Reservation and attendance management by user
You can manage training reservations and attendance for each individual user.
Please note that this screen is divided into three tabs: "Change Training Reservation / Reservation Request Status / Attendance Status".
*Reservation and Attendance ManagementOpen the "Users" tab of the screen and click on "Details" for each user to open this screen.
Required
Customization, management role of Training organizer/Instructor, Reservation/Attendance manager
A warning for operators can be displayed at the top of the "Reservation and Attendance Management by User" screen.
This is the same information that is displayed in all tabs of "Training Reservation Change/Reservation Request Status/Attendance Status".
In addition, the setting is,Basic training settingsThis is done in the "Messages to be displayed in Reservation and Attendance Management (by User)" section of the screen.
Rescheduling a training appointment
You can check the current schedule for a specific user and book/cancel all available trainings at once.
The process for changing a reservation is as follows.
- On the calendar, select a training program.
- Add the training to the rescheduling list
- Change in bulk
01. Calendar Display
When you open the "Reschedule Training" tab, you will see the calendar below.
The pull-down on the right side of the screen allows you to switch the display to "Week/Day/List".
You can also use the "" icon to switch the display to the previous/next week or previous/next day.
Alternatively, any date can be selected from the calendar icon.
Click "Today" to return to today's view.
You can limit the time periods displayed on the calendar and set the calendar to not include Saturdays and Sundays.
Note that the setting isSchedulescreen.
02. Display of training
The calendar displays the trainings that have been released to the user in question / are awaiting approval / have been reserved.
*Training sessions for which either the start date or end date has not been set will not appear on the calendar.
Difference in display by authority
Depending on whether or not you have authorization for each training, the training schedule will appear differently on the calendar.
*To change a reservation, you must have either "Instructor/Organizer/Administrative Authority for Reservations" for the training.
| Status | Instructor and organizer, Authority to manage reservations | Authority to manage attendance | without authority |
|---|---|---|---|
| unreserved | period | ✕ | ✕ |
| awaiting approval | period | *Displayed as "Training | *Displayed as "Training |
| reserved | period | *Displayed as "Training | *Displayed as "Training |
| No Reservations | period | ✕ | ✕ |
Indication of training that spans multiple days
In the case of a training that spans multiple days, the calendar will show the following
Example: If the event period is 5/20 (Tue) 13:00 - 5/22 (Thu) 17:00
▼ Weekly display
From 5/20 (Tue.) to 5/22 (Thu.), it will appear in the "All Day" column.
▼ Date display
From 5/20 (Tue.) to 5/22 (Thu.), it will appear in the "All Day" column.
▼ List Display
On 5/20 (Tue), it will be displayed as "13:00 (start)", on 5/21 (Wed) as "all day", and on 5/22 (Thu) as "17:00 (end)".
Non-reservable training
In the following cases, a panel will appear on the calendar as a training that cannot be reserved.
*Either "Instructor/Organizer/Administrative Authority for Reservations" for the training is required.
- If there is no space available in the reservation category for the training in question
- If there are multiple trainings with limited duplicate reservations in the same time slot and one of them is already booked.
Click on the panel, and a pop-up will appear.
What appears outside of training
In addition to trainings, the calendar also displays the following two panels.
However, only training sessions can be rescheduled.
- ScheduleSchedules created with the function
- User purchasedSeminar(For use by,EC Option(You will need to sign up for a)
The following items will not be displayed in the calendar.
- Seminars for which neither the start date nor the end date has been set
- Seminars not yet purchased
- Timetable display available in the schedule function
03. Add to the reservation change list
Click on a training in the calendar and a pop-up will appear.
You can add to the list of reservation changes here (*up to 50 can be selected).
*To change a reservation, you must have either "Instructor/Organizer/Administrative Authority for Reservations" for the training.
Only trainings with the same status can be selected more than once.
It is not possible to select training programs of different statuses at the same time.
The table below also shows the status combinations before/after the change.
| Status before change | Status after change |
|---|---|
| unreserved | reserved |
| awaiting approval | Approved (reserved) or Not Approved (not reserved) |
| reserved | Cancellation (unreserved) |
▼If you have not yet made a reservation
Please confirm the contents and click "Add to Reservation Change List".
If there is more than one reservation category or due date, please select from the pull-down menu.
▼Waiting for approval, already reserved
Please confirm your reservation details and click "Add to Reservation Change List".
When you add a new appointment to the "Reservation Change List", a ✔ icon will appear in the panel on the calendar.
04. Deletion from the reservation change list
Click on the panel that you have added to the list of reservation changes, and in the pop-up that opens, click on "Remove from List".
Alternatively, you can deselect all by clicking on "Remove All Training from List" at the bottom of the screen.
Once removed from the list of rescheduled appointments, the ✔ icon will no longer appear in the panel on the calendar.
05. Confirmation of reservation change list
Click "Confirm Reservation" at the bottom of the screen to view a list of reservation changes.
To remove from the list, click "Remove from List" to the right of each training course.
You can also deselect all of them by clicking on "Remove all trainings from the list" in the upper right corner.
If the status is "Unreserved" and there are multiple reservation categories and due dates, the content can be edited from "Edit".
The "Status" column shows the status before and after the change.
If the status before the change is "Awaiting Approval," select either "Approved" or "Not Approved" in the pull-down menu after the change.
In the "Send e-mail to target users" pull-down menu, you can also select whether or not to notify the users to whom the change is made by e-mail of the change.
To return to the calendar view again, click "Return to Calendar Screen".
To confirm the reservation change, click "Confirm Change".
If the change is successfully made, the contents related to the result of the operation will be displayed as shown below.
Training Reservation Change Notification
As explained above, when the administrator changes a user's training reservation, the administrator can notify the individual of the change.
The content of the email first includes the status before/after the change and the number of changes made.
Below that, you will find a list of the details of the training program that has been changed.
*As for editing the template,Email Settings-Training Functions.".
Reservation Application Status
The status of reservation requests for training sessions reserved by a specific user that are subject to the operator's authority are listed.
If you only have the authority to manage attendance, the "Reservation Request Status" tab will not appear.
Either instructor/organizer/administrative authority for reservations is required.
01. Listing of reservation application status
When the "Reservation Request Status" tab is opened, the status of reservation requests for training courses subject to the operator's authority will be displayed at a glance.
The "Refine Search" allows you to narrow down the training programs to be displayed based on information such as training name and status.
02. Response to Reservations
Click "Manage Reservations by Training" to the right of each training course to open the "Reservation List" tab of the "Manage Reservations by Training" screen for that course.
Here, you can approve/disapprove user reservations, etc.
*For more details, refer to Reservation Management by Training.".
Attendance
Lists the attendance status of the reserved trainings for a specific user that are subject to the operator's authority.
To change attendance, you must have either instructor/organizer/attendance management privileges.
01. Listing of attendance status
When the "Attendance" tab is opened, the attendance status of the training courses subject to the operator's authority will be listed.
The "Refine Search" allows you to narrow down the training programs to be displayed based on information such as the name of the training and the minutes reserved.
02. Change of attendance status
Click "Manage Reservations by Training" to the right of each training course to open the "Ticket List" tab of the "Manage Reservations by Training" screen for that course.
Here, you can change the user's attendance status, for example.
*For more details, refer to Reservation Management by Training.".