Workshop Enrolments

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The workshop overview and the student status log page allows you to manage aspects of student's workshop enrolments such as; changing their status, communicating with a student or students, marking attendance and more.

Courses

 

Search Workshops

 

Select Workshop

Enrol a Learner in a Public Workshop

  1. Click the Book Learner button
  2. Enter the Name of the student you wish to enrol
  3. Press the Enter key
  4. Update any applicable fields in the workshop booking form
  5. Click Continue
  6. Update any applicable fields
  7. Click Confirm Price
 

Tip: Additional students can be booked simultaneously by clicking the Add Contact icon beneath the initial contact's name on the workshop booking form.

 

Note: After completing the last step, you can immediately proceed to send the template booking confirmation by selecting the template from the dropdown > clicking preview email and following the prompts. This also allows the option to Include a Calendar File Attachment to let Learners import the event into an external calendar.

Multi-enrol Students in a Public Workshop

  1. Click the Book Students button
  2. Enter the Name of the student you wish to enrol
  3. Press the Enter key
  4. Click the students hyperlinked Name
  5. Click the Plus Contact icon
  6. Repeat steps 2 - 4 until all students have been selected
  7. Update any applicable fields
  8. Click Continue
  9. Update any applicable fields
  10. Click Confirm Price
 

Note: The fields that you select throughout the form will apply to all students.

Enrol a Student in an In-House Workshop

  1. Click the Bulk-Enrol Students button
  2. Enter the student's Given Name
  3. Enter the student's Surname
  4. Enter the student's Email Address
  5. Enter or apply any other applicable fields
  6. Click Register Students
 

Tip: If you have multiple students with the same email domain and format, you can use the "This feature can assist with automatic population of email addresses" form to assist in easily entering this data.
Alternatively, to turn this feature off, simply click the "turn on/off" checkbox to unselect it.

 

Note: It is possible to enrol a single learner by clicking the Enrol Students button, before following the same steps outlined in this section.

 

Warning: New Contacts will be created if the data entered on the registration form does not match any existing Contacts within aXcelerate. You can choose what criteria are used to determine a match with the "Determine duplicate contacts" selection underneath the registration table.
In-House-Dupes.png

Enrol Students in an In-House Workshop using a Spreadsheet upload

It is possible to amass student details into a spreadsheet template for In-House Workshops. Once filled with data, this spreadsheet can then be uploaded into a Workshop instance to perform a bulk enrolment.

  1. Click the Bulk-Enrol Students button
  2. Click the Download Booking Spreadsheet button to obtain a blank spreadsheet template (.xlsx)
  3. Outside of aXcelerate, fill the spreadsheet columns with relevant details (columns with yellow headers are mandatory)
  4. Save the filled spreadsheet
  5. Back in the Workshop, click the Upload Booking Spreadsheet button
  6. Click the Add File button and select the previously saved spreadsheet
  7. Click the Register Students button
 

Tip: Once you have downloaded the blank spreadsheet template once, you can make copies to fill it with different sets of data over and over. This eliminates the need to click into In-House Workshops with the Bulk-Enrol Students button every time you need to obtain a fresh, empty spreadsheet.

 

Note: It is not possible to add, remove, or otherwise modify the data columns available in the spreadsheet template.

 

Warning: Upon clicking Register Students, individuals will be immediately be enrolled into the Workshop, using whatever settings have been selected underneath the standard registration table. For more information on this, please refer to the previous section in this guide.

View and Mark Workshop Attendance

Viewing or marking workshop attendance allows you to record the presence or absence of students for particular training sessions and view this information.

  1. Click the View/Mark Attendance button
  2. Click the Choose a Session dropdown
  3. Select your Session
  4. Select the Tick button if the student attended and the Cross button if they did not
  5. Repeat for each student
  6. Click Save Changes
 

Tips: You can also choose your session using a date picker by clicking the Calendar icon.

To Bulk Mark attendance, click the Bulk Set button > select your attendance option > click the Done button.

Click the Ellipsis icon for each student to add a comment or change the arrival/departure time.

 

Notes: The View/Mark Attendance button will only be enabled if the workshop has passed its start date and has booked students.

You need complex dates in order to mark workshop attendance. If you do not have these set up yet, after completing step one, click the Save Complex Dates button.

If you have a large workshop, you may need to toggle through the pages using the next page buttons to see more students.

 

Warning: If these steps don't apply to you, you may be using our deprecated Attendance Marking Tool. If you believe this is true or are unsure, please contact our Customer Success Team to enable our new Attendance Marking Tool.

Set Outcomes for Workshop Enrolments

This action allows you to set Unit of Competency outcomes for your students from the workshop page. It uses the functionality of our Bulk Set Outcomes feature.

  1. Click the Result Outcomes button
  2. Please refer to our Class Matrix guide (Set Outcomes in Bulk Section) for how to use this area.
 

Tip: If students are enrolled in multiple linked classes, click the Show All link to see all students.

 

Note: This option will only appear when you have an accredited workshop (with Units linked). If you are unsure of how to set up an accredited workshop, please see our scenario article on this topic.

Print Non-Accredited Certificates

You have the option to issue a non-accredited workshop certificate for non-accredited workshops. Certificate templates for this purpose can be set up in the certificate templates area. This option can be very useful for issuing statements of attendance or similar certificates.

  1. Click the Print Certificates button
  2. Select a Certificate Template
  3. Click the Checkbox next to all students you wish to issue certificates for
  4. Click Issue Certificates
 

Tips: You can save/download your certificates by clicking the Save/Download Certificate button after completing these steps.

You can also issue a certificate for a student by clicking the actions dropdown for that student and selecting print certificate.

 

Note: To preview the certificate before you issue it to the student, click the Preview button.

 

Warning: Once a certificate has been issued, it can be deleted, but the certificate number will not be able to be used again.

Print Accredited Certificates

This feature allows you to issue accredited certificates for your students from the workshop page, using the functionality in our print accredited certificates feature.

  1. Click the Print Certificates button
  2. Please refer to our Class Matrix help article for further information on how to Issue Certificates

Update a Workshop Enrolment Status

This option brings you to the Student Status Log page where you can add, update and view a student's status and also update and configure their finance details.

  1. Click the Actions dropdown aligned with the student
  2. Select View/Change Status
 

Tip: You can also access this page by clicking the status hyperlink under the status column.

Add a New Workshop Enrolment Status

  1. Click the Actions dropdown aligned with your student
  2. Select View/Change Status
  3. Click the Select Status dropdown
  4. Select the Status you wish to apply
  5. Update and apply any applicable fields
  6. Click Add New Status
 

Tip: To update an existing status, click the update icon next to the status.

Cancel a Workshop Booking

This function allows you to add a new status to a student's enrolment to indicate that they have cancelled.

  1. Click the Actions dropdown aligned with the student
  2. Select Cancel Booking
  3. Update and apply any applicable fields
  4. Click Add New Status
 

Tip: You can also achieve this by simply updating an existing status to Cancelled.

 

Note: This will then move the student's enrolment to the Cancelled section on the Workshop View page.

Delete a Workshop Enrolment

  1. Click the Actions dropdown aligned with the student
  2. Select View/Change Status
  3. Click the Delete icon next to each status
 

Warning: Ensure that the last status you delete is the Booked status, otherwise you may not successfully remove the enrolment.

 

Warning: Once a student's Workshop enrolment has been deleted, it cannot be retrieved or undone.

Move a Workshop Enrolment

This option allows you to transfer a student's workshop enrolment to a different workshop.

  1. Click the Actions dropdown aligned with your student
  2. Select Move Student
  3. Select the desired Workshop Type from the dropdown
  4. Select your desired Workshop instance from the dropdown
  5. Update or apply any other fields as required
  6. Click Move Student
 

Tip: To select a past workshop, click the Show Past Workshops hyperlink.

Re-book a Workshop Enrolment

This option allows you to re-book a student's workshop enrolment to a different workshop.

  1. Click the Actions dropdown aligned with your student
  2. Select Re-book Student
  3. Select the desired Workshop Type from the dropdown
  4. Select your desired Workshop instance from the dropdown
  5. Update or apply any other fields as required
  6. Click Continue
  7. Update or apply any other fields as required
  8. Click Confirm Price
 

Tip: To select a past workshop, click the Show Past Workshops hyperlink.

Send an Email Confirmation to a Student

This option will allow you to send an email confirmation to only this student.

  1. Click the Actions dropdown aligned with your student
  2. Select Email Confirmation
  3. Select an option from the Send a Confirmation Email section
  4. Make any changes to the email as required.
  5. Click the Refresh button once changes have been made
  6. Click the Send Booking Confirmation button
 

Tips: Enable the 'Include Calendar File Attachment' option to also include an iCalendar (.ics) file that allows recipients to import the event into their external calendar.

 

Note: If you have your own Booking Confirmation Template you could select this after completing step 2, then continue to send your template. If you are unsure of how to send a template, please see our Template Communication article.

If you would like to communicate with all the students in your workshop, you can use the Mailouts or Template tab for this from the View Workshop Page. If you are unsure of how to do this, please see our Workshop Management article.

Send a Template to a Student

This option will allow you to send the template to only this student.

  1. Click the Actions dropdown aligned with your student
  2. Select Template
  3. Please refer to our article on Template Communication for how to use this page
 

Tips: If you would like to send a template to all students in your workshop, you can use the Template tab for this from the View Workshop Page for this. If you are unsure of how to do this, please see our Workshop Management article.

Print a Student's Invoice

This option will present a basic invoice for you to print from your screen/browser.

  1. Click the Actions dropdown aligned with your student
  2. Select Print Invoice
  3. Right-click and select Print... on your browser
  4. Follow your computer prompts to print
 

Tip: If you have issued the student an invoice, you can also generate an invoice template if you have built one to achieve this. If you are unsure of how to achieve this, please see our article on Invoice Actions.

Notify a Student of an Overdue Invoice or Legal Action

This option will present a basic overdue invoice notification for you to print from your screen/browser or email to the student.

  1. Click the Actions dropdown aligned with your student
  2. Select Overdue Invoice, 90 Day Overdue, or Legal Action.
  3. Make any changes to the email as required
  4. Click the Refresh button once changes have been made
  5. Click View Printable to print the document
    OR
    Click Send Email to email the student
 

Tip: If you have issued the student an invoice, you can also generate an invoice template if you have built one to achieve this. If you are unsure of how to achieve this, please see our article on Invoice Actions.

Workshop Bookings and Enrolments Webinar

This webinar demonstrates:

  • Brief Workshop Management Review
  • Public Workshop bookings
  • In-house Workshop Bookings
  • Editing Booking Status
  • Marking Attendance
  • Booking Confirmation emails
  • Accredited Workshop - Quick Look

Workshop booking FAQs

Q.

How do I delete eLearning enrolments against a student enrolled in a workshop?

 

A.
The best way to achieve this is as follows:
  1. Navigate to the workshop
  2. Scroll down to the list of students
  3. Change the "View" option to display as E-learning
  4. Click on an elearning enrolment by clicking the word that represents the status, for example "Booked"
  5. Go to Actions > Delete Enrolment

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