Legacy Workshop Types

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This article provides insight into using the legacy (current) Workshops type view. A new Workshop types experience is currently available as part of an open beta. This new Workshop type view will eventually replace the Legacy (current) Workshop type view, which will then be deprecated. Check out our dedicated New Workshop types guide for more information on the new Workshop Types page.

All workshops created in the system need to be assigned to a particular workshop type. The workshop type will determine the default settings for any workshops created of this type. The relationship between workshop types and workshops is similar to how a qualification will control the default settings of all classes created and assigned to that qualification.

Courses

 

Workshop Types

Add a new Workshop Type

  1. Click the Add New Workshop Type button
  2. Enter a Workshop Name
  3. Enter a Workshop Code
  4. Click Submit
  5. Enter the relevant details of the workshop type
  6. Click Submit
 

Tip: To add further details to your workshop type after creation you can update your workshop type.

Update a Workshop Type

  1. Click the Update icon of the workshop type that you wish to update
  2. Update any fields as required
  3. Click Submit

Duplicate a Workshop Type

  1. Click the Duplicate icon of the workshop type you wish to duplicate
  2. Enter a Name
  3. Enter a Code
  4. Click Submit
 

Tip: After clicking submit you will be brought to the Update page where you will be able to change any fields in the new workshop type as required.

Deactivate and reactivate a Workshop Type

  1. Select the Deactivate icon next to a workshop type
  2. View deactivated workshop types by selecting the Inactive tab above the list of workshop types
  3. Select the Activate icon next to the deactivated workshop type you wish to reactivate
 

Note: Inactive workshop types will not appear in lists of selectable workshop types in other areas of the system.

Delete a Workshop Type

  1. Locate the workshop you wish to delete
  2. Click the Delete icon
 

Note: Only workshop types that are not linked to any workshop instances can be deleted.

 

Warning: Deleting a workshop type will permanently remove it from the system.

Link a unit to a Workshop Type

  1. Update or Add a workshop type
  2. Scroll to the Workshop Defaults and Settings section
  3. Set the Workshop linked to a Unit field to yes
  4. Enter the Name of your Unit in the text field
  5. Select your Unit linked to the applicable qualification from the list
  6. Repeat steps 4 & 5 until satisfactory
  7. Click Submit
 

Tip: You can configure the eLearning Access Rules to allow students to view eLearning for a period before and after the access start and end date of units linked to the Workshop Type.

 

Note: This will make your workshop type accredited. This means that any workshop instances created with this type will automatically create an archived class in the background. This is for AVETMISS reporting requirements.

Set your Workshops to display on online

When using the aXcelerate WordPress plugin for Online Enrolments, you will need to ensure that your Workshop Types are set to display online so that students will be able to view the course and enrol.

  1. Update or Add a workshop type
  2. Scroll to the Workshop Defaults and Settings section
  3. Set the Display in Bookings Calendar field to yes
  4. Set the Display in Web Outline accessible field to yes
  5. Click Submit
 

Note: If you would like to find out more information about the Online Enrolment Feature please contact our Customer Success Team.

Populate Workshop Type descriptions

The Workshop Type Description Fields contain the content that will appear on the course pages of your website when using the aXcelerate WordPress plugin to facilitate Online Enrolments.

Content will be typically be displayed on the Course List page and Course Details page which will list all of your courses and show the details of a selected course respectively.

The Short Description is typically displayed on both the Course List and Course Details pages of your website. This field should be comprised of a brief summary of the course.

The Introduction, Benefits, Target Audience, Learning Outcomes, Contents, and Learning Methods fields will display in the Course Details page when a user has selected the corresponding Workshop Type from the Course List.

  1. Select the Workshop Type you wish to edit
  2. Select the Description Field you wish to edit and select the Update icon
  3. Populate the Description Field with relevant content
  4. Click Submit
  5. Repeat steps 3 through 5 until all applicable description fields have been populated with content
 

Tip: If you are intending to display images alongside the Course List in a tiled or listed format, you will need to copy the image from your resource library and paste it into the Short Description of each Workshop Type. You should see the image appear in the Short Description content editor.

 

Note: If copying and pasting course content from outside of aXcelerate, use the Source tab to ensure there is no styling present. Styling present on the course content will take precedence over the site's theme and appear differently to content elsewhere on the site.

Set a Workshop Booking Confirmation Template

When online bookings take place a booking confirmation will be automatically sent to new students. By default, the Default System Online Workshop booking email text template will be sent. You are also able to select a custom template to be used for all bookings into a particular Workshop Type.

Courses

 

Workshop Types

  1. Update a Workshop Type
  2. Select an Online Booking Confirmation Template
  3. Click Submit
 

Tip: If an Online Booking Confirmation Template has not been selected, the Default System Online Workshop booking email text template will be used. Please refer to our Default System Templates help article for further information.

Add a contact to waiting list

A contact is able to be added to the Waiting List of a specific Workshop Type to capture interest in a course before it may be open for enrolment or available for In-house delivery.

Marketing

 

Add to Waiting List

  1. Search for contacts to Hold Places For
  2. Select a Workshop the waitlist applies to
  3. Set the Number of Places the contact is reserving
  4. Set a Preferred Date for delivery of the training
  5. Click Add Waitlist Record
 

Tip: Use the Workshop Waiting List report to gather data on the existing waitlist records in your system.

 

Note: The workshop waitlist will be shown on the contact profile of any contacts that a place has been held for.

Update the Workshop Type timestamp

When on the workshop type update page, a timestamp will be displayed to show the time that the last update occurred as well as the user that performed the update.
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The following actions will cause the timestamp to be updated:

  • Adding a workshop type
  • Updating any workshop type fields
  • Updating workshop type descriptions
  • Activating or deactivating the workshop type

Add Online Assessments to a Workshop Type

In order to use Online Assessments with your Workshops, the assessment must be added against the workshop type.

  1. Click the Update icon of your workshop type
  2. Set the Workshop linked to a Unit dropdown to Yes
  3. Search and select your Unit from the search bar
  4. Select your Assessment from the dropdown
  5. Click the Plus icon to add your assessment task
  6. Click Submit
 

Tips: If you have mapped multiple assessments and wish to add them all, click the Bulk Add Mapped Assessments button to add these.

If you wish to update the scheduling for a unit against your workshop type, click the arrow next to your assessment and click Update Scheduling.

 

Note: In order to use Online Assessments with workshops, these must be created as 'Accredited' workshop types. If you do not need an accredited workshop, you will need to create an 'internal' or non-accredited unit to link to your workshop type. If you are unsure of how to do this, please see our Unit Management article.

Remove a linked Online Assessment

  1. Click the Update icon of your workshop type
  2. Click the Delete icon next to your assessment
  3. Click Submit

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