Managing registration files

DMF 180316 TRAINING SESSIONS REGISTRATION

In order to register participants to a session, one or more registration files must be created beforehand.

A registration file can contain multiple participants.

There are multiple ways to create a registration file:

Prerequisite: At least one session must be created.

1 Open the session.
2 Go to Edit > New registration.
3 Enter the information:
Field Description
File code Enter the unique code of the registration file.
End customer, Contact and Address

In the End customer field, enter the customer to be registered in the session. This is the customer that sends its employees to attend the session.

In the Contact and Address fields, enter the customer's contact details.

In the Contact field, the list displays the contacts for which Training interlocutor is checked in their record sheets.
Organizer, Contact and Address

Enter the registration organizer in the Organizer field. This is the third-party in charge of the training's logistics.

In the Contact and Address fields, enter the organizer's details.
Agreement #

Enter the agreement number.

Note

If automatic management objects numbering is programmed for agreements, leave this field empty and it will be filled in automatically when publishing the agreement.
Customer Ref. Enter the customer's reference.
Status code

Select the registration file's status code from the drop-down list.

  • Pending: Default status when creating a registration file. This status means that the file is being entered.
  • Pre-registered: The file is sent but supporting documents are missing.
  • Registered: The file is complete.
  • Canceled: The training organism canceled the session.
  • Withdrawal: The customer withdrew from the training session.
  • Passed: The file contains too many registrations but is still taken into account.
  • Rejected: The file contains too many registrations and is rejected.
Number of named participants

This field displays the number of participants registered in the registration file under the Participant(s) tab.

This number is updated automatically and cannot be modified directly from the field.
4 Under the Registration section, enter the information:
Field Description
Registration info Enter information about the registration file.
Request date

Enter the date of the request.

By default, today's date is entered automatically.
Rank # The number entered in this field does not have any impact.
Registration date

Enter the registration date.

If the file was added directly when creating the session, today's date is entered automatically.
Cancellation date Enter the cancellation date in case of cancellation.
Reason Enter the reason for the cancellation in case of cancellation.
5 In the action bar, click on .

The registration file is saved and the Participant(s) tab is added.

Reference

To add or delete participants in the session, refer to Managing participants in a session.

The registration file is not linked to a sales document. To link the registration file to a sales document, refer to Linking a training product line to a registration file.

1 Create and save a session whose project is linked to a single customer.

A window offers to create the customer's registration file.

2 Click on Yes.

The session and a registration file are created.

When validating an order

Important

If you validate an order that contains more than one training line, a window will inform you that you have to manually create the registration file or the session from the order. In that case, you need to right-click one of the training lines and click on New file/session to create the registration file (see From a validated order).

Prerequisite: At least one session must be created.

1 Go to Management > Sales > Orders, and click on in the action bar.
2 Under the Lines tab, click on and add a line containing the product set up as a training product.

Reference

To create a sold product corresponding to a training session, see Setting up a training sold product.

3 Once the order is entered, click on in the action bar.
4 Press F4 or go to Edit > Validate without printing.
5 Click on Yes.

A window offers to create a session or a registration file.

6 Click on Yes.
7 Check New file.
8 In the Session field, select the session in which the registration file will be created. The list displays the sessions already created in Akuiteo.
9 Click on Validate.

The registration file is created and added to the selected session.

From a validated order

1 Open the order
2 Under the Lines tab, right-click on the desired training line and click on New file/session.
3 Check New file.
4 In the Session field, select the session in which the registration file will be created. The list displays the sessions already created in Akuiteo.
5 Click on Validate.

The registration file is created and added to the selected session.

Prerequisite: At least one registration file must be created.

1 Open the session on which the registration file is linked.
2 In the Details menu on the left, double-click on the desired registration file.
3 In the action bar, click on and modify the desired information.
4 In the action bar, click on .

The registration file is modified.

A training product line can be linked to a registration file. A same commercial document can contain multiple lines and each one of them can be linked to a different registration file.

Important

A training product line cannot be linked if it is in a quotation.

Prerequisites:

  • At least one sales management object must be created and it must contains one or multiple training lines.
  • At least one registration file must be linked to a session.
1 Open the most recent sales management object containing the training line.
2 Right-click on the training line and click on Link to registration file.
3 In the Session field, enter the session to which the registration file is linked.
4 Click on Validate.

The line is linked to the registration file.

A registration file can be copied to keep the same participants from one session to another.

1 Open the registration file to be copied.
2 Go to Edit > Carry file forward.
3 Enter the session in which the file will be copied.
4 Click on Validate.

The registration file is copied to the selected session.

A registration file and its participants can be split in two separate files.

1 Open the registration file to be split.
2 Go to Edit > Split a file.
3 Select the participants to be moved to the new registration file.
4 Click on Validate.

A new registration file containing the selected participants is created.

Multiple registration files can be merged together to form a single one.

Prerequisites:

  • At least two registration files must be created on the same session.
  • Registration files to merge must have the same status and final customer.
1 From the session, go to Edit > File merge.
2 Select the files to be merged.
3 Click on Validate.

The selected files are merged.

Multiple types of documents can be published from a registration file, such as invitations and agreements, in order to send them to participants.

Prerequisite: you must previously set up report templates for registration files. The possible types of report templates for registration files are Rptdesign delivery note, Rptdesign certificate, Rptdesign agreement and Rptdesign receipt.

Reference

To create and setup training reports templates, see Setting up report templates.

1 From the registration file, click on in the action bar.
2 Click on the desired report template.
3 Select the desired Printing type from the drop-down list.

The formats available depend on the report templates set up from the Desktop Application.

4 Check the New linked document option if you want to add the report to the linked documents.
5 Click on Preview, Print or Send email.

The document is published.

An invitation can be published and sent to the customer by email.

Prerequisite: At least one Rptdesign receipt report template type must be set up.

1 From the registration file:
  • To send the invitation to all participants, go to Edit > Send an invitation by email, or
  • select participants to whom an invitation must be sent, right-click then click on Send an invitation by email.
2 Enter the information:
Field Description
Employee Enter an employee to add in the recipients list, CC or not.
Email Enter the email address of the recipient for the invitation.
Template Select the invitation template.
Email body format Enter the email body format.
Email message body

Enter the keyword to include in the email body.

The help list displays keywords already created in Akuiteo.
Attachment format Enter the format of the invitation file to attach to the email.
Attach file Check this box if you want the invitation to be attached automatically to the email draft of the invitation.
Link the document to the management object Check this box if you want the published invitation to be added under the Linked documents tab in the session.
3 Click on Open Outlook.

The email draft is created in Outlook. The email can then be sent.

Important

Deleting a registration file cannot be reversed.

From the registration file, click on in the action bar and confirm the deletion.