The Learn Center Software

Goals: This explains how to change an attendee's status after a class starts.

Permissions:

Prior to the first class session, changes to the status for applicants can be changed. You can change them from "waitlist" to "offer" to "active" and so forth.  After the first session of a Training Track (Course), the ability for an administrator to be able to change the status of attendees is locked out.  

The reason for this a separate attendee record needs to be created for each class in the course. But it makes no sense to create all of those records when a person first applies. The system waits until after the first session takes place and then all of those records are created only for those whose status is "active" or "offer" - they are considered active attendees.

If someone attends the first class or if they were still in the "offer" status after the first class, attendee records for them will be created. Or if someone joins late or if you want to move someone from waitlist to active after the first session, it will require Tier Three support.

Here is the procedure to use to Submit a Ticket.

Gather Needed Information:

Go to the "List" page on the Website and click the "More" button next to the Course Name.  This will bring up the Description of the Course.  It should look like this.

From this page, you need to obtain the ClassID number as indicated by the red arrow in the upper right. The ClassID is the number for the first class in the series.  It is NOT the CourseID number listed in the lower right.  

In the ticket, use the subject line: Attendee Update for Class 72.

In the body of the ticket, state the full name and the course number as a confirmation. So in the above, the Course Name is "Operations & Overview".  So you would start the body by saying. 

The attendee change applies to the Operations and Overview Course, # 72.

Then clearly state the Attendee Name, popID Number and how you want their status changed.

You get the attendee ID number from the far right column of the Attendee Listing.  

In the above image we left off Names and Emails for privacy, but you can see the first name starts with Bi...  Let's assume it was Bill Lastname.  His current status is "Offer" and he didn't show so you would like to change him to "Future".

In the ticket you would say,

Change Bill Lastname (ID# 490) from "Offer" to "Future"

Or if you want to then give a spot to Wayne on Line 3, you would say,

Change Wayne Lastname (#218245) from Cancelled to Active.

These will have to be changed manually in the database. In the first case it will involve a status change and then erasing the additional records. In the second case, it will involve changing the first status.

Be as clear as you can to help expedite the process. 

To possible "to" status options to which you can request a status change are:

• Active: Placed as active in class. Will receive all notifications.
• Future: They are encouraged to apply to a future or other class.
• Waitlist: They would be next in line to be placed into this class.
• Stop: Not accepted but also not told to apply to a future class and cannot "reapply".