Register Participant for Training Event
Explanation
This activity is used to enroll employees as participants for a training event. This can be done in
Training Event/Participants. The participation of the employees can be confirmed in the
Training Event/Participants when employees are registered.
Participants can be registered only when the status of the training event is Published or
Confirmed.
This activity contains the following options:
- Confirm - Changes the Participant Status from Registered to Confirmed. This option is enabled only
after the training event is confirmed.
- Notify - Use this option 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 Training Event/General tab. In order for this option to work, the training event and the
participants must have the status as '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 option is available with the Waiting List section. This option is Register, which is used to move
a person from the Waiting List to Participants (i.e. register him/her as a Participant). In
addition, the Registered option enables to move a person from the Waiting List to the Participant list.
Note:
- The look of all the printouts can be adjusted 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.
- The system will display a message box if there are no available seats when registering the training event.
The participant can be placed 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.
- IFS will automatically append the Training History (of an employee in the Employee
File) when the employee completes a training event. For this to take place Participant status should be
Attended and Training Event status should be Completed. If the event consists of more than one
course, a history of all data for the event is available on the Offered Courses of the Training
Event.
Prerequisites
Employees and any external participants must have been registered.
System Effects
There are no system effects.