level, click the Add New Level link, specify the details and click Add (see page 8 for details). To modify a level, identify it from the Levels List, click its Edit link, make the changes and click Save (see page 9 for details). To delete a level, identify it from the Levels List, click its Delete link and confirm the action (see page 9 for details). Change Sort Order and Export Items are the other options available to the user. 10.6. Grade Set-UpClick System Management à Grade Set-Up. Figure 73 Grade List To add a new grade, click the Add New Grade link, specify the details and click Add (see page 8 for details). To modify a grade, identify the grade from the list, click its Edit link, make the changes and click Save (see page 9 for details). To delete a grade, identify the grade from the list, click its Delete link and confirm the action (see page 9 for details). Change Sort Order and Export Items are the other options available to the user. 10.7. License Type Set-UpClick System Management à License Type Set-Up. Figure 74 License List The displayed list is sorted in alphabetical order as per the Sort Order setting for this module (see Figure 99). Click the column heading to reverse the order. To edit a license, click its Edit link, modify the details and click Save. To delete a license, click its Delete link and confirm the action. Export Items is another option available to the user To add a license, click the Add New License link. Figure 75 Add new license Enter the name and description of the license, and click Add. 10.8. Registration Form Set-UpClick System Management à Registration Form Set-Up. Forms are of three types, Basic, Enhanced and Custom. Basic is displayed by default. Figure 76 Basic Registration Form Figure 77 Enhanced Registration Form Figure 78 Custom Registration Form A form consists of a set of fields that the user can choose to make Active and/or Required. Only Active fields will be displayed and Required fields made mandatory. More information can be collected through the Enhanced form with more fields than the Basic form. The Custom Form has an initial set of mandatory fields, followed by a set of Custom Fields. To add a custom field, click Add, select the Field name, and define it. A form will be displayed only if its Active checkbox above the Registration Button Instructions is checked. Options are also available for defining the Registration Button. By setting the Renew Form option to Yes, the user can set a period at the lapse of which, the form(s) will be shown to the registrant when s/he logs in. S/he is expected to update his/her details before proceeding further. Forms are associated with courses at Course Set-Up (see Figure 23). Separate periods of renewal can be set for each form. Define the form and click Save. 10.9. User Created Registration Form Field Set-UpClick System Management à User Created Registration Form Field Set-Up. Figure 79 User Defined Fields list To add a field, click the Add New User Created Registration Form Field link, specify the details and click Add. Figure 80 Add new user-defined field The field can be included in the Basic, Enhanced and/or Custom form. To show the field for all courses, check the All Courses checkbox. Against the Required For option, if neither All nor Individual is checked, the field will be optional wherever it appears. If only All is checked, the field will be a required field in all the courses. If Individual is checked, the user defining the Course set-up can decide whether the field must be optional or required. To modify a field, identify it from the list (see Figure 79), click its Modify link, make changes and click Save (see page 9 for details). To delete a field, identify it from the list (see Figure 79), click the Delete link and confirm the action (see page 9 for details). 10.10. User Defined System InformationClick System Management à User Defined System Information. Figure 81 User Defined System Information The different fields through which the site can be configured are listed. To simply view a field’s details, click its linked Field Name. To modify it, click its Edit link. Figure 82 Edit Site Footer The particular field’s name, its description and the data are shown. Make the required chnages in the data and click Save. All the fields are described below:
Table 1 User Defined System Information In email messages, the Append Field icon () is linked to a set of contextual words that the user can use appropriately for associating with corresponding values. Figure 83 Append Fields For example, click Registrant Name and click Add. It is added to the email message at the particular location and the Registrant’s name is automatically inserted when the mail is sent to him/her. 10.11. News Field Set-UpClick System Management à News Field Set-Up. Figure 84 News List Existing news items are listed. To edit a news item, identify it from the News List, click its Edit link, modify the details and click Save. To delete a news item, identify it from the News List, click its Delete link and confirm the action. To add a news item, click the Add New News Item link. Figure 85 Add news item Enter the News Title and its Description, and the period during which it should be shown to Visitors on their home page. Click Add. Change Sort Order and Export Items are the other options available to the user. 10.12. Events Set-UpClick System Management à Event Set-Up. Figure 86 Event list The list of events features all the events in the system categorized into Current Events, and Expired Events past their display date. To edit an event, click its Edit link, modify the details and click Save. To delete an event, click its Delete link and confirm the action. To add an event, click the Add New Event link. Figure 87 Add new event Enter the Event Title and Description. Specify the dates on which the event will begin and end, and the dates on which the event news item should be displayed to Visitors on their home page. Click Add. Change Sort Order and Export Items are the other options available to the user. 10.13. Confirmation/Reminder Message Set-UpClick System Management à Confirmation/Reminder Message Set-Up. Figure 88 Message List To edit a message, click its Edit link, modify the details and click Save. To delete a message, click its Delete link and confirm the action. To add a new message, click the Add Message link, specify the details and click Add. Figure 89 Add Confirmation Enter a name to identify the message with, the medium of its delivery and the message itself. Click Add. Change Sort Order is another option available to the user. 10.14. Payment Type Set-UpClick System Management à Payment Type Set-Up. Figure 90 Payment types list and Credit cards list Two lists are seen, Payment Type List and Credit Card List. The permitted payment types are shown under the Payment Type List. The acceptable credit cards are listed under Accepted List of Credit Cards. To modify the details of a payment type, identify it from the list, click its Edit link, make the changes and click Save. To delete a payment type, identify it from the list, click its Delete link and confirm the action. To add a new payment type, click the Add New Payment Type link. Figure 91 Add new payment type Specify the details and click Add. To add a credit card to the existing list, click the Add Credit Card link, enter its name and click Add. Figure 92 Add new credit card New cards are added to the Total List of Credit Cards; use the forward arrows to add them to the Accepted List. 10.15. Credit Type Set-UpClick System Management à Credit Type Set-Up. Figure 93 Credit Type List To edit a credit type, click its Edit link, modify the details and click Save. To delete a credit type, click its Delete link and confirm the action. To add a new credit type, click the Add New Credit Type link. Figure 94 Add new credit type If Hide Transcript Display is checked, the credit type will not be showed to registrants in the Registration Form. Change Sort Order and Export Items are the other options available to the user. 10.16. Create Users and InstructorsClick System Management à Create Users and Instructors. Figure 95 Users List To edit a user’s details, click its Edit link, modify the details and click Save. To delete a user, click its Delete link and confirm the action. To add a user, click the Add New User link. Figure 96 Add new user The selected user type determines the privileges that the user gets by default. The Registrant ID is crucial for linking the registrant to his/her own Public View of the account. S/he may be given the Active or Inactive status. A master user will have access to all registrants. To restrict the user’s access to registrants by organization, work location or class location, select the corresponding Access option and choose an item from the dropdown list. Change Sort Order is another option available to the user. 10.17. User PermissionsClick System Management à User Permissions. Figure 97 User Permissions - Admin The gamut of functionalities and their privileges are listed out for the administrator to make changes to. After selecting the Role and a user in that role, the admin can opt for a module-wise resetting of permissions or reset all the permissions at the same time. The set of permissions available for each module are shown against it. The Default setting associates the permission to the corresponding setting given by the Super Admin. For example, if the Super Admin changes the permission settings for the Interest Area module, a corresponding permission change will be enforced on all users having the Default setting for Interest Area. If the Default checkbox is unchecked, the other permissions available for the module are enabled for setting. To set permissions to all the modules at the same time to the default settings created by the Super Admin, click the Reset Permissions button and click OK. All the modules will revert to the Default permission setting. Click Save after finalizing on the modifications. In Figure 98, the User Permissions page shown to a Super Admin is shown. S/he sets the default permissions for each role in this page. Figure 98 User Permissions – Super Admin Click Save to record modifications, if any. 10.18. Sort Order Set-UpThis option is available to a Super Admin user only wherein s/he can set whether the order of lists in each module should be alphabetical or user-defined. Click System Management à Sort Order Set-Up. Figure 99 Sort Order Set-Up Modules set to User Sort will have the Change Sort Order link (see Figure 74) while those set to Alphabetic Sort will not have the Change Sort Order link. Click Save to retain any modifications. 10.19. Registrant Creation Rules Set-UpClick System Management à Registrant Creation Rules Set-Up. Figure 100 Account Creation Rules The rules that the system must follow in creating login usernames for registrants are set here. Enter the rule’s name and the details. Add more conditions using the and operator. This is the visitor’s side of the application. Admin users within the system who are also registrants will have the Public View tab for accessing this section. Other registrants outside this system must specifically login to this section. 11. Logging inBrowse to the login page. Figure 101 Login page Enter the user name and password and click Login. New users can click Create Account. Figure 102 Create Account Enter the details and click Save. Figure 103 Registrant Id Note the Registrant ID that is returned to you and login using the your user name and password. The ID and password are also mailed to the address submitted at account registration. The home page appears. Figure 104 Home page News and events are shown; click a link to read its details. The following menus and their sub-options are discussed in this section.
12. View Available CoursesThe following sub menus are discussed in this section: View Alphabetically and Print Catalog. 12.1. View available courses AlphabeticallyClick View Available Courses à View Alphabetically. Figure 107 View Available Courses While all the available courses are shown by default, you could filter the list by the First Letter of the courses. Figure 108 Course Details The course’s details are shown along with its status. To register for it, begin with clicking the linked Start Date. Figure 109 Class Details The course may require section of credits. Then, click the Registration Form link. A partially filled-in registration form is displayed. Figure 110 Registration Form Specify the remaining details and click Register. Figure 111 Registration Status The registration is confirmed to you both through a message and an email. 12.2. Print CatalogClick View Available Courses à Print Catalog. Figure 112 Print Catalog Select a course type and click Go. Print the course details that appear. 13. My Current CoursesClick My Current Courses. Figure 113 Current Courses The course confirmed to be registered for in Figure 111 is seen. It also has the Unregister link for clicking and opting out of a course. 14. My TranscriptThe following sub menus are discussed in this section: View My Transcript, Print My Transcript, Add Outside Courses for Approval, My Evaluations and My Follow-Up Evaluations. 14.1. View My TranscriptClick My Transcript à View My Transcript. Figure 114 View My Transcript The courses taken could include those not sponsored by this organization also. The Credits and Hours in the user’s account are also shown. 14.2. Print My TranscriptClick My Transcript à Print My Transcript. Figure 115 Print My Transcript A printer-friendly version of Figure 114 is shown. For a printout, use the Print link. 14.3. Add Outside Courses for ApprovalClick My Transcript à Add Outside Courses for Approval. Figure 116 Add Outside Courses for Approval Click the Add New Outside Courses link. Figure 117 Add New Outside Course Specify the course’s details including its name, location, period, credits, grade and hours. Select either an existing course or click Add New Credit and enter the new credit type. Finally, click Add. Figure 118 New outside course added The new course is seen added. To modify its details, click the Edit link, make the changes and click Save. To delete it from the list, click its Delete link and confirm the action. 14.4. My EvaluationsClick My Transcript à My Evaluations. Figure 119 My Evaluations The courses and their associated evaluations are seen. Click a link.
Figure 120 Evaluation Questions Answer the questions and click Save. A red asterisk denotes a question that must be answered. Figure 119 will reappear. Click the same link again.
Figure 121 Answered Evaluation The answers that were submitted are seen. 14.5. My Follow-Up EvaluationsClick My Transcript à My Follow-Up Evaluations.
Figure 122 Follow-Up Evaluations Click the link and submit the follow-up evaluation. |
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User Guide
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Table of Contents
4.5. How To: Change Sort Order
4.6. How To: View details of a record
4.7. How To: Register for a Class
9.2. Registrant E-mail Communication
9.4. User E-mail Communication
10.8. Registration Form Set-Up
10.9. User Created Registration Form Field Set-Up
10.10. User Defined System Information
10.13. Confirmation/Reminder Message Set-Up
10.16. Create Users and Instructors
10.19. Registrant Creation Rules Set-Up
12.1. View available courses Alphabetically
14.3. Add Outside Courses for Approval
14.5. My Follow-Up Evaluations
1. Purpose
The objective of this manual is to guide users through the functionalities of the PD Master Application.
2. Scope
The scope is limited to illustrating the features released in Milestone IV only. Thus, only a partial set of functionalities is described in the following pages. The user guide will be updated according to the releases.
3. Overview of the system
BENCHMARKONE’s PD Master application is a web-based tool that organizations in the education sector can use to setup and schedule their courses.
The system comprises of two sections mainly, Admin section and Public View. Administrators who are also registrants can access the Public View portion of the system directly through a specific tab in the Admin section. For visitors and registrants, the Public View is available through a separate login.
This section primarily caters to the setting up the system, and the courses and classes within it. Course Management, Registrant Management, Reports and Communication and System Management are the partially developed menus through which an Admin can manage the system.
System Management is all about configuring the system including the web page content like Header and Footer. Organizations that will conduct the courses and their Locations, the Position and Sub-Position of the registrants, their Levels and Grades, and Licenses are set through some of the sub-options. Registration Forms are managed here including their customization. The News and Events to be conveyed to visitors and registrants are managed through corresponding options. Payment Types and Credit Types, Creation of Users and Instructors, User Permissions, rules for creating Registrant IDs, and Confirmation and Reminders messages are also set up through options in this menu.
Registrant Management has options for Changing and Merging registrant IDs, Viewing registrants and their Transcripts, approving and adding outside courses, and setting up of Registrant Groups.
Reports and Communication menu provides a Master List of the available courses as well as summary and detailed Evaluation Reports submitted by registrants. Email communications to Users and Registrants are also managed here.
Course Management fulfills the main requirement of the system. Here, Course Types, Sub-Types and Interest Areas are added.
· Through Course Set-Up, a Course or a Conference is defined. A course will belong to a chosen Course Type and sub-Type; it may have related Areas of Interest and Confirmation messages associated with it. One or more Registration Forms may be chosen along with User Created Fields. The Display dates of the course, its (Active) status, provisioning for a Waiting List and registration withdrawals can also be set up here. Additionally for Conferences, date schedules, location and payment type must also be mentioned.
· In Class Setup, a Course or Conference is chosen and classes added under it. Settings include, the class’ type, description, mode of delivery, schedule, the cost and credit options available to registrants, instructor and location details, restricting access to a particular group, reminder mail and evaluation mail settings, and contact details. A class under a Conference can have Master Classes under it.
· In Registration List, the Admin can add new or existing registrants to the class using any of the forms that are applicable to the class. Registration Forms are associated with courses in Course Setup. Here, the Admin chooses a course and a class under it. Then, s/he clicks the new Registration link, and from the summary that follows, opts for suitable credits. S/he then selects an appropriate Registration Form, specifies the Registrant’s details and registers for the class. A confirmation mail is sent to registrant and a message displayed on a screen. When the Registration List is reloaded, the particular registrant’s record is seen added in a tabular fashion under the course and class. The details shown include options to mail to the registrant, update his/her status and send corresponding Evaluation and Follow Up mails. In the Public View, the registrant can see the course’s details as well as the Evaluation s/he must submit.
· Master Class Set-Up is for adding master classes that can be chosen when classes under Conferences are added in Class Setup.
· Attendance Sheet is for generating attendance details of a particular class in a chosen format and printing it.
· Class Evaluations is for creating Evaluation Templates and Questions that can be associated with a class through Class Set-Up.
· The Sort Order Set-Up option is available to Super Admins only.
Visitors to the site can signup for an account from the login page. After logging in, s/he can choose a course from the available list and register for it. If the registration goes through, the course lands in the My Current Courses tab of the registrant. The registrant can also view his/her transcript and print it. This tab will also have the courses that a Benchmark One Admin has registered for this user from the Admin side. S/he can add outside courses for approval, and submit evaluations and follow-up evaluations. The Contact Us tab is for sending mails to the Benchmark One contact person.
4. Roles in the system
The application will support the following user roles:
1. The Super Administrator, who can only view data and export them. S/he, however, has the privilege to set and reset the default permissions for roles. This user has the Sort Order Set-Up option as well.
2. The Administrator, who will have full access to all the menu items so that s/he can configure the system. Default permissions for roles are, however, managed by super admins only and a new user invariably gets the default permissions when s/he is assigned a role. The administrator can override the default role permissions for selected users and specify different privileges specifically for the user for modules exclusively or globally.
3. The User, who will also access the admin side but with lesser privileges.
4. The Instructor, who is responsible for setting up classes and courses, and conducting them.
5. The Registrant, who can register for suitable courses.
The features thus, cater to functionalities ranging from setting up classrooms and courseware in various locations to selecting courses from a wide range of options and registering for them.
Some of the common functionalities available to an Administrator user are described below. Super Administrators are, however, allowed to view data, export data, set default user permissions, and set the sorting method for different subsections.
4.1. How To: Add a record
1. Click a sub-menu option, for example, Course Type.
Figure 1 List of available records
2. Click the Add New link. A form appears. Specify the details; a sample is shown below.
Figure 2 Adding a new record
3. Click Add. The record is added to the current list.
Figure 3 New record seen added
4. The new record is added to the top of the list. If multiple records are listed, they are paginated.
4.2. How To: Modify a record
1. Click the Edit link of the particular record (see Figure 3).
Figure 4 Editing a record
2. Details shown include, the dates on which the record was created and updated, and the user who last updated it. Modify the data and click Save. The list will reappear with the edited record.
4.3. How To: Delete a record
1. Click the Delete link of the particular record (see Figure 3). A confirmation alert appears.
Figure 5 Confirmation message to delete a record
2. Click OK. The record is removed from the list that reappears.
4.4. How To: Export Data
1. Click a sub-menu, for example, Course Type.
Figure 6 Export Items option
2. Click the Export Items link.
Figure 7 Export options
3. Choose an option and click Export. Specify the target location and click Save. Retrieve the file from the specified location.
4.5. How To: Change Sort Order
The Change Sort Order link is displayed for a menu item only if the Super Admin has set the User Sort option in Sort Order Set-Up for it (see Figure 99). Also, the link will appear disabled in cases where the list has less than 2 items.
If it is set to Alphabetical Order setting, this link is absent and the list can be sorted by clicking a column heading (see Figure 74).
1. Click a sub-menu, for example, Course Type.
Figure 8 Change Sort Order option
2. Click the Change Sort Order link.
Figure 9 Change Sort Order page
3. Click to select a record and click the up/down arrow to move it by one position. Click Save. The list will reappear in the changed order.
4.6. How To: View details of a record
1. Click a sub-menu, for example, Course Type.
Figure 10 View option
2. Click the linked name of the record.
Figure 11 View details
3. The details are displayed in read-only mode. The dates of its creation and updations, and the user who last updated it are also shown. Click Cancel to return to the previous screen.
4.7. How To: Register for a Class
A user can register for a class either by himself/herself from the Public View or have a Benchmark One Admin register for him/her through the Admin side.
· For self-registration from the Public View, s/he must identify the Course from the View Alphabetically tab and register for it.
· On the Admin side, registration can be done from the Registration List tab.
For registration, three types of forms are available: Basic, Custom and Enhanced. The form(s) associated with the course at Course Set-Up are displayed to the applicant.
If access to a class is restricted by Pre-requisite courses or membership in a particular Registrant Group, the registrant must qualify against these restrictions to be allowed registration into it.
5. Logging in
1. Browse to the login page.
Figure 12 Login page
2. Enter your user name and password, and click Login.
a. To retrieve a forgotten password, click the Forgot your password? link, and submit your user name. The current password will be emailed to the address submitted at account creation (see Figure 96).
3. The home page appears.
6. Home page
1. Login to the application.
Figure 13 Home page
2. The menu options are seen listed as part of the header. It also includes Help, the current user’s Id and the Logout button. Classes that have failed to meet the minimum class-size requirement are also displayed on the home page.
3. The following menus and their sub-options are discussed in the following pages. Public View is discussed in a separate section (see page 74 for details).
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Figure 14 Course Management options |
Figure 15 Reports and Communication options |
Figure 16 System Management options |
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Figure 17 Reports and Communication options |
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7. Course Management
The following sub menus are discussed in this section:
Course Type, Course Sub-Type, Interest Area, Course Set-Up, Class Set-Up, Master Class Set-Up, Registration List, Attendance Sheet and Class Evaluations.
For an Overview of this module, refer to page 6.
7.1. Course Type
Click Course Management à Course Type. A screen similar to Figure 1 will appear.
To add a new course, click the Add New Course Type link, specify the details and click Add (see page 8 for details).
To modify a course, identify it from the Course Type List (see Figure 1), click its Edit link, make the changes and click Save (see page 9 for details).
To delete a course type, identify it from the Course Type List (see Figure 1), click its Delete link and confirm the action. Course types with associated course sub-types cannot be deleted (see page 9 for details).
Change Sort Order and Export Items are the other options available to the user.
7.2. Course Sub-Type
Click Course Management à Course Sub-Type.
Figure 18 Course Sub-Type list
Existing courses are listed in the dropdown list.
To add a new course sub-type, select a course type from the dropdown list, click the Add New Course Sub-Type link, specify the details and click Add (see page 8 for details).
To edit a course sub-type, select the course type, identify the course sub-type from the list, click its Edit link, make the changes and click Save (see page 9 for details).
To delete a course sub-type, select the course, identify the course sub-type, click its Delete link and confirm the action (see page 9 for details).
Change Sort Order and Export Items are the other options available to the user.
7.3. Interest Area
Click Course Management à Interest Area.
Figure 19 Interest Area list
Existing interest areas are listed.
To add an interest area, click the Add New Interest Area link, specify the details and click Add (see page 8 for details).
To edit an interest area, identify it from the list, click its Edit link, make the changes and click Save (see page 9 for details).
To delete an interest area, identify it from the list, click its Delete link and confirm the action (see page 9 for details).
Change Sort Order and Export Items are the other options available to the user.
7.4. Course Set-Up
Click Course Management à Course Set-Up.
Figure 20 Course List
Inactive courses will be included in the list if the Include Inactive Courses checkbox is checked.
To preview a course shown to a visitor, click the Preview button.
Figure 21 Course details preview shown to visitor
To view more details of a class, click its Start date. Note the Status column for each session. Click Back to return to the Course List.
To edit a course’s details, click its Edit link in the Course List.
Figure 22 Edit course details
Modify the details as required and click Save.
To delete a course from the Course List, click its Delete link and confirm the action.
To add a course or conference, click the Add New Course/Conference link in the Course List page.
Figure 23 Add Course
The user can choose to add a course, or a conference with multiple classes. Initially, we will discuss the form to be used for adding a course.
Click the Course radio button; this is also the default selection. Select a Course Type and Course Sub-Type. If one or more pre-requisite courses must be attended, select them from the list of courses displayed. Using the And/Or operators, a maximum of 3 pre-requisite courses can be set for a course. Choose one or more Area(s) of Interest. Enter the Course Name, and Number or leave it blank for automatic generation. Enter the Course Narrative and its Funding Source. When a visitor registers for a course, a confirmation message may be sent to him/her and/or the contacts at the Organization, Work Location or Class Location. An organization’s contact is setup in Organization Set-Up (see Figure 67) while a Work Location/Class Location contact is setup in Location Set-Up (see Figure 69). For each confirmation message, the corresponding dropdown list contains the message(s) added through Confirmation/Reminder Message Set-Up (see Figure 88). To confirm the registration, choose one of the three options: Never if the registrant is to be manually confirmed by the administrator, On registration if the registration is confirmed to the visitor when s/he clicks the Register button, and On registration with (online) payment if the registration is confirmed as soon as the visitor makes the payment. The three registration forms are available; choose one or more for the applicant to fill-out for registration. A set of user-defined form fields are listed with the form(s) they are available in. Click to check the appropriate checkboxes. If No Waiting List is checked, registrations to the classes will not be accepted once it has reached the maximum number of participants. To allow registrants a gap during which to withdraw their registrations before course commencement, enter the number of days. The course will be active only if the Active checkbox is clicked. Inactive courses may not be listed in the Course List (see Figure 20). Choose a Display Start Date and Time, and the Date Through to which the course will be displayed to visitors. After finalizing on the details, click Save.
To add a Conference with multiple classes option, click the particular radio button (see Figure 23).
Figure 24 Add new Conference with multiple classes
Only the first four fields are different for this option. Specify the Start and End Date for the conference, and its location. Select one or more payment types. After finalizing the remaining details, click Save.
7.5. Class Set-Up
Click Course Management à Class Set-Up.
Figure 25 Class Set-Up
Classes are added under a Course or Conference. Click either the Course or Conference radio button. The Select Course dropdown list is populated accordingly. To include inactive courses also in the listing, click the Inactive Courses checkbox. To sort out the listing as per date, specify the From Date else include all the courses by clicking the All radio button. When a course is selected, the classes available under it are listed.
To preview a class’ details shown to a visitor, click its Preview link.
Figure 26 Class Details preview
To edit a listed class, click its Edit link. Modify the details and click Save. To delete a class, click it Delete link and confirm the action.
To add a class to a course/conference, select a course/conference in Class Set-Up, and click the Add New Class link.
Figure 27 Add Class details
The following are the main sections in this form:
· Enter the Session Title. To schedule the class, the Cancel Class checkbox must be unchecked. Enter a Class Number or leave it blank for automatic generation. Choose the Class Type. The Breakout class type and the Master Classes under it are available for selection in the case of Conferences only. Breakout classes may be part of a Master Class. Enter a Class Description and specify whether it will be delivered via electronic media or not. For the electronic medium of delivery, the Days (of class delivery) and Class Location are optional fields, and Disable Conflict Resolution is disabled as a conflict in class dates is ruled out. For other media, specify the schedule, after clicking the Add Days link. Specify the date through to which the Class will be displayed for registration. Enter any special instructions that need to be followed.
· Cost/Credit Options available to registrants can also be set-up. See the samples below.
Figure 28 Cost/Credit Options
Figure 29 Cost/Credit Options
· The credit-types added through credit type setup are listed. In Figure 28, a group of 4 Exclusive Credits is shown followed by an Optional Credit. This will make it mandatory for the registrant to choose at least 1 of the 4 Exclusive Credits. However, if the Opt checkbox is checked for all the 4 Exclusive Credits (see Figure 29), the user is allowed to choose either 1 credit or none at all. The fifth credit is of course, an Optional credit choice for the user. To add a credit, click the Add link and define it. The displayed credits have Edit and Delete options as well.
In the Add Class form (see Figure 27),
· Additional info regarding the cost and credit options can be entered. Payment Instructions and Types (for Courses only) can also be specified. For Conferences, Payment Types are selected in Course Set-Up (see Figure 24).
· Instructors defined through Create Users and Instructors are listed for assignment to the class. Names of instructors from outside can also be entered; these are however, not added to the list maintained through system. Choose a Class Location and Class Room; this is optional for the electronic medium of class delivery. Enter the Maximum number of participants. Excess candidates are waitlisted, if the course has the Waiting List provision (see Figure 23). Enter the Minimum number of participants. When this requirement is not met, an under subscribed alert is displayed on the home page (see Figure 13). To restrict this class to a particular customized group, select one from the Only allow registrants in group dropdown list. Groups are created through Registrant Group Setup.
· The reminder emails added through Confirmation/Reminder Message Set-Up (see Figure 88) are listed for selection. Enter the number of days prior to Class Start Date that the reminder should be emailed to the registrant. Enter the number of days prior to which the under subscribed class alert should be displayed on the home page (see Figure 13).
· From Evaluation Details, choose a template added through Class Evaluations. Specify the intervals at which reminders to submit evaluations should be sent to the registrants of the particular class. A Follow Up Evaluation template can also be chosen to be sent after a specified period.
· Enter the Contact Details that the registrants can use for getting clarifications regarding the class.
After finalizing on the details, click Add.
7.6. Master Class Set-Up
Click Course Management à Master Class Set-Up.
Figure 30 Master Class list
Master classes are added under Conferences. Conferences are added through Course Set-Up (see Figure 24). Choose a Conference from the dropdown list, the master classes available under it are displayed.
To edit a master class, click its Edit link.
Figure 31 Edit master class
Modify the details and click Save.
To delete a master class, click its Delete link and confirm the action.
To add a master class to a conference, select the conference from the list, and click the Add New Master Class link.
Figure 32 Add Master Class
The Conference name is shown, enter the Master Class Name and Number. The number is automatically generated if it is not specified. Enter a Description, and choose one or more Classes belonging to the Master Class. Click Add.
7.7. Registration List
Click Course Management à Registration List.
Figure 33 Registration List
The courses in the system are listed, which may include inactive courses also. Choose a Course and a Class under it. A summary of the class is shown below.
To register for click it, begin with clicking the New Registration link.
Figure 34 Class Details
Choose credits as required and click the a Registration Form link. One or more forms may be associated with the class through Course Set-Up (see Figure 23).
Enter the Registrant ID and click the Load link in the same row.
Figure 35 Registration Form
The registrant’s details available in the system will be displayed, specify the remaining details and click Register.
Figure 36 Registration Confirmation
The registration is confirmed through the above and an email to the registrant. If the registrant is new, s/he will also receive a mail intimating creation of the new account with login credentials.
If the same course is accessed again in the Registration List, it will appear as shown below.
Figure 37 Updated Registration List
The number of participants is seen updated. To view the particular registration form’s details, click the linked name. If changes are made, click the Register button again. The above screen also has the Send Follow Up Email and Send Evaluation Email links to send the respective mails associated with the class (see Figure 27). After the status is changed to Attended, the evaluation mails can be sent.
Clicking the Unregister link will remove the participant from the class.
7.8. Attendance Sheet
Click Course Management à Attendance Sheet.
Figure 38 Attendance Sheet
Select a course; inactive courses will be included in the dropdown list only if the Include non-active Courses checkbox is checked. Select a Class and the Attendance Sheet Type. Click Generate.
Figure 39 Attendance Sheet - Basic
Registrants with Confirmed or Attended status only will be listed. The Tabular Type appears as in Figure 40.
Figure 40 Attendance Sheet - Tabular
7.9. Class Evaluations
Click Course Management à Class Evaluations.
Figure 41 Template List
The list of available templates is shown by default. An evaluation may be based either on an available template or a new template.
To edit a template, click its Edit link, modify the details and click Save. To delete a template, click its Delete link and confirm the action.
To add a new template, click the Add New Evaluation Template link.
Figure 42 Add Evaluation Template
Enter the Template Name and Instructions. To add specific questions to the template, click Add New Question.
Figure 43 Add new question
Enter the Text of the question and its Label. Choose its Type and define it. If it’s to be made a mandatory question, check the Is Answer Required checkbox. Specify the Question Number. Click Save.
Figure 44 Question added into template
The question is seen added. The prefixed red asterix indicates that it is a mandatory question. To edit it, click its Edit link, modify the details and click Save. To delete it, click its Delete link and confirm the action. To add another question, click Add New Question and define it.
After finalizing the template, click Add.
To view the list of available evaluations, click the Show Evaluation radio button.
Figure 45 Evaluation List
To edit an evaluation, click its Edit link, modify the details and click Save. To delete an evaluation, click its Delete link and confirm the action.
To add an evaluation, click the Add New Evaluation link.
Figure 46 Add Evaluation
If the user selects an existing template for defining the evaluation, its constituent questions are displayed below.
Figure 47 Template questions
Use or change the existing questions, or even add more through the Add New Question link. While changing templates, the user must confirm whether or not the currently displayed questions should be cleared. If s/he does not select a template, s/he must enter an alternative Evaluation Name. Instructions may be entered and questions added to it.
Click Add.
Evaluation templates are selected in Class Set-Up (see Figure 27).
8. Registrant Management
The following sub menus are discussed in this section:
View Registrant, Change Registrant ID, Merge Registrant ID, Registrant Transcript, Transcript Approval and Registrant Group Set-Up.
For an Overview of this module, refer to page 5.
8.1. View Registrant
Click Registrant Management à View Registrant. Specify the search criteria and click Run.
Figure 48 List of Registrant(s)
Results matching the specified criteria are displayed. If a credit amount exists, the checkbox prefixed to the record is enabled. To refund the amount to the registrant, check the checkbox and click Refund. A confirmation message appears.
If a transcript exists for the user, the link is seen enabled; click it.
Figure 49 Registrant Transcript
The courses taken by the registrant and the corresponding totals are displayed. See also Registrant Transcript on page 42.
8.2. Change Registrant ID
Click Registrant Management à Change Registrant ID. Specify the details.
Figure 50 Changing Registrant ID
Click Save.
Figure 51 Registrant ID change
After verifying the changes, click Save.
Figure 52 Confirmation
Click OK. The change in the Registrant ID is confirmed to the user.
8.3. Merge Registrant ID
Click Registrant Management à Merge Registrant ID.
Figure 53 Merge Registrant ID
Enter both the Registrant IDs: the one that will be merged (say, ABC) and the other (say, XYZ) into which the merge will take place. Click Save.
Consequently, all the contents (courses/classes etc.) of ABC will be added into XYZ. The ABC Registrant ID will cease to exist. However, if both the registrants have registered for the same class, merging will not be allowed.
8.4. Registrant Transcript
Click Registrant Management à Registrant Transcript. Select a registrant and the date. Click Go.
Figure 54 Registrant Transcript
The courses taken by the registrant and the corresponding totals are shown. See also View Registrant on page39.
8.5. Transcript Approval
Click Registrant Management à Transcript Approval. Select a Registrant and click Go.
Figure 55 Transcript Approval
The list of registrants can be filtered by All registrants, those with outside courses Waiting For Approval and those with Approved courses. Courses yet to be approved have enabled Edit ad Approve links. The totals credits classified by their type in the registrant’s account are also displayed on the screen.
To analyze and then approve a course, click its Edit ink.
Figure 56 Edit and approve an outside course
Change or retain the displayed details. If required, click the Add New Credit link and specify it. To save and approve the course with the changes, click Save & Approve. Else, simply click Save and return later to approve the course.
Figure 57 Approved course
The approved course can be identified by the green asterisk prefixed to its Course Name; click it to view the details of the approval. The course’s Edit and Approve links are also seen disabled.
To delete a course, click its Delete link.
To add an outside course from the Admin side, click the Add New Outside Courses link.
Figure 58 Add outside course for approval
Specify the details of the course including the Credit Type. For this, choose one from the dropdown list or click Add New Credit and enter the new type of credit. Click Add, if the course is to be approved later. Click Add & Approve to approve the course right away.
8.6. Registrant Group Set-Up
Click Registrant Management à Registrant Group Set-Up.
Figure 59 Registrant Group List
Existing groups are seen. To create a new one, click Add New Group Registration.
Figure 60 Registrant Group Set-Up
Enter the Group’s name and select a category of registrants. Then, click to select one or more Enhanced Registrants and add them to the Group Members list using the given arrows. The user can choose yet another category of registrants and add more group members to the existing list from the new set of enhanced registrants. This implies that a Group may contain registrants from different categories. When done, click Add. Such groups are available for selection in the Instructor and Location Details section of the Add New Class page (see Figure 27).
9. Reports and Communication
The following sub menus are discussed in this section:
Master Course List, Registrant E-mail Communication, User E-mail Communication and Evaluation Reports.
For an Overview of this module, refer to page 6.
9.1. Master Course List
Click Reports and Communication à Master Course List.
Figure 61 Master Course List
All the courses added through Course Setup are displayed here. If available, the list will include Inactive Courses also showing the Active status as Fail.
9.2. Registrant E-mail Communication
Click Reports and Communication à Registrant E-mail Communication.
Figure 62 Registrant E-mail Communication
Select registrants as per their category, their status and form type. Accordingly, the number of registrants available will be updated. From this list, create the list of Selected Registrants. Specify the e-mail’s details and click Send. This functions essentially like a broadcast to the chosen registrants and is different from User E-mail Communication as it addresses registrants and not users within this system.
9.3. Evaluation Reports
Click Reports and Communication à Evaluation Reports.
Figure 63 Evaluation Reports
Select a course from the list and a class under it. Non-active courses may also be added to the Course list.
To view a summary, click Report Summary.
Figure 64 Summary Report
To view the most answered questions in the follow-up evaluations, click the Follow-Up Evaluations radio button.
To view more details, click Report Detailed.
9.4. User E-mail Communication
This option is for choosing one or more users and emailing them information. Click Reports and Communication à User E-mail Communication.
Figure 65 User E-mail Communication
The user types are listed in the dropdown. Choose one so that the users in that role are listed below it. Select users to the list on the right-hand side, specify the email details and click Send.
10. System Management
The following sub menus are discussed in this section:
Organization Set-Up, Location Set-Up, Position Set-Up, Sub-Position Set-Up, Level Set-Up, Grade Set-Up, License Type Set-Up, Registration Form Set-Up, User Created Registration Form Field Set-Up, User Defined System Information, News Field Set-Up, Events Set-Up, Confirmation/Reminder Message Set-Up, Payment Type Set-Up, Credit Type Set-Up, Create Users and Instructors, User Permissions and Registrant Creation Rules Set-Up.
For on Overview of this module, refer to page 5.
10.1. Organization Set-Up
Click System Management à Organization Setup.
Figure 66 Organization List
To add an organization, click Add New Organization, specify the details and click Save.
Figure 67 Add new organization
Enter the organization’s name and the contact details. Click Yes to report a registration to the contact; else, click No.
To modify an organization’s details, identify it from the Organizations List, click its Edit link, make the changes and click Save (see page 9 for details).
To delete an organization, identify it from the Organizations List, click its Delete link and confirm the action (see page 9 for details).
Change Sort Order and Export Items are the other options available to the user.
10.2. Location Set-Up
Click System Management à Location Set-Up.
Figure 68 Location List
The organizations are seen listed in a dropdown list. Choose one so that the locations available under it are displayed in the list below.
To add a location, click the Add New Location link, specify the details and click Add.
Figure 69 Add new location
A Location Type can be Work Location and/or Class Location. Class Locations will be available in Class Setup while Work Locations will be available to registrants in the Registration Form. If both types are selected, then the organization will be available in both Class Setup and registration. When Class Location is checked, an additional option is displayed at the bottom of the form for adding/editing/deleting Class Rooms. An option is available for sending a notification mail to the organization’s contact when a registrant registers to this location. A map and/or driving directions leading to the location can also be uploaded.
To edit a location, select its parent organization, identify the location from the list, click its Edit link, make the changes and click Save (see page 9 for details).
To delete a location, select its parent organization, identify the location from the list, click its Delete link, and confirm the action (see page 9 for details).
Export Data is also another functionality available to the user.
10.3. Position Set-Up
Click System Management à Position Set-Up.
Figure 70 Position List
To add a position, click the Add New Position link, specify the details and click Add (see page 8 for details).
To modify a position, identify it from the Positions List, click its Edit link, make the changes and click Save (see page 9 for details).
To delete a position, identify it from the Positions List, click its Delete link and confirm the action. Only Positions without sub-positions under them can be deleted (see page 9 for details).
Change Sort Order and Export Items are the other options available to the user.
10.4. Sub-Position Set-Up
Click System Management à Sub-Position Set-Up.
Figure 71 Sub-Position List
To add a sub-position, click the Add New Sub-Position link, specify the details and click Add (see page 8 for details).
To modify a sub-position, select its parent Position from the list, identify the sub-position, click its Edit link, make the changes and click Save (see page 9 for details).
To delete a sub-position, select its parent Position from the list, identify the sub-position, click its Delete link, and confirm the action (see page 9 for details).
Change Sort Order and Export Items are the other options available to the user.
10.5. Level Set-Up
Click System Management à Level Set-Up.
Figure 72 Level List
To add a new level, click the Add New Level link, specify the details and click Add (see page 8 for details).
To modify a level, identify it from the Levels List, click its Edit link, make the changes and click Save (see page 9 for details).
To delete a level, identify it from the Levels List, click its Delete link and confirm the action (see page 9 for details).
Change Sort Order and Export Items are the other options available to the user.
10.6. Grade Set-Up
Click System Management à Grade Set-Up.
Figure 73 Grade List
To add a new grade, click the Add New Grade link, specify the details and click Add (see page 8 for details).
To modify a grade, identify the grade from the list, click its Edit link, make the changes and click Save (see page 9 for details).
To delete a grade, identify the grade from the list, click its Delete link and confirm the action (see page 9 for details).
Change Sort Order and Export Items are the other options available to the user.
10.7. License Type Set-Up
Click System Management à License Type Set-Up.
Figure 74 License List
The displayed list is sorted in alphabetical order as per the Sort Order setting for this module (see Figure 99). Click the column heading to reverse the order.
To edit a license, click its Edit link, modify the details and click Save. To delete a license, click its Delete link and confirm the action.
Export Items is another option available to the user
To add a license, click the Add New License link.
Figure 75 Add new license
Enter the name and description of the license, and click Add.
10.8. Registration Form Set-Up
Click System Management à Registration Form Set-Up. Forms are of three types, Basic, Enhanced and Custom. Basic is displayed by default.
Figure 76 Basic Registration Form
Figure 77 Enhanced Registration Form
Figure 78 Custom Registration Form
A form consists of a set of fields that the user can choose to make Active and/or Required. Only Active fields will be displayed and Required fields made mandatory. More information can be collected through the Enhanced form with more fields than the Basic form. The Custom Form has an initial set of mandatory fields, followed by a set of Custom Fields. To add a custom field, click Add, select the Field name, and define it.
A form will be displayed only if its Active checkbox above the Registration Button Instructions is checked. Options are also available for defining the Registration Button. By setting the Renew Form option to Yes, the user can set a period at the lapse of which, the form(s) will be shown to the registrant when s/he logs in. S/he is expected to update his/her details before proceeding further. Forms are associated with courses at Course Set-Up (see Figure 23). Separate periods of renewal can be set for each form.
Define the form and click Save.
10.9. User Created Registration Form Field Set-Up
Click System Management à User Created Registration Form Field Set-Up.
Figure 79 User Defined Fields list
To add a field, click the Add New User Created Registration Form Field link, specify the details and click Add.
Figure 80 Add new user-defined field
The field can be included in the Basic, Enhanced and/or Custom form. To show the field for all courses, check the All Courses checkbox.
Against the Required For option, if neither All nor Individual is checked, the field will be optional wherever it appears. If only All is checked, the field will be a required field in all the courses. If Individual is checked, the user defining the Course set-up can decide whether the field must be optional or required.
To modify a field, identify it from the list (see Figure 79), click its Modify link, make changes and click Save (see page 9 for details).
To delete a field, identify it from the list (see Figure 79), click the Delete link and confirm the action (see page 9 for details).
10.10. User Defined System Information
Click System Management à User Defined System Information.
Figure 81 User Defined System Information
The different fields through which the site can be configured are listed. To simply view a field’s details, click its linked Field Name.
To modify it, click its Edit link.
Figure 82 Edit Site Footer
The particular field’s name, its description and the data are shown. Make the required chnages in the data and click Save.
All the fields are described below:
|
FIELD NAME |
FIELD DESCRIPTION |
|
Home Page Content |
Content to be displayed in the visitors home page. |
|
Site Footer |
Footer text. |
|
Registrant Transcript Header |
Header that will appear on the printer friendly version of the registrant transcript page. |
|
Registrant Transcript Footer |
Footer that will appear on the printer friendly version of the registrant transcript page. |
|
Create Account Instructions |
Account creation message. |
|
Create Account Message |
Account creation, mail message. |
|
Registrant Blocked Message |
Message that appears when a blocked registrant logs in. |
|
Administrator Email |
System administrator’s email id. |
|
Administrator Name |
System Administrator’s name. |
|
Administrator Phone |
System Administrator’s phone. |
|
Class Cancelled Message |
Class cancelled, mail message. |
|
Class Changed Message |
Class changed, mail message. |
|
Registrant ID Changed Message |
Registrant id changed, mail message. |
|
Registrant Merge Message |
Registrant id merged, mail message |
|
Product Logo |
Product Logo. |
|
Header Text |
Text displayed as header text for the system and the system generated mails. |
|
User Created Message |
User created, mail message. |
|
User Changed Message |
User changed, mail message. |
|
Class Evaluation Email |
Class evaluation, mail message. |
|
Registrant Account Creation Mode |
Account creation mode. |
|
Unregistered Message |
Unregistered from a class, mail message. |
|
Payment Mode |
Payment mode for this system. |
Table 1 User Defined System Information
In email messages, the Append Field icon () is linked to a set of contextual words that the user can use appropriately for associating with corresponding values.
Figure 83 Append Fields
For example, click Registrant Name and click Add. It is added to the email message at the particular location and the Registrant’s name is automatically inserted when the mail is sent to him/her.
10.11. News Field Set-Up
Click System Management à News Field Set-Up.
Figure 84 News List
Existing news items are listed.
To edit a news item, identify it from the News List, click its Edit link, modify the details and click Save.
To delete a news item, identify it from the News List, click its Delete link and confirm the action.
To add a news item, click the Add New News Item link.
Figure 85 Add news item
Enter the News Title and its Description, and the period during which it should be shown to Visitors on their home page. Click Add.
Change Sort Order and Export Items are the other options available to the user.
10.12. Events Set-Up
Click System Management à Event Set-Up.
Figure 86 Event list
The list of events features all the events in the system categorized into Current Events, and Expired Events past their display date. To edit an event, click its Edit link, modify the details and click Save. To delete an event, click its Delete link and confirm the action.
To add an event, click the Add New Event link.
Figure 87 Add new event
Enter the Event Title and Description. Specify the dates on which the event will begin and end, and the dates on which the event news item should be displayed to Visitors on their home page. Click Add.
Change Sort Order and Export Items are the other options available to the user.
10.13. Confirmation/Reminder Message Set-Up
Click System Management à Confirmation/Reminder Message Set-Up.
Figure 88 Message List
To edit a message, click its Edit link, modify the details and click Save. To delete a message, click its Delete link and confirm the action.
To add a new message, click the Add Message link, specify the details and click Add.
Figure 89 Add Confirmation
Enter a name to identify the message with, the medium of its delivery and the message itself. Click Add.
Change Sort Order is another option available to the user.
10.14. Payment Type Set-Up
Click System Management à Payment Type Set-Up.
Figure 90 Payment types list and Credit cards list
Two lists are seen, Payment Type List and Credit Card List. The permitted payment types are shown under the Payment Type List. The acceptable credit cards are listed under Accepted List of Credit Cards.
To modify the details of a payment type, identify it from the list, click its Edit link, make the changes and click Save. To delete a payment type, identify it from the list, click its Delete link and confirm the action.
To add a new payment type, click the Add New Payment Type link.
Figure 91 Add new payment type
Specify the details and click Add.
To add a credit card to the existing list, click the Add Credit Card link, enter its name and click Add.
Figure 92 Add new credit card
New cards are added to the Total List of Credit Cards; use the forward arrows to add them to the Accepted List.
10.15. Credit Type Set-Up
Click System Management à Credit Type Set-Up.
Figure 93 Credit Type List
To edit a credit type, click its Edit link, modify the details and click Save. To delete a credit type, click its Delete link and confirm the action.
To add a new credit type, click the Add New Credit Type link.
Figure 94 Add new credit type
If Hide Transcript Display is checked, the credit type will not be showed to registrants in the Registration Form.
Change Sort Order and Export Items are the other options available to the user.
10.16. Create Users and Instructors
Click System Management à Create Users and Instructors.
Figure 95 Users List
To edit a user’s details, click its Edit link, modify the details and click Save. To delete a user, click its Delete link and confirm the action.
To add a user, click the Add New User link.
Figure 96 Add new user
The selected user type determines the privileges that the user gets by default. The Registrant ID is crucial for linking the registrant to his/her own Public View of the account. S/he may be given the Active or Inactive status. A master user will have access to all registrants. To restrict the user’s access to registrants by organization, work location or class location, select the corresponding Access option and choose an item from the dropdown list.
Change Sort Order is another option available to the user.
10.17. User Permissions
Click System Management à User Permissions.
Figure 97 User Permissions - Admin
The gamut of functionalities and their privileges are listed out for the administrator to make changes to. After selecting the Role and a user in that role, the admin can opt for a module-wise resetting of permissions or reset all the permissions at the same time.
The set of permissions available for each module are shown against it. The Default setting associates the permission to the corresponding setting given by the Super Admin. For example, if the Super Admin changes the permission settings for the Interest Area module, a corresponding permission change will be enforced on all users having the Default setting for Interest Area. If the Default checkbox is unchecked, the other permissions available for the module are enabled for setting.
To set permissions to all the modules at the same time to the default settings created by the Super Admin, click the Reset Permissions button and click OK. All the modules will revert to the Default permission setting.
Click Save after finalizing on the modifications.
In Figure 98, the User Permissions page shown to a Super Admin is shown. S/he sets the default permissions for each role in this page.
Figure 98 User Permissions – Super Admin
Click Save to record modifications, if any.
10.18. Sort Order Set-Up
This option is available to a Super Admin user only wherein s/he can set whether the order of lists in each module should be alphabetical or user-defined.
Click System Management à Sort Order Set-Up.
Figure 99 Sort Order Set-Up
Modules set to User Sort will have the Change Sort Order link (see Figure 74) while those set to Alphabetic Sort will not have the Change Sort Order link.
Click Save to retain any modifications.
10.19. Registrant Creation Rules Set-Up
Click System Management à Registrant Creation Rules Set-Up.
Figure 100 Account Creation Rules
The rules that the system must follow in creating login usernames for registrants are set here. Enter the rule’s name and the details. Add more conditions using the and operator.
This is the visitor’s side of the application. Admin users within the system who are also registrants will have the Public View tab for accessing this section. Other registrants outside this system must specifically login to this section.
11. Logging in
Browse to the login page.
Figure 101 Login page
Enter the user name and password and click Login. New users can click Create Account.
Figure 102 Create Account
Enter the details and click Save.
Figure 103 Registrant Id
Note the Registrant ID that is returned to you and login using the your user name and password. The ID and password are also mailed to the address submitted at account registration. The home page appears.
Figure 104 Home page
News and events are shown; click a link to read its details.
The following menus and their sub-options are discussed in this section.
|
Figure 105 View Available Courses |
Figure 106 My Transcript |
12. View Available Courses
The following sub menus are discussed in this section:
View Alphabetically and Print Catalog.
12.1. View available courses Alphabetically
Click View Available Courses à View Alphabetically.
Figure 107 View Available Courses
While all the available courses are shown by default, you could filter the list by the First Letter of the courses.
Figure 108 Course Details
The course’s details are shown along with its status.
To register for it, begin with clicking the linked Start Date.
Figure 109 Class Details
The course may require section of credits. Then, click the Registration Form link. A partially filled-in registration form is displayed.
Figure 110 Registration Form
Specify the remaining details and click Register.
Figure 111 Registration Status
The registration is confirmed to you both through a message and an email.
12.2. Print Catalog
Click View Available Courses à Print Catalog.
Figure 112 Print Catalog
Select a course type and click Go. Print the course details that appear.
13. My Current Courses
Click My Current Courses.
Figure 113 Current Courses
The course confirmed to be registered for in Figure 111 is seen. It also has the Unregister link for clicking and opting out of a course.
14. My Transcript
The following sub menus are discussed in this section:
View My Transcript, Print My Transcript, Add Outside Courses for Approval, My Evaluations and My Follow-Up Evaluations.
14.1. View My Transcript
Click My Transcript à View My Transcript.
Figure 114 View My Transcript
The courses taken could include those not sponsored by this organization also. The Credits and Hours in the user’s account are also shown.
14.2. Print My Transcript
Click My Transcript à Print My Transcript.
Figure 115 Print My Transcript
A printer-friendly version of Figure 114 is shown. For a printout, use the Print link.
14.3. Add Outside Courses for Approval
Click My Transcript à Add Outside Courses for Approval.
Figure 116 Add Outside Courses for Approval
Click the Add New Outside Courses link.
Figure 117 Add New Outside Course
Specify the course’s details including its name, location, period, credits, grade and hours. Select either an existing course or click Add New Credit and enter the new credit type. Finally, click Add.
Figure 118 New outside course added
The new course is seen added. To modify its details, click the Edit link, make the changes and click Save. To delete it from the list, click its Delete link and confirm the action.
14.4. My Evaluations
Click My Transcript à My Evaluations.
Figure 119 My Evaluations
The courses and their associated evaluations are seen. Click a link.
Figure 120 Evaluation Questions
Answer the questions and click Save. A red asterisk denotes a question that must be answered. Figure 119 will reappear. Click the same link again.
Figure 121 Answered Evaluation
The answers that were submitted are seen.
14.5. My Follow-Up Evaluations
Click My Transcript à My Follow-Up Evaluations.
Figure 122 Follow-Up Evaluations
Click the link and submit the follow-up evaluation.