Customizing an Enrollment Roster

The Enrollment roster is the list of Users who are part of the Enrollment. You can customize the roster to include whatever information suits your needs. The roster is set up like a table. Each User is listed in the first column of the table. You can add additional columns for the table that contain either LearnCenter User information, or your own custom information.

You can customize a Roster on a per-Enrollment basis, and you can also set up a default Roster template to use across all Enrollments. These instructions are for customizing a specific Enrollment's Roster. See Customizing the Enrollment Roster Template for instructions on setting up the Roster template.

The following User Permissions are required for this feature: View Management Links (sub permission of Manage Options) And the following sub permissions of Manage Enrollments: View Enrollment Roster Insert Notes Into Enrollment Roster Edit LearnCenter Roster Columns Edit Enrollment Roster Columns Optionally, you may want to grant the following custom Roster field Permissions, sub Permission of Manage Custom Fields: View Roster Custom Fields Add Roster Custom Fields Edit Roster Custom Fields Delete Roster Custom Fields You will also need to make these fields visible and editable to the appropriate Users on the Field Settings page. See Enrollment User Permissions or instructions on granting and denying User Permissions.

On the ControlPanel:

1. Click   on the Enrollments menu to expand it.
2. Click Enrollments.
3. Search for the Enrollment you want.

   Searching for Enrollments Using Filters

   Click to expand the Filters section and search for Enrollments. You can search by one or a combination of any of the filters described below. You can narrow the list of all Enrollments to by using the filters at the top of the page. The fewer filters you use, the broader the search results. The more filters you use, the more narrow the search results. In the Filters section:

   1. (Optional) Type a portion of the event's name or description in the Name/Description Contains field.
   2. (Optional) Click Select Category and select a category from the Select Categories window.
   3. (Optional) Select one of the following from Event Type:

   • All Event Types
   • Assessment Instance
   • Chat Room
   • Class
   • Forum
   • Instructor Led Training Session (this option generates additional field)
   • LearnCenter
   • Online Course
   • Online Synchronous Course
   • Self Study
   • Virtual Instructor Led Training

   4. Click Search.

   The remaining filters available for use and described below depend on the Event Type you select. If you select All Event Types from the drop-down list, all filters are made available. They also depend on whether items are available to search by. For example, if you have not yet set up Physical Locations in your LearnCenter, a message instead of a field displays, indicating that there are no locations available for selection.

   5. (Optional) Select a Location from the drop-down list. This field only displays when you select Instructor Led Training Session as the Event Type. If no locations are defined for ILT, this field does not appear.
   6. (Optional) Select an Instructor's Name from the drop-down list. This field only displays when Instructor Led Training Session is the selected Event Type. If no instructors are defined in the ILT, this field does not appear. To filter by Show Instructors, select this check box to include the instructors' names in the returned results. This field only displays when Instructor Led Training Session is the selected Event Type.
   7. Click the Open Date check box to filter by an Open Date range. When you click this check box, the From and To fields display. Click these fields to display a pop-up calendar from which you can select a date. 
   8. Click the Close Date check box to filter by a Close Date range. When you click this check box, the From and To fields display. Click these fields to display a pop-up calendar from which you can select a date.
   9. Click the Event Start Date check box to filter by an Event Start Date range. When you click this check box, the From and To fields display. Click these fields to display a pop-up calendar from which you can select a date.

   The various date-related fields above can all be used in conjunction with one another - they do not overwrite or exclude each other. Each date range entered is applied to the current filter and displayed on the Filters section.

   

   To remove a date range from the current filter, clear its check box.

   10. Click the Event End Date check box to filter by an Event End Date range. When you click this check box, the From and To fields display. Click these fields to display a pop-up calendar from which you can select a date.

   To narrow a date range to a single day, put the same date in both the Start Date and End Date fields. To display all records that start after a specific date, select that date in the Start Date field and leave the End Date field blank. To display all records that ended by a specific date, select that date in the End Date field and leave the Start Date field blank. If the Start Date is greater than the End Date, an Invalid Date Range message displays.

   11. Select a number from the Display drop-down list to specify the number of records to display per page.
   12. Click Search to search Enrollments using the specified filters. 
       or
       Click Reset to reset all filters to their default values. The search results display in the Enrollments section.

   Sorting Enrollments

   Once you have filtered the Enrollments, they display in the Enrollments section. The name of this section changes based on what kind of Enrollment you are looking for: past, current, future. You can further sort the items that display in this section to make the list easier to read or Enrollments easier to find.

   

   The column headings are clickable hyperlinks that enable you to sort the information on the page alphabetically by name or type, or by date open. Click the link once to sort in ascending order. Click the link again to sort in descending order. For example, click the Name link to sort the Enrollments alphabetically by name. Click the link again to reverse the order. An arrow next to the sorted column heading points up or down to indicate whether the column is sorted in ascending or descending order.

   The Enrolled Users column cannot be used for sorting.

   You can also specify which columns display on the page.

   1. Click Set Columns to display a list of column headings.

   

   2. Click the check boxes next to the column titles you want to display on the page. 
      or
      Clear the check boxes next to the column titles you do not want to display on the page.

   The Name column cannot be hidden.

   3. Click Apply.
   4. Repeat these steps to add or remove other columns.

   Changes you make to the column settings are visible the next time you log in to LearnCenter.

4. Click next to the Enrollment. The Enrollment Details View page opens.
5. Scroll down to view the Tools section.
6. Click Customize Your Roster.

The Roster Editor opens display a default roster setup you can customize. Notice the first column contains the User tag. This represents the Enrollment participants' usernames. When you display the completed Roster, actual usernames will display in this row. The Username column cannot be removed and is required to properly set up a roster.

You can add more columns to the roster, and the data for these columns can come from standard fields (they will automatically pull User information stored within LearnCenter) custom fields, or custom Roster fields. You can also set up default roster instructions that will automatically appear on every new Enrollment roster.

7. (Optional) Type the Roster Instructions you want to appear to Users when they click the Roster link or when the roster automatically displays to them. This field supports more HTML tags. (Limit is 250 characters.)

You can set LearnCenter to display a Roster link on the Enrollment Information pop-up window after Users self-enroll. This functionality is set using the following Registry Key: Show_Roster_Link. Set the Value to 1 if you want to activate this functionality. You can set LearnCenter so that the roster automatically pops up after Users self-enroll. (If you also enable Show_Roster_Link, the link will display on the Enrollment Information and the Roster will pop up.) This functionality is set using the following Registry Key: Show_Roster_After_Enroll. Set the Value to 1 if you want to activate this functionality. See Registry Editor for instructions on setting Registry Keys.

To add columns to your roster:

8. From the first drop-down list, select either:

• Editable Column - to add a custom column and column title. If you select this option, type the name for your column in the field next to the drop-down list. You can type a maximum of 50 characters in the editable columns.
• Roster Field - to add a custom Roster field you created. See Adding New Custom Fields for instructions on adding custom Roster fields. You may want to use these fields if you need to to adhere to regulations set forth in European, Middle Eastern, and African (EMEA) markets, where organizations are required by law to collect and report on the amount of training that employees attend per year.
• User Information - to use information about Users already collected in LearnCenter, such as First Name, Last Name, or Job Title. If you select this option, select the User information from the second drop-down list that displays.

You can set LearnCenter to perform a close match search against standard LearnCenter data fields to automatically populate the Roster fields. This functionality is set using the following registry key: Perform_Close_Match_On_Roster_Fields. Set the Value to 1 if you want to activate this functionality. See Registry Editor for instructions on setting Registry Keys.

9. Click Add Another Column if you want to add an additional column to the roster table, and repeat the previous step.
10. Repeat these steps until you have added all the columns you want to your table.

If you need to change the order of your columns change the number in the Move To drop-down list. For example, if you want to change column 4 to be column 2, select 2 from the Move To drop-down list.

11. Click Save.
12. Click Enrollment Properties View to return to the Enrollment Detail View page.

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