Event Screen
Dashboard
First you will see your Event Dashboard, that contains key information about your event.
The first section on Event Dashboard will show you your:
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Event Title
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Start date and time (and timezone)
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Location
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Status of the Event
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If it is Public or Private
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The Learning Mode
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The Legacy ID (on hover shows current GraphQL ID)
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Task roll-up - a summary of the amount of tasks in each status
Next is the Student widget, which shows:
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Interested learners
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Reserved learners
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Active learners
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Minimum learners
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Maximun learners
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Cancelled learners
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Expired learners
The final section has two widgets one for Finances and one for issues:
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Finances widget
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The currency of the event
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Total revenue
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Total cost
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Profit
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Issues Widget, showing current issues that exist on the event
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Missing instructors
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Instructor conflicts
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Resources conflicts
- Missing resources
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Fill rate is less than the target percentage set in the configuration.
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Once you have created your Event, you’ll be able to access it from the Events List, and you can Add Students to it.
You can navigate back to the Event Listing screen through the far-left button, and use the Event Ad-hoc Emailer.
You can view and edit Event information and perform administrative functions through five tabs – please select which you’d like to learn more about:
Also, we have up to three buttons on the upper-left-hand, depending on your settings:
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Here are some quick links to Event Administration and commonly used functions:
Duplicate Event
You may have several Events which are similar to the one which you’ve already created.
Simply click on the “Duplicate” button in the upper right to duplicate an Event.
After duplicating an Event, it’ll be created in Draft mode. If there are any conflicts with Personnel or Resource bookings, then you’ll be prompted to resolve these.
For Resources, go to the Resources section to view more information by clicking Show Conflicts.
Event Ad-hoc Emailer
You can send ad-hoc emails or SMSs directly from the Event screen
Sometimes you want to communicate with your Students or Staff on an Event that falls outside the usual cases of predefined Communication Triggers, such as last moment important notices to the Event, such as venue changes or weather warnings, etc. You can even optionally use Communication Templates to save you even more time, as well as include attachments (including those from the DMS). This function is also available in the Opportunity’s Ad-hoc Emailer.
The emails you send from the Ad-hoc Emailer will come from your logged-in User’s Name and Email address fields. i.e. if you are logged in as a Core User with a Name of “Jones Smith” and Email of jonessmith@examplecompany.com, then these will be the sender name and email address that will appear to the recipient.
From the Event Ad-Hoc Emailer, you can choose to send to the Events:
- Event Students
- Event Staff (Personnel)
The workflow for each is the same, but for a different audience. When it comes to Students, you can select which students to email, whether they be Active, Expired, or Cancelled. At a top level, you can tick the checkboxes to select all the students within these statuses. Alternatively, you can select certain students within each of these statuses by clicking the Show All Students link.
The typical workflow behind the Ad-hoc Emailer is similar to a typical email program:
- Select the recipients
- [Optional] Choose a Template: these are your Communications Templates and should reflect the Audience you’re sending to, i.e. Templates that are targeting Students can’t use a Template that is for the Staff Audience. Upon selecting a Template, the subject, email body, and attachment fields will auto-populate, and you can make edits suitable for your needs.
- [If no Template is selected] Enter your Email Subject
- [If no Template is selected] Compose your Email, using the Merge Field Picker, to insert dynamic content (note: your message must contain more than 1 character for delivery)
- [If no Template is selected] Select any attachments, using Add Attachments
- Click OK
The email will be queued for sending, you’ll be notified that it’ll be sent within the next 10 minutes. You’ll have visibility over the status of Ad-hoc Emailer through the Audit tab:
Setup Tab
Here you can view, add, and edit your:
If you need help with any of the fields you need to edit, you can hover over the small ‘i’ tooltips to see information about that field.
Edit an Event
You can edit the main details of an Event:
- Select an Event from the Events List screen (if you haven’t already)
- In the Setup section, click
- Make your desired changes – you can refer to the tooltips (‘i’) or see Event Setup Fields for extra help
- Click
Your Event will be updated with the changes.
Registration Deadline
You can set the latest date for displaying and checking out this Event on your website. Applicable to the WebLink and WordPress Plugin website integrations. Please see the respective documentation for more information on the intended behavior and the use of this function: WebLink Registration Deadlines or WordPress Registration Deadlines.
In addition, if you're looking to remove a date from the event you can use the Continuous Access toggle on the Event screen located here:
Registration Availability
You can specify the availability of Event registrations. This will allow you to exercise greater control over when users can register for upcoming Events.
Personnel
Your Event Personnel falls under 2 Types:
- Administrator: Contacts that are marked as Administrators, people who run and organize the Event
- Instructor: Contacts that are marked as Instructors, the people who are qualified to teach your Event
In the Overview Tab, you can see the general information of all Personnel assigned to this Event: the Contact or Account names, the Personnel Type, Sessions they are assigned to and any notes added to them.
In the Communications Tab of the Personnel section, you can view the status of your Communication Triggers set for Event Personnel Audiences.
From here, you can:
- Add Personnel
- Edit Personnel
- Set Primary Instructor
- View Personnel’s Contact
- Remove Personnel
- See Personnel Communications
Add Personnel
- Click Add
- Select the Type to be Administrator, Instructor
- Start entering the name of the Personnel, and select the one you require
- [Optional] Add any notes desired: this will be displayed on the Event’s screen when viewing the Personnel section, e.g. travel notes
- Click
When adding an Instructor to an Event, you'll promptly observe a list of instructors, with available ones conveniently listed at the top. Furthermore, you'll have the capability to filter based on the instructor's workplace, aligning with the Event's location. If Approved Instructors are configured on your Course Template, you'll also have the flexibility to include unapproved instructors in your filtering options.
When you edit Personnel, you edit their notes, which will be displayed on the Event. The Type isn’t modifiable, so if you need to change the Type, please Remove the Personnel in question first, then Add Personnel with the new Type desired.
Set Primary Instructor
You can set an Instructor on an event to be the Primary Instructor. This can be used for reporting, advertising the course, and for communicating to an Event’s students.
- Click on the Personnel you wish to set as the Primary Instructor.
- Select Set as Primary Instructor.
- This will set the Instructor to the Primary and will unset any other Instructors.
- Click
Your Personnel will then be updated on the Event’s screen.
View Personnel’s Contact
You can view a Personnel’s Contact from the Personnel section, to save you from searching for the Contact to quickly refer to their details.
- Click on the Personnel you wish to view the Contact for
- Select View Contact, this opens the Personnel’s Contact record in a new browser tab
Remove Personnel
You can remove Personnel whenever they’re no longer needed for the Event, and free them up for use in other Events, or if you added the incorrect Type of Personnel at an earlier stage.
- Click on the Personnel you wish to remove
- Select Remove, this will open a confirmation dialog box
- Click to confirm the removal
Your Personnel will now be removed from the Event.
Personnel Communications
If you have Communication Triggers with the Audience set to Administrators and/or Instructors, then you’ll be able to see their sending status.
Click on the Personnel’s sending status to open the Email Preview window to send, or resend, the communication.
Assigning Resources
When adding Resources to an Event, you'll find a list of Resources, with available ones conveniently listed at the top. Furthermore, you'll be able to filter based on the resource name, type, and Location which by default, is set to the Event's location.
You can multi-select and add the needed resources. When 'add resources to required sessions only' is selected, the resources will be assigned to the sessions that require them.
The resource list includes both available and unavailable resources, such as those that have already been booked during this time. These bookings may be internal or external. You can click the arrow to expand and view the booking details. If needed, you can still choose to book the resource, but the system will show you an alert.
If you have two-way sync enabled for calendars, your resource bookings are also synced with an external calendar system like Microsoft or Google. This is reflected when you open the modal. Any booking made is then synced back to the external calendar.
Tasks
Tasks are reminders or appointments used to help you manage your Accounts, Contacts, Events, Opportunities, Debtors, or personal items.
From here, you can:
Single Task
In the Tasks Section:
- Click
- Select Add Single Task
- Fill out the Task details as required (see Tasks documentation for more information)
- Click
Your Task will then be added to the Event.
Workflow
You can import your default Workflow to your Event and select which Tasks you wish to apply.
In the Tasks Section:
- Click
- Select Add Workflow
- Select which Tasks you wish to import (you can also edit the Tasks from here, before importing)
- Click
Your selected Tasks will now appear in the Tasks section of the Event.
Edit a Task
- Click on the Task you wish to edit, this will open an Update Task dialog box
- Make your desired changes (see Tasks documentation for more information)
- Click
Your Task will then be updated as appropriate in the Event.
Achievements
You can configure rules which allow Administrate to automatically set a Learner to “Passed” on an event when they meet certain criteria, based on the type of Learning Mode of the Event:
- Self-Paced (LMS) Events: Automatically mark the Learner as passed when all required content is complete and passed
- Classroom Events: Automatically mark the Learner as passed when the full attendance record is met (optionally allowing for some absences)
- Blended Events: Combines both options, requiring attendance and required LMS content completion.
When a Learner is marked as passed, either manually or by the automated rules, they will be issued an Achievement, if one is specified in the Achievement Name field.
Administrate will track three dates for every achievement:
- Created - When the achievement was first recorded in Administrate.
- Valid From - The date when the achievement first became active for the learner.
- Expiry Date - The date when the achievement will require recertification and will no longer be considered valid.
There are several options available for setting the valid from date:
Date Setting | Description | Classroom | Blended | Self Paced |
Same as Issued At |
Uses the date the achievement was created in Administrate (either by manually setting the Pass flag for the student, or with the Auto-Pass rules). | Available | Available | Available |
Same as Classroom End Date | Uses the scheduled last day of the Event. | Available | Available | N/A |
Same as LMS End Date | Uses the scheduled last day that the Event is active in the LMS. | N/A | Available | Available |
Same as Learner Expiration Date | Uses the date when the Learner's access expires in the LMS. | N/A | Available | Available |
Same as Event End Date | Uses the final date of the Event, the latter of the LMS, and Classroom end dates. | N/A - This is the Classroom End Date. | Available | N/A - This is the LMS End Date. |
Additionally, if the specified Achievement Type is mapped to a Certificate Template (by a Certificate Type), their Certificate will be generated and stored in the DMS automatically, so that it can be retrieved in the future.
Event Custom Fields
Just like our CRM Custom Fields, you can store and display additional information that is important to your organization’s specific workflow, or use it for reporting, or even just everyday use. You can also use these Custom Fields to access and segment your API results, e.g., if you have ‘Language’ as one of your Event Custom Fields, then you’d be able to show Events by ‘Language’ on your website.
Event Custom Fields are applied through Event Templates, in the Basic Info tab of the Course Templates. This means that the Event Custom Fields you define will be available for every new Event created through that Course.
From here you can:
Add Event Custom Field
The general workflow involved in Event Custom Fields is:
Create an Event Template
- Go to any Course Template: navigate Events → Course Templates → Desired Course Template
- Making sure you’re in the Basic Info tab, click on Edit Event Template: this will take you to a page titled Event Templates
- Click + Create
- Name the Template: this is for your reference only
- Enter a description for the Template: this is for your reference only
- Select the Type of Custom Field: Checkbox, Date, Number, or String (text box)
- Click and drag your Type into the grey area, in the place order you wish for it to appear
- Edit the name of the Custom Field: this will be the field name displayed on the Event’s screen
- Repeat steps 6 - 8 as necessary
- Click
Once you’ve created your Event Template, it needs to be applied to the Course Template you wish to display the Custom Fields for.
Apply the Event Scores Template to the Course Template
Applying the Event Scores Template to a Course Template means that all Events created with this course will display the Custom Fields previously created.
- Go to the Course Template you wish to apply the Event Scores Template to, in the Basic Info tab
- There will be a drop-down, named Event Template, simply select the one you wish to apply
Now, whenever you visit an Event created with the Course selected above, you’ll see your Custom Fields.
Enter/Edit Event Custom Field Values
To enter or edit the Event Custom Field values, simply follow the instructions for Edit Event.
Finances Tab
Here you can view, add, and edit your:
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Prices
You may want to charge different prices for different kinds of students, and even in different currencies, e.g. a preferential rate for students from different Accounts, or an Early Bird booking price, for USD and GBP.
The default price is shown in bold, this is usually your Normal Price Level, defined in your Course Pricing.
Add an Event Price
You can predefine all your prices, in currency or in Training Tokens, in your Course Pricing so that your pre-set prices are available every time you create an Event. However, if you wish to add a quick, or one-off, price for your Event, you can do so within the Event itself. Please note that you’d still need to have appropriate Price Levels defined.
- Click
- Select your appropriate Price Level
- Select Tokens or Currency
- Select the correct Token Type or Currency from the drop-down
- Enter the amount in currency or the number of Tokens
- Click
Revenue
This section lets you see if you’ve got forecasted income that has yet to be invoiced, and is reported from the perspective of:
- Student Registrations: when you add a student to an Event, it creates a registration using the Price you specify
- Mapped Items: these are additional Items linked to the Course, e.g. textbooks, course materials, etc.
- Linked Invoices: when you create an Invoice, you have the option to link Invoice Items to an Event
The Forecast column identifies the maximum invoiceable amounts, and the Invoiced column reports how much of the Forecasted amount has been Invoiced.
As all the figures here are calculated, there are no modifiable fields for this section, and is read-only.
The Cash Flow figure on the Event is the Revenue (Forecast) minus the Costs.
Costs
The sum of the Event Revenue (through Invoices) and Costs (through Purchase Orders) inform the Cash Flow figure on the Event. These Costs can be anything like refreshments or course materials.
By default, any Default Costs specified for Public and Private Events will be displayed in this section.
From here, you can:
Add a Cost
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Click , this will open a new dialog box
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Enter a Description for this cost: this will be displayed on the Event’s screen
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Select the appropriate Currency this Cost is in
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Enter the Amount, in monetary value per unit: this unit is defined in the next step, Quantity Type
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- Select the Quantity Type, this will multiply the above Amount by:
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- Everyone: the number of Personnel and Students (e.g. you want to buy a cake for everyone that is due to come to the Event)
- Fixed: a fixed number (e.g. you want 200 cakes, regardless of how many people are due to come to the Event)
- Personnel: the number of Personnel (e.g. you only want to buy cakes for your Personnel)
- Students*: the number of registered students (e.g. you only want to buy cakes for your students)
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Click
Your Cost will then be added to the Event.
Edit a Cost
- Click on the Cost you wish to edit
- Select Edit Cost, this will open a dialog box
- Make your desired changes
- Click
Your Cost will then be updated on the Event’s screen.
Remove a Cost
- Click on the Cost you wish to remove
- Select Remove, which will open a confirmation dialog box
- Click to confirm
Your Cost will then be removed from the Event’s screen.
Raise a Purchase Order
- Click on the Cost you wish to raise a Purchase Order for
- Select Raise Purchase, this will open a dialog box
- Select your supplier’s Account
- Select your Company
- Select the appropriate Nominal Account - please ask your accountant for further advice if you’re not sure which Nominal Account to use
- Click
Your Purchase Order number will appear next to the Cost on the Event’s screen.
Outline Tab
The Outline Tab deals with content administration and Session details for your Event.
From here you can view, add, and edit your:
Resource Requirements
Resources are the defined equipment, property, and other capital that your organization has access to for Events. When you create your event from a Course Template that has requirements for Resources defined for your sessions, you will see a Resource Requirements table above your Event Sessions.
This table works as a guide and reminder as to what resources you need to book in order to fulfill each session's needs. Per session, it displays the resource types needed and the quantity booked versus the quantity required as defined on your course template. The table shows by default if you have not met all your resource requirements needs. If you have satisfied all your resource requirements, the table will hide by default, but you have the option to toggle it to show.
In the above screenshot, you can see that the Resource Requirement table is color coded to help you recognize the status of your resource requirements at a glance.
Red = Any unmet requirements, such as resources have been partially booked, not booked, or overbooked
Green = The required resources have been booked.
Sessions
Within an Event, there are Sessions, which are when and where the physical training is held. Sessions are for Classroom and Blended Learning Modes only, there are no Sessions for Self-Paced (LMS) Events because LMS Events don’t feature physical or in-person training.
Each Session may have a Title, Location, Venue, Personnel, and Resources assigned to them, different from that of the Event itself (as specified in Setup Fields). This is to accommodate for variance in Event delivery, e.g. you may wish to hold workshops that are held in different places, with different Personnel (e.g. a technician instead of a lecturer) and different Resources (e.g. vehicles instead of projectors).
When you have a Course Template that specifies the number of days it is run for, it’ll automatically create a Session for each day that the Event is to be run, starting from the Start Date specified when creating the Event.
You can view Sessions in a List format (default) or Calendar view. Sessions are added through either method. You can click on the row of the Session in List view or click on a Session (those in green) in the Calendar view to:
Add Session
- Click or click on an empty space in a desired date in the Calendar view, this will open a new session dialog box.
- Fill in the values as required or appropriate to your Session (these don’t need to follow any convention or template set previously, you can change the values to whatever you need them to be)
- Click Save or Save & Add New Session if you would like to add another session.
Your Session will be added to the table.
Edit Session
If you’re editing a Session that was automatically created when the Event was created, the default values are taken from the Course Template - such as starting and end times, the code, and the title. The Location and Venue will be the same values as those specified when you created the Event.
You can make changes to the following information when you edit a Session:
- Session Start and End Date/Time
- Session Code
- Session Title
- Location
- Venue
- Notes
To Edit a Session:
- Click on the Session you wish to make changes to
- Select Edit Session, this will open a dialog box
- Make your desired changes
Your Session will be updated in the Event’s screen.
When you add or edit your session you can also switch to the Students tab to see the students registered for that session.
In addition, switch to the Personnel tabs to add, edit or delete a session's Personnel. You can add different Personnel to different Sessions.
- On the Personnel tab of the session, select Add Personnel.
- Select the Type to be Administrator, Instructor, or Partner
- Start entering the name of the Personnel, and select the one you require
- [Optional] Add any notes desired: this will be displayed on the Event’s screen when viewing the Personnel section, e.g. travel notes
- Click
Your Personnel will be added to the Session.
Duplicate Session
Sessions can be duplicated with all data (all tabs including custom fields).
To duplicate a session:
- Click on the Session you wish to make changes to
- Select Duplicate Session, this will open a dialog box
- The dialog box will prompt you to enter a start date and time for the sessions.
- The end date will be automatically calculated based on the session duration
- Click Duplicate
Your new session will be added to the sessions table.
Add Session Resource
To add a resource to all sessions:
- Click 'Add Resource' above the resource requirements, next to where you select the List or Calendar view. This will open the "Add Resource to All Sessions" dialog box.
- You can filter resources by name, type, and location.
- The list will display all resources, with available resources conveniently placed at the top.
- Select the needed resources
- If you want to add resources only to the sessions that require them, tick the checkbox labeled 'Add resources to required sessions only'.
- Click OK, and the resources under "Added Resources" will be assigned accordingly.
In addition to adding resources to all sessions, you can also add Resources to particular Sessions if you need additional Resources on those particular sessions.
- Click on the Session you wish to add a Resource to and select Add Resource. In the List view this will be using the pencil at the end of the row.
- [Optional] Edit the booking start and end date and times: this is by default the duration of your session.
- Select your Resource Type, this will change the fields under this to reflect that Type (as defined in Resource Types)
- Enter the rest of the fields as appropriate
- Click
New options will be available when you click on the Session once you’ve added Resources: Edit Resource, which also lets you Delete the Resource.
Edit Session Resource
You’ll only be able to access this menu item if you have added a Resource to a particular Session.
- Click on the Session you wish to edit the Resource of
- Select Edit Resource , this will open a dialog box
- Click against the Resource you wish to edit, this will change the dialog box
- Make the changes desired change to the Resource booking
- Click
Your Resource will then be updated for the Session.
Delete Session Resource
You’ll only be able to access this menu item if you have added a Resource to a particular Session.
- Click on the Session you wish to remove the Resource from
- Select Edit Resource, this will open a dialog box
- Click against the Resource(s) you wish to remove
- Click to confirm your changes
Your Resource will then be removed from the Session.
Cancel Session
Canceling the Session lets you retain the Session information for the Event for historical and reference purposes, e.g. a session had to be canceled because of weather or transport conditions. This will change the Session Status to Cancelled, and also lets you reinstate the Session if you wish. If you wish to permanently remove the Session from the Event, see Delete Session.
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Click on the Session you wish to cancel, a notification dialog box will appear
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- Select whether you’d like to send a cancel notification to your students and/or Instructors (see Templates to create your own notifications)
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- Yes: Select the Communication Template that you wish to use - you can edit these before sending
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Click
Your Session’s status will be updated to Cancelled. Once a Session has been canceled, it can be Reinstated.
Reinstate Session
If you wish to restore a Cancelled Session, e.g., it was canceled due to a bad weather forecast, but the weather is actually turning out OK, then you can do this through here. You’ll only be able to access this menu item if you have Cancelled a Session.
- Click on the Cancelled Session you wish to reinstate
- Select Reinstate Session
This will restore the Session’s status to Active.
Delete Session
Deleting a Session will permanently remove the Session from the Event. If you wish to retain the Session information, not have the Session go ahead, and keep the option of reinstating the Session, then please Cancel the Session. Please note that once a student has been added to the session, you will not be able to delete the session, the session would need to be canceled.
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Click on Session you wish to remove, a notification dialog box will appear
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- Select whether you’d like to send a notification to your students and/or Instructors
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- Yes : Select the Communication Template that you wish to use - you can edit these before sending
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Click
Your Session will be permanently removed from the Event.
If the start or end times of an Event or Session that has Resources or Instructors associated with it change, the system will check for Resource booking conflicts. You will be prompted to resolve the Resource conflict before proceeding with the save.
LMS Content
If your Learning Mode is Self-Paced (LMS) or Blended, then you can use this section to manage your online learning content, which is deliverable through our LMS (Learning Management System). If you have a lot of Events which use the same LMS Content, or have a lot of common LMS content between your Events, then you can save some time by setting the LMS Course Content in the Content Tab of the Course Template.
You can preview how your LMS Event will appear to your students by clicking . This will open a preview of your LMS Event. A bright warning bar at the top of the page will advise you that you’re in preview mode.
Administrate’s LMS uses the eLearning standard, SCORM (Shareable Content Object Reference Model) to deliver its authored content. You can check compliance with SCORM Cloud. If you have any doubts about your content, please contact your content developers.
You can add 3 primary types of content:
SCORM-compliant files |
Delivers the eLearning and content as developed
e.g. A presentation and/or quiz with player control and audio
Usually a .zip file
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Non-SCORM-compliant files |
No delivery method
Downloadable content only
e.g. a PDF document
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External activity |
External Activities represent learning activities outside Administrate's portal. These can be inline HTML content or loading an external URL in an iframe. Additionally, they can be specialized activities that become available by activating integrations like Kryterion Webassessor.
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Once you have your LMS Content uploaded, you can order them as you’d like them to appear to your students. Simply click and drag them from the Name column: clicking anywhere else on the row will open a context menu.
From here you can:
Add LMS Content (from DMS)
You can add LMS Content that’s already stored in your DMS (Document Management System) straight to your Event.
- Click
- Select Existing from DMS , an Explorer/Finder style dialog box will appear
- Navigate to your desired file and select it
- Click
If you’ve just uploaded a SCORM file, you’ll have to change the LMS Content Type to SCORM.
If your Content is SCORM, you can choose to override the Learner's Max Attempts.
Please note, if you set different attempt limits on your SCORM package and Administrate, the lower limit will win. For example:
- The SCORM content has a limit of 5 and you enter an Administrate limit of 2, so the Learner can only try 2x. (The limit is imposed - the Learner will not be able to click into the content - but you may have a conflicting message in the content itself of the number of attempts left.)
- The SCORM content has a limit of 3 and you enter 10 on Administrate, so the Learner can only try 3x. (Setting 10 attempts on Administrate will not allow more attempts.)
Your LMS Content will be added to the LMS Content table of the Event. Once you’ve added at least one LMS Content Document to the Event, you’ll be able to:
Add LMS Content (local file)
If you don’t have your desired file already stored in your DMS (Document Management System) , you can upload a file from your computer (local file) from here and it’ll store in your DMS as well as be applied to your Event’s LMS Content section.
- Click
- Select Upload New File, this will open the DMS Upload Document dialog box
- Either click to navigate to your local file, or drag and drop a file from your Windows Explorer/macOS Finder into the grey area
- Select a DMS Folder how to create a DMS Folder)
- The Name defaults to the name of the filename you selected for upload, but you can change this: this name will appear in the LMS Content section of the Event, as well as the name presented to your students when they’re in the LMS
- Enter a Description, this will appear in the LMS Content’s section for your reference
- Optionally select Categories to associate with the Document. Document Categories are used with Communication Templates to dynamically attach Event-specific Documents.
- Click
You’ll have added a new Document to your DMS (meaning you’ll be able to access it from there in the future) and it’ll be added to your Event’s LMS Content section.
Add LMS Content (External Activity)
An "External Activity" is content that is not contained in a file hosted by the DMS. In most cases, it will direct learners to an external resource for their consumption. The Title is the name of the external activity displayed in the course outline and in the content header. External activities come in two types which can be toggled on the external activity modal itself: Description and Embedded URL.
If the "Description" Type is toggled, a free-form Description HTML input appears. You may use this input to add information about the activity — for example, directions on what will count toward having completed the activity. In many cases, this may include one or more links to other websites to complete the activity.
If the "Embedded URL" Type is toggled, an Embedded URL input appears. The LMS will display the Embedded URL in an iframe from within the LMS shell. Please note: the website you take the link from will control whether it can be embedded or not, some sites allow you to generate an Embedded URL.
Clicking on the "Add Tracking Parameters" button will append a special "adm_attempt_id" parameter to the URL and automatically use the value of the unique attempt when loading it in the LMS. The external activity can use this information to tie the attempt back to a specific learner and/or content, or to manually mark the activity complete for the learner.
In addition, if the Embedded URL is capable of redirecting or linking back to the LMS with the "adm_attempt_id" value passed through, the external can be marked complete automatically. Simply configure the external activity to send the user back to https://[lms_subdomain].administratelms.com/attempt/[attempt_id]
In this URL,[lms_subdomain] is the subdomain of the LMS, and [attempt_id] is the value of "adm_attempt_id" which is passed to the Embedded URL. The activity will be marked completed, and the LMS will reload that content screen.
if the Embedded URL is NOT capable of redirecting or linking back to the LMS, you can choose to enable the checkbox labeled "Automatically mark Content Complete for Learner". When this checkbox is enabled, the External Activity will be automatically marked as completed when the Learner accesses the link.
Once you have added at least one Document to the Event, you’ll be able to:
View LMS Content
You can view your LMS Content in your web browser. If your web browser doesn’t support the file type, e.g. a zip file, then the Document will be downloaded onto your machine for you to view externally.
You’ll only be able to access this menu item if you have added LMS Content to the Event through the DMS or by uploading a local file.
- Click on the Document you wish to view, only under the Type, Archived, or Hidden Columns: clicking under the Name column will move the Content
- Select View Document
Your Document will be displayed in your web browser or be downloaded onto your computer, depending on the file type.
View LMS Content in DMS
You can view your LMS Content in your DMS (Document Management System). This is useful if you want to see where it’s stored, or if you want to perform DMS functions on the Document.
You’ll only be able to access this menu item if you have added LMS Content to the Event through the DMS or by uploading a local file.
- Click on the LMS Content you wish to view, only under the Type, Archived, or Hidden Columns: clicking under the Name column will move the Content
- Select View in DMS
You’ll be taken to the DMS system, displaying the file in its folder.
Edit LMS Content
You can set how your uploaded LMS Content should be interpreted by Administrate’s LMS, and give each LMS Content a description, which will be displayed in front of the file name in the LMS Content table.
You’ll only be able to access this menu item if you have added LMS Content to the Event through the DMS or by uploading a local file.
-
Click on the LMS Content you wish to view, only under the Type , Archived , or Hidden Columns: clicking under the Name column will move the Content
-
Select Edit Item, a dialog box will be displayed
-
Enter a Description: this will be displayed before the file name in the LMS Content table
-
- Select your LMS Content Type:
-
- Resource: Used for downloadable content, e.g. PDF files. Shows a document icon in the LMS to the student
- SCORM Presentation: displays a slideshow icon next to the content on the LMS
- Quiz: displays a check mark icon next to the content on the LMS
- SCORM: identifies that this LMS Content is SCORM-authored. Displays a slideshow icon
- Video: identifies this is a video file that can be played within the browser. Displays a video "play" icon
- External Activity: Displays an "open external link" icon
-
Click
Your LMS Content will now be updated in the LMS Content table.
Below is an image showing how the different types are shown to the Learner in our LMS:
Archive LMS Content
You can hide LMS Content from your students. This is useful if you want to reveal LMS Content at a later date or have temporary content uploaded without showing it to your students. Same functionality as Hide LMS Content.
You’ll only be able to access this menu item if you have added LMS Content to the Event through the DMS or by uploading a local file.
- Click on the LMS Content you wish to archive, only under the Type, Archived, or Hidden Columns: clicking under the Name column will move the Content
- Select Archive
Your LMS Content will no longer be shown to your students, and it will be also be hidden in the LMS Content table.
- To show archived content in the LMS Content table, simply click the "Show archived content" checkbox which is displayed above the table.
- Upon selection, any archived content will be listed in the LMS Content table.
From here you can also choose to show the LMS Content to your students again.
Unarchive LMS Content
By default, all LMS Content is unarchived. This menu item can only be accessed if the LMS Content has been Archived.
- Click on the Archived LMS Content you wish to unarchive, only under the Type, Archived, or Hidden Columns: clicking under the Name column will move the Content
- Select Not Archive
Your LMS Content will no longer be archived and will be visible to your students again.
Hide LMS Content
You can hide the LMS Content from your students. This is useful if you want to reveal LMS Content at a later date, or have temporary content uploaded without showing it to your students. Same functionality as Archive LMS Content.
You’ll only be able to access this menu item if you have added LMS Content to the Event through the DMS or by uploading a local file.
- Click on the LMS Content you wish to hide, only under the Type, Archived, or Hidden Columns: clicking under the Name column will move the Content
- Select Hide
Your LMS Content will no longer be shown to your students. From here you can show the LMS Content again.
Show LMS Content
By default, all LMS Content is shown. This menu item can only be accessed if the LMS Content has been set to Hidden.
- Click on the hidden LMS Content you wish to show again, only under the Type, Archived, or Hidden Columns: clicking under the Name column will move the Content
- Select Shown
Your LMS Content will now be visible again to your students.
Remove LMS Content
Note: You can only remove LMS Content that Students have not yet attempted from an Event. LMS Content with student attempts can be archived, but not removed.
Removing LMS Content from the Event will not affect the file in the DMS (Document Management System), as it’ll remain there.
You’ll only be able to access this menu item if you have added LMS Content to the Event through the DMS or by uploading a local file.
To remove LMS Content that Students have not attempted:
- Navigate to the LMS Content Table on the Event's Outline Screen
- Click anywhere in the Type, Archived, or Hidden columns of the LMS Content you wish to remove (clicking under the Name column will move the Content
- Select Remove , a confirmation dialog box will be displayed
- Click to confirm
Your LMS Content will then be removed from the Event.
Add Separator
You can organise your LMS Content using Separators. These function as text headers for the content it comes under.
- Click
- Select Add New Separator, this will open a new dialog box
- Enter a Description: this will appear in the LMS Content table and be displayed as a text header in the LMS
- Click , this will add the Separator to the LMS Content and be displayed in bold
- Drag and Drop its Name to move it to the appropriate position you wish for it to appear
Your Separator will be added and placed accordingly.
Edit Separator
You can edit the Description of the Separators.
You’ll only be able to access this menu item if you have added a Separator.
- Click on the Separator you wish to edit, only under the Type, Archived, or Hidden Columns: clicking under the Name column will move the Content
- Select Edit Separator
- Edit the Description of the Separator
- Click
Your Separator will be updated in the LMS Content table.
Remove Separator
You’ll only be able to access this menu item if you have added a Separator.
- Click on the Separator you wish to remove, only under the Type , Archived, or Hidden Columns: clicking under the Name column will move the Content
- Select Remove, this will open a confirmation dialog box
- Click
Your Separator will be removed from the LMS Content table.
Documents
You can upload and apply Documents to your Events. These Event Documents will be made available to your students when they log into their Student Portal, e.g. Event-relevant documents, handouts, slides, etc. If you have a lot of Events that use the same Event Content or have a lot of common Event content between your Events, then you can save some time by setting the Event Documents in the Content Tab of the Course Template.
If you don’t wish for your students to see these Event Documents in their Student Portal, i.e. the Documents Section is for internal use only, then you can set this in the LMS Settings in the Control Panel.
From here you can:
- Add a Document (from your DMS)
- Add a Document (local file)
- View the Document
- View the Document in your DMS
- Remove the Document from the Event
Add Document (from DMS)
You can add Documents that are already stored in your DMS (Document Management System) straight to your Event.
- Click
- Select Existing from DMS, an explorer/finder style dialog box will appear
- Navigate to your desired file and select it
- Click
Your Document will be added to the Documents table of the Event.
Once you have added at least one Document to the Event, you’ll be able to:
If you don’t have your desired file already stored in your DMS (Document Management System) , you can upload a file from your computer (local file) from here and it’ll store in your DMS as well as be applied to your Event’s Document section.
- Click
- Select Upload New File, this will open the DMS Upload Document dialog box
- Either click to navigate to your local file, or drag and drop a file from your Windows Explorer/macOS Finder into the grey area
- Select a DMS Folder (how to create a DMS Folder)
- The Name defaults to the name of the filename you selected for upload, but you can change this
- Enter a Description, this will appear in the Event’s Documents section for reference
- Optionally select Categories to associate with the Document. Document Categories are used with Communication Templates to dynamically attach Event-specific Documents.
- Click
You’ll have added a new Document to your DMS (meaning you’ll be able to access it from there in the future) and it’ll be added to your Event’s Documents section.
Once you have added at least one Document to the Event, you’ll be able to:
View Document
You can view your Document in your web browser. If your web browser doesn’t support the file type, e.g. a zip file, then the Document will be downloaded onto your machine for you to view externally.
You’ll only be able to access this menu item if you have added a Document to the Event through the DMS or by uploading a local file.
- Click on the Document you wish to View
- Select View Document
Your Document will be displayed in your web browser or be downloaded onto your computer, depending on the file type.
View in DMS
You can view your Document in your DMS (Document Management System). This is useful if you want to see where it’s stored, or if you want to perform DMS functions on the Document.
You’ll only be able to access this menu item if you have added a Document to the Event through the DMS or by uploading a local file.
- Click on the Document you wish to View
- Select View in DMS
You’ll be taken to the DMS system, displaying the file in its folder.
Remove Document
You can remove your Document from the Event. This won’t affect the file in the DMS (Document Management System), as it’ll remain there.
You’ll only be able to access this menu item if you have added a Document to the Event through the DMS or by uploading a local file.
- Click on the Document you wish to View
- Select Remove, a confirmation dialog box will be displayed
- Click to confirm
Your Document will then be removed from the Event.
Students Tab
The Students Tab displays all the information regarding the Students who’re registered for the Event.
Once you add Students to an Event, you’ll be able to view Event-Student information and perform Event Administrative tasks:
You can easily switch the information between the views in the Student Tab.
Edit Student
You can click on a Student's row to open a context menu, where you'll be able to Edit Student.
Here, you'll be able to:
- Select a Booking Contact
- Set/change the student's Access Expire Date (for Self-Paced, or Blended Events with an LMS Component) - see also Expires in Students Overview
- Edit their Notes
- Set them to Pass/Fail.
Student Options
Sign-In Sheet | Downloads a Sign-In Sheet to help you take physical attendance at your Events |
Certificates | Generate Certificates |
Export Students | Download an Excel Spreadsheet of all your Registered Students |
Print View | Opens a new window with a printable version of the Event details and Registered Students |
Student History Report | View an in-depth progress report for your LMS Students, detailing a breakdown of what content Students have accessed, when they accessed it, how they spent on it and whether it was completed, and any quiz scores and pass/fails |
Record Scores | Enter all your detailed and self-defined Student Scores in one go |
Record Attendance | Mark all your Student’s Attendance for all the Sessions in one go |
Record Results | Mark all your Students as Pass or Fail in one go, and you can also mark Content of Type External Activity as completed (see below, Record Results) |
Certificates
This generates Certificates for the Students registered for the Event. Certificates can be printed or emailed. When emailed, the Certificate will be attached as a PDF. You can edit the content of the email by editing the ‘Delegate Certificate’ System Email.
A default certificate template is provided however if you wish to customize this please see how to here - Additional Services.
To generate certificates:
- Click
- Select Certificates, this will open the Generate Certificates screen
- Edit the Event Details and Student Details as appropriate
- Select the Students you wish to Generate Certificates for
- Click View Certificates to open the certificates in PDF Format or Send Certificate Emails to... to send the Certificates by email
Record Results
Click Record Results in the Student Options drop down to navigate to the Record Results screen where you can quickly record your students as Pass or Fail:
- Click in the top right of the Student tab
- Select Record Results, this will open the Record Results page
- Click , this will display the options that you can select to Pass/Fail Students
- Select the appropriate result for each Student.
- To quickly record results for all Students on the page, click the Pass/Fail button at the top of the table. a time-saver if all but a few students passed.
- You can reset the result, i.e., no selection, by clicking the "Not Recorded" button.
- Click SAVE
From the Record Results page, you can also review your Students progress on the Course Content:
- Click the blue Progress arrow in the left column of the Record Results table.
- This will expand the progress section which shows a list of Course Content, and the Student's progress on each item.
Mark External Activity as Completed:
For Events with External Activities, you can manually mark External Activity as completed.
- With the progress section expanded in the Record Results screen, click the checkbox next to the External Activity and then click SAVE.
If you wish to record more detailed information about how Students performed, please see Student Scores.
Students Overview
In the Overview section of Students, you can see the list of registered Students and the following information:
Status | These can be Active / Cancelled / Expired (for Self-Paced (LMS) and Blended Learning Modes ) |
Student Name | The name of the Student, who is a Contact on your CRM (if they’re a named student) |
Account | The Account the Student belongs to |
Expires | For Self-Paced (LMS) and Blended Learning Modes, this is when your Student won’t be able to access your LMS Content |
Registration | The Registration number when you add Students to an Event |
Results | Whether the Student has Passed or Failed. You can quickly set these marks by Recording their results |
Notes | Any notes added in the Registration will be displayed here, e.g. cancellation notes |
Learning Path | The Learning Path the Student is assigned to |
Price | The Price the Student was added on for |
Student Attendance
For every student, you can mark their Attendance for the Event per Session. You can see at a glance, in the Attendance tab, your Event’s attendance here with the colors:
- Green: The student has attended the Session
- Red: The student hasn’t attended the Sessions
- Grey: No attendance taken for the Session
Taking Attendance is particularly important for Learning Paths, as students would need to be marked as attended before they would be able to complete that objective.
You can take Session Attendance for an individual Student, or Session Attendance for all the Students.
Individual Attendance
- Click on the row of the student whose Attendance you wish to mark, this will open a sub-menu
- Select Edit Attendance
- Mark the Student’s attendance per Session
- Click
All Attendance
Using the Attendance Tool, you can take the attendance of all the students for all the sessions at the same time.
-
Click on
-
Select Record Attendance
-
- Click on a box that matches the student against a session:
-
- 1 time: they have attended, indicated by a green tick
- 2 times: they didn’t attend, indicated by a red cross
- 3 times: clear attendance to “not taken”
-
Click
Your Student Attendance will be updated.
Student Communications
The Communications view shows all the Communication Triggers that are applicable to the Students of your Event.
You will see at the bottom of the Students’ table the sending timings of the Communication Triggers:
- Next Priority Run : sends On Registration Triggers every 5 minutes on the hour, e.g. 12:05, 12:10, 12:15, etc.
- Next Full Run : sends every Trigger not set to On Registration on the 37th minute every hour, e.g. 12:37, 13:37, 14:37, etc.
Click on the Student’s sending status to open the Email Preview window to send, or resend, the communication. If your communication status is “NOT YET PROCESSED”, you can click on it to force it into a “HOLD” status, which in turn will let you send the communication (assuming that the Template and Trigger are set up correctly).
Student Scores
Student Scores let you record what your students did and how they performed. These criteria are all determined by you in a Student Scores Template, which is then applied to the Event. This will let you record each criteria for each student, and will be available in the Event History section of their Contact screen. In addition, you can query the entered scores using the CRM Filter System or Report Engine for Contacts, then export them to Excel.
If you wish to only mark Students as having passed or failed, then please see Record Results
The workflow for Student Scores is:
Create a Scores Template
Scores Templates are created against individual Courses and are not transferrable to other Courses or Events.
-
Navigate: Events → Course Templates
-
Select the Course Template for which you want to create a Score Template, ensuring you’re in the Basic Info tab
-
Click Edit Scores Template
-
Select New Template (this will be the default if you’ve not created any before)
-
Name your Scores Template in the textbox next to the Template selection
-
Enter the name of a column: this will be the name of your scores field, e.g. Pass, Examiner Notes, etc.
-
- Select the type of field this column will be:
-
- Text: used for recording text, e.g., notes
- Checkbox: used for recording yes/no or true/false, e.g., Pass/Fail
- Date: used for recording dates, e.g., date passed
-
[Optional] Select whether or not this column is Highlighted: this column will be displayed in the Event History Table in the student’s Contact, and for our Legacy Events system, this column will be visible in the Student’s table of the Event Screen
-
Click
-
Repeat Steps 6-9 as necessary
-
Click Save Template
If you have existing Events created with this Course Template already, or if you have other Events you wish to use this Student Scores Template with, then you can manually apply the Student Scores Template to an Event.
Apply Student Score Template to an Event
Assuming that you’ve already created your Student Scores Template against the appropriate Course, you can then select your Scores Template from the Event Setup.
- In the Setup Tab, Edit your Event
- In the Scores Template field, select the Scores Template
- Click
Your Student Scores Template will now be applied to the Event. You can now Record your Student’s Scores.
Record Student Scores
In the Scores tab of the Students’ section, you can record/edit their Scores individually, or record/edit all your Students Scores in one go, using the button. You can also export your Student Scores by selecting Export as XLS.
If you wish to record a simple Pass/Fail for any student(s), please see Record Results.
Individual Scores
- Enter the Scores tab within the Students’ section
- Click on the Student’s row who you wish to record scores for, this will open a sub-menu
- Select Edit Scores
- Record their scores as appropriate
- Click
Your Student’s scores will now be updated.
All Student Scores
- Click
- Select Record Scores, this will open the Record Scores modal
- Select or enter the appropriate result for each Student. Alternatively, you can use the Set All feature and make quick edits, which can further save you time. Note, you may need to click Apply for the Set All to be applied to the scores. You can reset the result (i.e. no selection) by clicking on the currently highlighted selection again. See the animation above for more information
- Click
Your Student’s scores will now be updated. You can also Export your Student Scores as an Excel Spreadsheet from here by clicking Export as XLS.
Student LMS
For Learning Modes that are Self-Paced (LMS) or Blended, this provides an overview of your LMS Students:
Status | Whether the student is Active or Expired: you can change the status of this through editing the LMS Student |
Name | How much of the LMS Content they’ve completed |
Account | The Account the student belongs to |
Progress | How much of the LMS Content they’ve completed |
Setup | Whether or not the student has been setup on the LMS: you can resolve this through Reset Password / Setup LMS User |
Used | Whether or not the student has started using the LMS |
From here, LMS-specific options are:
Edit LMS Student
When editing an LMS Student, you can edit the LMS Student’s Access Expire Date, cancel them, and/or add Notes:
- Click on the row of the Student’s name who you wish to edit, this will open a sub-menu
- Select Edit Student
- Make your desired changes
- Select which notifications you wish to send (if any)
- Click
Your LMS Student will be updated.
Reset Password/Setup LMS User
If you need to Set Up your LMS User manually, or Reset a Password for them to regain access, you can do this through:
- Click on the row of the Student’s name who you wish to reset the password for, this will open a sub-menu
- Select Reset Password / Setup LMS User , this will open a confirmation dialog
- Click
A password will be sent to the Contact’s email address.
Contacts may also set up their LMS credentials themselves if your instance is configured to allow it. In this scenario, the Contact enters their username (usually their email address), and a password setup email will automatically be sent to that Contact. Please reach out to Support if you would like to enable this feature.
Linked Opportunities
Here you can view Students who have been entered as Interests through the Sales Opportunities system. The difference between an Interested Student and Reserved Student is that the latter means a seat will be taken up by the Reserved Student, and count towards the maximum number of Students allowed on the Event (see Limit Number of Students in the Setup fields).
When you add an Event Interest in the Sales Opportunities, it will automatically update the Event’s Linked Opportunities. From the Opportunity, edit the Interest to Reserve a place for the Event.
These will only become actual Students once the Opportunity has been progressed to “won”.
Click on the row of the Linked Opportunity to visit the relevant Opportunity page, where you can change Interested status to Reserved.
Feedback
The Feedback section is for you to view and edit your student’s feedback for your Event. Traditionally, feedback has been provided through the use of evaluation forms being distributed at some point during an event, and students fill them in and hand them back in at the end of the event. Administrate provides both paper and electronic means of generating your feedback forms, and recording them online.
Administrate provides a standard Feedback format, however, if you require this to be tailored to your requirements then please get in touch through the support desk. When requesting a scale change, e.g. 1-5 instead of 1-10, please note that the change will apply to all the questions. In addition, you can have Public and Private Feedback Forms for each Event, however, you would only be able to report on the type that the Event is set to (Public or Private).
An alternative is to use SurveyMonkey, a leading survey and questionnaire provider with which Administrate integrates. Using SurveyMonkey you can create, send, and collate self-tailored Feedback.
You can have your students fill in the Event feedback through their Student Portal, or through SurveyMonkey. Alternatively, you can fill in students’ feedback on their behalf, e.g. collating the results from collected evaluation forms at the end of events.
If you print out your Feedback Forms, you can change the form’s appearance through the Evaluation Forms Control Panel setting.
The Feedback Overview provides an Average Feedback Rating view of each of your Feedback Sections. To see the breakdown of sections per student, see the Detail view.
From here you can:
Print Feedback Form
If you always print these off a number of days before your Event starts, you can set this as a Task in your Event Workflows.
- Click
- Select Print Form
Your Feedback Form, in PDF, will then be opened in a new tab. You can then print this from your browser (please see your browser’s documentation on how to do this if you’re unclear).
Enter Feedback
You can enter Feedback into Administrate. However, if you have a lot of students, then you may wish to consider asking them to complete their Feedback online using the Student Portal, or SurveyMonkey.
- Click
- Select Entry Wizard
- Select the student who you’re entering Feedback for then click
- Enter the Feedback, using the and buttons as appropriate
- When you complete entering the Feedback for one student, select whether you’d like to enter Feedback for another student with or click to finish
Your Feedback will be updated with your entries.
SurveyMonkey
For this section, please make sure you’ve:
- read our documentation, Integrate with SurveyMonkey
- got Students registered for your Event before continuing
The SurveyMonkey Documentation consists of:
- Selecting Surveys
- Changing Surveys
- Emailing Surveys
- Viewing Survey Results
- SurveyMonkey Troubleshooting
Selecting Surveys
As mentioned in Integrate with SurveyMonkey, you can select a default survey in the Basic Info tab in the Course Template. You can also select a different survey for the Event, by clicking on Select Survey.
Changing Surveys
You can also change the survey which is associated with an Event, but you can only have one survey selected at a time per event.
Check which survey is currently selected through the ‘Selected’ column.
Emailing Surveys
Once you have a survey associated with an Event, you can email survey invites, directly from Administrate.
Step 1: |
Select the recipients of your survey. You can filter by the status of a student (Active or Expired), Instructors, and/or Administrators. Upon clicking Send, SurveyMonkey will queue the survey invite and will send it in 5 minutes after submission. |
---|---|
Step 2: |
Tailor the content of your survey email, or select a pre-existing Communications Template. You can use merge fields relating to the Event, such as the Event Title or Instructor name. You won’t be able to use merge fields relating to the Student, as this email could be sent to multiple recipients with different names and addresses. The survey link is a required field as this directs the recipient to the survey to be filled out. Alternatively, you can copy the web link to a survey and share this with anyone via email (or any other messaging program), e.g. Students who weren’t originally registered for the Event, or those not listed as a Contact in Administrate. Please note that while results from these manual invites will feed back into Administrate, these respondents will be listed as “Anonymous Students”. |
Viewing Survey Results
Once you’ve shared your survey with your recipients (usually your Students), you can see whether you have any results by clicking View for that survey. You can also click the survey link itself to be taken to that survey on SurveyMonkey. You may want to do this, for example, if you want to see SurveyMonkey analytics.
Once you’ve selected a survey to view, you’ll be presented with a list of respondents. The pop-out icon next to the respondent’s name links to their details on SurveyMonkey.
You’ll be able to see whether or not the recipient has responded, as well as the date they did so. Click View to show the respondent’s answers, within Administrate (synced from SurveyMonkey).
SurveyMonkey Troubleshooting
Please read the following notes, applicable to the SurveyMonkey integration:
- SurveyMonkey data syncs whenever there is a change, so you can expect data to be up-to-date
- Please keep in mind that email invites take five minutes to send
- We advise you not to edit your survey after you have started using it in order to not disrupt your response data
- If you have multiple SurveyMonkey accounts, make sure you’re logged into the correct SurveyMonkey account before changing survey data (you cannot connect multiple accounts). This will ensure that there are no errors when integrating or viewing surveys on SurveyMonkey
- A student needs to have an email address in their Contact in order to email the survey. Alternatively, you can share the survey link for anonymous responses.
- If two students in your CRM have the same email address, the survey will only be sent once to that email address
- If three days have passed since emailing and the student still hasn’t responded, they will receive a reminder email from SurveyMonkey
- If you see ‘Unsupported Question Type’ in the Answer column, it means that the Question Type you used in your survey is not currently supported
If you have any further issues with the SurveyMonkey integration, please get in touch with Administrate Support.
Audit Tab
The Audit Tab will show key actions related to this event. Each record is designed to show the who, what and when of an action. This means for each recorded action, you will see what user took which specific action and at what time. You can also see more detail about the action by clicking on the row in the audit history.
The search box will allow you to search through the titles of the actions to find a particular keyword.
There are also icons for email, tasks, and save actions. You can toggle each of these by clicking on the icons. When the icon is in color, the actions related to that type will appear in the audit log below.
The email actions will show when an automated email has been sent, or when a user has sent an ad hoc email from the event. The scheduled emails for students have more information in the Students tab under communications or if the audience was staff, you can find more information under the setup tab with the personnel communication section. For ad hoc emails, the status of the email sent to each recipient can be found in the details of the action row in the audit trail. You can click on the status to view, edit and resend the email.
The actions displayed when the task icon is selected will show when a user has started, completed, or updated a task.
The actions associated with the save disk icon are recorded when a user updates any of the key information in the Setup tab related to the event itself. It does not record actions taken to associated data such as sessions, students, instructors, or resources. Specifically, the fields recorded are as follows:
- Type
- Course
- Code
- Title
- Learning Mode
- Start
- End
- Access Duration (Days)
- Status
- Scores Template
- Location
- Venue
- Tax Type
- Region
- Currency
- Registration Deadline Date
- Finance Code
- Sold Out
- Maximum Students
- Pass Mark (%)
Note that the Audit Trail logs interactions in UTC.
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