Training Event / Participant

[About Training Event Participant] [Training Administration]

Usage

Use this tab window to add participants to the training event. Participants can be registered only when the status of the training event is Published or Confirmed.

The following options are available via the Operations menu or the right mouse button:

• Confirm  - Changes the Participant Status from Registered to Confirmed. This menu option can be used only after the training event is confirmed.
• Notify - Set this status to indicate that the participants have been notified of this training event.
• Attend - Changes the Participant Status from Confirmed to Attended.
• Cancel - Cancels the reservation (removes the Participant Reservation from the training event).
• Register participant on completed event - Makes it possible to insert and save a participant even when the training event is set to Completed.  
• Calculate Training Fee - Use this option to recalculate the training fee according to how it has been set up in the General tab. In order for this option to work, the training event and the participants must have status 'Confirmed'. 
• Print Diplomas - Use this option to print a diploma for the training event.
• Course Confirmation - Use this option to print a confirmation letter for the training event.
• Course Invitation - Use this option to print an invitation to this training event.
• Course Cancellation - Use this option to print an information letter that this training event has been cancelled
• Participant List - Use this option to print a participant list the training event.

An additional menu option is available with the Waiting List in the bottom part of the window. This menu option is Register, which is used to move a person from the Waiting List up to the top part of the window (i.e. register him/her as a Participant). In addition, the Registered menu option enables you to move a person from the Waiting List to the Participant list. This option is shown in the bottom part of the window and is available in the Operations menu or in the right mouse button menu.

Note: 

• You can adjust the look of all the printouts in either the Report Templates or the Report Template window. There are four standard templates available. External participants must be connected to a customer in External Participants/General tab. The document address on the customer will be used for the external participant.
• All changes in the Participant status may affect the status of Employee Training Plan. For example: Canceling a participant status in Training Event/Participant will change the status in Employee Training Plan from Scheduled to Planned. In Training Information page section Training Program on web the Participant Status will change from Registered to Cancelled .
• The system will display a message box if there are no available seats when registering the training event. You can put the participant in the waiting list by clicking on OK button.
• If there is a participant registered as Waiting List Participant (Participant status is Waiting List), the next registered participant(s) will be added to the waiting list as well, even though there are available seats in the training event. In this case, the available seat(s) will be filled by the registered waiting list participant.
• The system will automatically update the Training History of the employee/internal participant (Employee Strategic Files/Training History in the Employee Development module) when the Participant status is Attended and Training Event status is Completed. If the training event consists of multiple courses, the system will create the history for all data based on the Offered Courses tab (an exception is for partial and divided courses where the same course have been used more than once in the same training event).
• A notification e-mail will be sent for the following conditions:
  • System will e-mail participants and the supervisors that their registrations are confirmed for the event. This sets the status to Confirmed.
  • System will e-mail participants previously on the waiting list to let them know that they are now registered in the event and to request confirmation. The participant status must be set to Registered.
  • System will e-mail participants to let them know that they are on the waiting list for the event.
• You cannot register a new participant in the participant or waiting list when the Training Event Status is Completed.

For the description of each tab in the window, follow the appropriate link: Waiting Approval, Waiting List