For an introduction to Advanced Scheduling, please visit the How to Understand Concepts within Advanced Scheduling page. |
In the case of scheduled Events, learners need to be assigned to one of the rounds of an event in order to complete the Cases required of them. |
To create learner assignments within an event, use the features of the Activity Scheduler page after
There are 5 options located at the bottom of the page that can help you with learner scheduling:
In case you haven't used Date Request Emails, the system can still generate automatic assignments randomly. |
Click on Date request emails in the Learner column:
You will be redirected to the Scheduling (Date Request Emails) page where you can edit your email.
Select a from address in the Email From drop-down.
To set up further from addresses, go to the Emails tab in System Manager.
#{TITLE}# | #{FULLNAME}# | #{EMAIL}# etc.
These snippets are referred to as merge tags in the system. Merge tags personalize the emails you send out to your recipients: |
Optional: Check the Send only to those who have not responded yet box.
Apply this option when you send out emails repeatedly and you already have learners who have responded. |
Click Send.
Date request emails are only sent out to learners who aren't scheduled to any round yet. To check which learners are scheduled, go to the Generate assignments or the Review Assignments pages. |
After you have sent out the date request emails, the system will log the time and date of sent emails:
The system also counts the number of learners who have responded to your request. |
On the Review Learner Requests page, you can only view the cumulative list of learner responses submitted so far. To assign learners to rounds, go to Generate Assignments. |
Manual assignment
Scroll down to the Unassigned tab where you will find every learner of the Activity who hasn't been assigned yet to the event.
The violet background always means that learners do not have valid round assignments yet. |
Click on a drop-down to display every round of the event.
You can assign a learner to any round of your choice, or you can approve requests: [x] next to an interval means that the learners requested that particular interval.
Meanwhile, the [-] means that the learner cannot make it.
Once you have selected an interval, the learner will be immediately assigned to the selected round.
The learner will be assigned to the round with a validated spot if their background is blue.
If there is not enough spots for the learners assigned to the round, some of them will appear with violet background which means they do not have a guaranteed spot.
Automatic assignment
Apply or disable the following checkboxes during Automatic Assignment:
Keep previous assignments: when this option is applied —it is checked by default—the automatic assignment will not reschedule the learners who already have valid spots.
Assign only those learners who submitted a date request: the system will assign only those learners who submitted their round preferences through the Learner Date Request email.
If this option is unchecked, every learner will be assigned to a round, even those who haven't responded to the date request emails yet.
The system always applies the submitted learner date requests during Automatic Assignment. |
Click on Automatic Assignment.
Click Save & Return to save your assignment settings.
You will be redirected to the Activity Scheduler page.
To send date request confirmation emails to learners, got to Notification emails. |
You will be redirected to the Scheduling (Review Learner Assignments) page where you can check the round assignment of each learner.
By default, the learners are sorted by their last names. Select the Date radio button to sort learners by date. |
Every learner who is assigned to a round of the event — even with a non-valid (violet) spot— will receive this email. |
Select a from address in the Email From drop-down.
To set up further from addresses, go to the Emails tab in System Manager.
#{TITLE}# | #{FULLNAME}# | #{EMAIL}# etc.
These snippets are referred to as merge tags in the system. Merge tags personalize the emails you send out to your recipients: |
After you have sent out the notification emails, the system will log the time and date of sending.
For further information, visit our Advanced Scheduling pages, and view our Activity Manager Training Videos. |