View Learning Activity Attendees

Accessing the View Attendees Page
Attendance Status
Emailing Attendees
Updating Attendee Information
Removing Registrations
Waitlist

Instructions

Accessing the View Attendees Page

Administrators can view the uptake and the progress of employees towards all learning activities via the View attendees page.

From your employee portal, navigate to My development, then Learning library or Learning calendar.
Search for your learning activity.
Select the heading to view the details.
Select the horizontal ellipsis icon.
Select the View attendees option.

This screen shows current (active) employees who have had a particular activity added to their development plan and the current status of that employee's progress. For previous (archived) employee learning records, you will need to create a report filtered by archived equals Yes.

From the Attendees section, administrators can perform actions on the activity's participants.

Statuses can be changed using the Status dropdown on the right-hand side of the grid.
Attendees can be emailed individually or in bulk. For more details, see Emailing attendees section.
Documents can be uploaded against the learners by selecting the paperclip on the far right of the grid. There is currently no limit to the number of documents a user can upload against a registration.
Employees can be marked as having attended or not attended the activity. For more details, see Attendance status section.

The waitlist area is intended to show all waitlisted employees regardless of preferred timeslot. This area can be useful for moving employees between timeslots, or as an overview of employees for additional timeslots.

The search area is intended to show all employees associated with the timeslot, regardless of status. This can be useful for actions dedicated to that specific timeslot.

Attendance Status

There is an additional type of status available for event-based learning activities only, Attendance status. Administrators can change the attendance status for a given employee by selecting the checkbox next to their name and selecting the appropriate button to mark them as attended, not attended, or to clear their attendance status.

Emailing Attendees

You can email employees attending a learning activity as follows:

Select the checkbox to the left of the required attendees.
Select the Email attendees icon.
In the pop-up window, select a communication template or No template.
Select Next.
You can then edit the following fields and options:
- From
- Subject
- Message
- Delay email.
Select Send.

Updating Attendee Information

You can update the registration information of employees attending a learning activity as follows:

Select the checkbox to the left of the required attendees.
Select the Edit icon.
In the pop-up window, configure the options displayed on the page:
- Timeslot
- Attendance
- Status
- Actual completion date
- Score
- Mandatory
- Due date.
Select Next.
Select Confirm on the following page to perform the required updates.

Removing Registrations

The removal action cannot be undone. Removed registration data will still be available in reporting, but will no longer be accessible in-system. Removing an attendee will also remove the learning activity from the attendee's development plan.

You can remove registrations of employees attending a learning activity as follows:

Select the checkbox to the left of the required attendees.
Select the Remove icon.
Select Yes on the pop-up window to perform the required updates.

Waitlist

As learners book into an event timeslot, the number of positions remaining will decrease. Once the maximum number of bookings have been reached, the time slot will no longer allow new bookings but will instead allow prospective learners to join the waitlist for the event. Administrators can move waitlisted employees into their preferred time slot from the View attendees page.

Employees booked into a waitlist can remove themselves from the waitlist and then rebook into a session with open positions. The learning activity will move from the "waitlist" section of the development plan to the "timeslot selection required" section once the learner has removed themselves from a waitlisted event.

If a Learning Content Administrator shifts employees out of their preferred time slot, be sure to let them know using the bulk communication feature available on the View attendees page as no automated notifications are currently implemented.