Managing participants in a session
Participants, also called interns, are people who attend training sessions.
Creating a participant
When a person is added to a session's registration file, Intern is automatically checked in their contact record sheet. They are then considered an intern and can be found by researching in Training > Trainees.
Reference
To register a person inside a registration file, refer to Adding participants to a registration file.
Adding participants to a registration file
Adding one participant
| DMF | 180316 TRAINING SESSIONS REGISTRATION |
Prerequisites:
- At least one registration file must be created.
- The contact to be added as participant must be created in the client. If it is not the case, refer to Creating a contact and adding them as participant.
Once the session and the registration file are created, participants can be added to the session.
| 1 | Open the registration file and click on  in the action bar. |
| 2 | Under the Participant(s) tab, click on  at the top right of the screen. |
Note
If the contact to be added as participant does not exist in the client, a contact can be created and added to the registration file by clicking on 
at the top right of the screen.
| 3 | Enter the information: |
| Field | Description |
|---|---|
| End customer |
Select the customer to be registered in the training session. The customer is pre-filled automatically from the end customer entered in the File tab. |
| Last name and First name |
In one of the two fields, select the contact from the customer. The list displays all contacts linked to the customer. When one of the two fields is entered, the other field is entered automatically. |
| Function |
This field is entered automatically when the Last name and First name fields are entered. If the function is not entered in the contact record sheet, the field will remain empty. This field cannot be modified. |
| Status |
Select the participant's status. The list displays all participant statuses created. Reference To create a participant status, see Creating a participant status. |
| Certificate |
Enter a training certificate linked to the session. Important If automatic numbering is programmed for certificates, this field is entered automatically when publishing a certificate. For automatic numbering to work, it is required to enter the automatic numbering type (ex: FCERT) in the Certificate field of the report template. Reference To set up automatic numbering for certificates and a certificate report template, see Setting up automatic numbering and Creating a training action code. |
| Active |
Uncheck this box if the participant will be absent during the session. Important If this box is unchecked, the participant will be considered totally absent and it will not be possible to modify the Signature status field of the participant in the Sign-in tab of the session (see Accessing the sign-in). |
| 4 | Above the table, click on  . |
The participant is added.
Creating a contact and adding them as participant
| DMF | 180316 TRAINING SESSIONS REGISTRATION |
A contact can be created if they do not exist in the customer, in order to add them as participant in the registration file.
| 1 | Open the registration file. |
| 2 | Under the Participant(s) tab, click on at the top right of the screen. |
| 3 | Enter the information of the new participant: |
| Field | Description |
|---|---|
| End customer |
Select the customer to be registered in the training session. The customer is pre-filled automatically from the end customer entered in the File tab. |
| Title, Family name / First name | Enter the contact's identity. |
| Function and Title |
Enter the function and the title of the contact inside their organization. |
| Work / Mobile and Email | Enter the contact details. |
| Status |
Select the participant's status. The list displays all participant statuses created. Reference To create a participant status, see Creating a participant status. |
| Certificate |
Enter a training certificate linked to the session. Important If automatic management objects numbering is programmed for certificates, this field is entered automatically when publishing a certificate. For automatic numbering to work, it is required to enter the automatic numbering type (ex: FCERT) in the Certificate field of the report template. Reference To set up automatic numbering for certificates and a certificate report template, see Setting up automatic numbering and Creating a training action code. |
| 4 | Click on Validate. It is possible to click on Add and create new contact to add the participant and directly create a new contact. |
The contact is created and added to the registration file.
Adding multiple participants at once
| DMF | 180316 TRAINING SESSIONS REGISTRATION |
Prerequisites:
- At least one registration file must be created.
- The contacts to be added as participants must be created in the client. If it is not the case, rather refer to Creating a contact and adding them as participant.
| 1 | Open the registration file. |
| 2 | Under the Participant(s) tab, click on  at the top right of the screen. |
| 3 | Double-click on the field in the window. |
| 4 | Select the participants to be added and press Enter. |
| 5 | Click on OK. |
The participants are added to the registration file.
Adding a participant from the Training Portal
Prerequisites:
- The credentials of a technical user that has the DMF 181001 TRAINING PORTAL NEW TRAINEE must be specified in Training setup > Setup. This DMF is linked to the DMF A21001 API CRM CONTACTS ADD CONTACT.
- Signatures must be opened (see Opening the sign-in).
Important
This method does not allow you to select an existing contact in order to add them as participant in the file. Indeed, a new contact will be necessarily created in the customer.
| 1 | Go to the Training Portal. |
| 2 | Log in with your trainer credentials. |
| 3 | Click on the desired attendance sheet. |
| 4 | Under the Sign-in details table, click on Add participant. |
| 5 | Enter the information: |
| Field | Description |
|---|---|
| File | Select the file in which the participant will be added. |
| Title, Last name, First name | Enter the participant's identity. |
| Enter the participant's email address. |
| 6 | Click on Validate. |
The contact is created in the customer and the participant is added.
Importing participants from an import file
| DMF | 180326 TRAINING SESSIONS IMPORT TRAINEES |
From the Participant(s) tab of a registration file, participants can be imported in the registration file with an import file by clicking on 
at the top right of the screen. It is the same screen as in Management > Imports but the Training and Participants criteria are entered automatically.
Deleting a participant from a registration file
| 1 | Open the registration file and click on in the action bar. |
| 2 | Under the Participant(s) tab, select the participant to delete. |
| 3 | Click on  and confirm the deletion. |
Managing the sign-in
Opening the sign-in
When the session begins, the trainer can open the sign-in so that participants can fill in their attendance sheet in order to enter their attendance or their absence at the beginning of each half-day.
Important
After the sign-in has opened, it is no longer possible to modify the session's number of days and duration. To modify the session's dates when the sign-in is open, refer to Modifying a session's programming.
Prerequisite: The session must be in the Confirmed state (refer to Modifying the session status).
From the Training Portal
| 1 | Go to the Training Portal. |
| 2 | Log in with your trainer credentials. |
| 3 | Click on Open the sign-in. |
| 4 | Click on OK. |
The sign-in is open.
From the Desktop Application
| 1 | Open the session. |
| 2 | Under the Sign-in tab, click on  . |
A window informs you that it will no longer be possible to modify the session's dates and duration.
| 3 | Click on Yes. |
The sign-in is open.
Signing in as a participant
At the beginning of each half-day, participants must fill in their attendance sheet in order to declare their attendance or absence.
| 1 | Go to the Training Portal. |
| 2 | Log in with you participant credentials. |
| 3 | Click on the desired attendance sheet. |
| 4 | Check the half-days during which you attended the session. |
Note
It is not possible to check the half-days that have not passed yet.
The number of half-days available depends on the session's duration in days.
| 5 | Enter a comment in the Comment field. |
| 6 | Click on Validate. |
The sign-in is saved.
Validating the participants' sign-in
| DMF | 180325 TRAINING SESSIONS MODIFY VALIDATOR SIGNATURE |
After a session, the trainer can validate the participants' sign-in
Note
From the Training Portal, sign-ins can be accessed but cannot be validated. Validating is possible only through the Desktop Application.
| 1 | Open the session. |
| 2 | Under the Sign-in tab, click on . |
The Presence tab opens.
| 3 | In the Validator lines, check the half-days during which each participant was present. |
Note
The number of half-days depends on the duration of the session in days. One day corresponds to 2 half-days.
Validated half-days will be added in the total amount of hours in the BPF.
| 4 | Enter a comment in the Comment column. |
| 5 | At the top right, click on . |
The sign-in is validated.
Closing the sign-in
The sign-in can be closed once it is done in order to make it unmodifiable.
From the Training Portal
| 1 | Go to the Training Portal. |
| 2 | Log in with your trainer credentials. |
| 3 | Click on the sign-in sheet you want to close. |
| 4 | Click on Close. |
The sign-in is closed:
- Participants no longer have access to their sign-in sheet.
- Validated half-days are taken into account for the BPF.
- In the Sign-in tab, the absence duration and the signature status of each participant are updated. Comments entered by participants and the trainer are displayed in the Int. indic. and Opt. Ext. columns.
From the Desktop Application
| 1 | Open the session. |
| 2 | Under the Sign-in tab, click on . |
The Presence tab opens.
| 3 | Click on  . |
| 4 | Click on Yes. |
The sign-in is closed:
- Participants no longer have access to their sign-in sheet.
- Validated half-days are taken into account for the BPF.
- In the Sign-in tab, the absence duration and the signature status of each participant are updated. Comments entered by participants and the trainer are displayed in the Int. indic. and Opt. Ext. columns.
Accessing the sign-in
When closing the sign-in, the signature status of each participant and their attendance and absence time are updated automatically. This sign-in can be checked.
| 1 | Open the session and click on in the action bar. |
| 2 | Click on the Sign-in tab. |
| 3 | Click on the desired participant. |
| 4 | See the Signature status drop-down list and apply modifications if needed: |
| Option | Description |
|---|---|
| Present | The participant attended the entirety of the session. |
| Partially absent |
The participant was partially absent during the session. The number of absence hours is displayed in the Duration of leave (hours) field and the number of attendance hours is displayed in the Presence time (hours) field. The Deductible for attendance option does not have any impact. |
| Totally absent | The participant was totally absent during the session. |
