Session Roster - Roster Tab

The Roster tab displays all of the users registered for the session along with the session schedule. This tab also contains links to view users that are on the waitlist or exception requested list for the session, as well as any users that have reserved a registration spot for the session. Instructors perform actions on the roster, including printing the sign-in sheet, email registered users, add users, and withdraw users.

Note: If the title of the Roster page is Parent Roster, then your portal has enabled the ability to configure multiple providers for a session. See Parent Roster Page in the Session Options section of Online Help for more information about this functionality.

Troubleshooting Information

The following page contains a quick reference card to guide you through the process of managing the session roster:

General Information

At the top of the page, the status of the session is displayed. Note: If the status is Completed, the Re-Submit link no longer appears.

Anytime "All Locator Numbers" is selected from the Locator Number drop-down menu, the Session Start Date and Session End Date fields are not displayed because multiple sessions are displayed.

Seats Available

The Seats Available field displays the number of seats available and the maximum number of possible users. For example, if a session can have a maximum of 15 users and 5 have registered thus far, the Registration value displays 10/15, indicating there are 10 remaining open seats. Users on the Reserved list do count towards the number of available seats. For example, if a session can have a maximum of 15 users, 5 have registered, and 5 are on the reservation list, the session has 5 available seats.

If the seat reservation option is enabled in ILT Preferences, then the Seats Available field displays as a link. Clicking the link opens the Seats Available pop-up, which displays the seat allocation details. See Session Roster - Roster - Seats Available Pop-up.

Attachments

The Attachments feature allows administrators and instructors to add attachments to the roster. Attachments display below the Attachments field. This feature is only available to administrators and instructors with permission to add attachments to a roster. Acceptable file types are pdf, jpeg, gif, Microsoft Excel, Microsoft PowerPoint and word documents. There is no limit to the number of files that can be uploaded to the page. The upload maximum size is 25 MB per item.

In the upper-right corner, the following session action links may appear:

  • Inventory Unassigned - This value represents the quantity of inventory that is purchased as inventory but has not yet been assigned to a user. With regards to the roster Availability, an inventory assignment reserves a seat, but an inventory purchase that is not yet assigned does not affect the availability.
  • Pending Payment
  • Exception Requested - This link displays the number of users that have a pending exception request. If no exception requests have been made for the session, the link does not appear. After the administrator responds to all exception requests, the link remains visible with zero as the number of users. Click the link to go to the Exception Request page. This option is only available to users with permission to view or manage exception requests.
  • Waitlisted - This link displays the number of users that are on the waitlist for the session. If waitlists are not enabled for the event or if there are no users on the waitlist, the link does not appear. After the administrator responds to all waitlisted users, the link remains visible with zero as the number of users. Click the link to go to the Manage Waitlist page. This option is only available to users with permission to view or manage the waitlist.

Reserved

The following only displays if the related backend setting is enabled (please contact Global Product Support if you wish to enable this setting):

Reserved - This link displays the number of users on the reservation list for the session. Users on the Reserved list do count towards the attendance, decreasing the number of available seats, though they do not appear on the roster until they are registered. If no users are on the reservation list for the session, the link does not appear. After the administrator responds to all reserved users, the link remains visible with zero as the number of users. Click the link to go to the Manage Reservation page.

  • Users are reserved a seat in the session when they are assigned to and approved for the session, but are not automatically enrolled until they either select Register or the administrator grants them access to the session.
  • Users are reserved a seat in the session when they are assigned to and approved for the session, but are not automatically enrolled until they either select Register or the administrator grants them access to the session.

Resources

This section enables administrators to view and manage attachments for the session. The visibility of each attachment can be determined by the administrator. For example, some attachments may be visible to only administrators, while other attachments may be visible to all users. In addition, attachments can be made visible to users only if they are registered for the corresponding session. This section is only available for users that have permission to view or manage LO attachments.

When the session is first created, this section contains any attachments that were added on the Session Defaults page for the event.

See Session Roster - Roster - Resources.

Schedule

The Schedule section appears collapsed by default, but when expanded displays the schedule of the session. Click the View Map to view a map of the location if available.

Add Pending Users to Roster

The Add Pending Users to Roster button is only available if there are users who have been selected to be added to the session, but have not yet been enrolled in the session. Also, this button is only available to users who have permission to add pending users to the roster. See Session Roster - Add Users to a Session.

Roster Table

Above the roster table, the following user action links may appear:

  • Print Sign In Sheet - This link opens another window displaying the printable sign in sheet. There are two types of sign-in sheet that can be printed. To enable the expanded sign-in sheet, contact Global Product Support.
    • Simplified Sign-in Sheet
    • Expanded Sign-in Sheet - This version displays the attendee's name, user ID, OU, work phone, email, address, city, and state.
  • Email Registered Users - This link navigates you to the existing email functionality. This option is only available to users who have permission to email registered users on the roster. See Session Roster - Email Registered Users.
  • Add Users - When an instructor or administrator clicks the Add Users link, this opens the Select User pop-up, in which the instructor or administrator can search for and select multiple users to be added to the session roster. Users who are already registered for the session or are pending registration cannot be selected from the pop-up. Note: This option is only available to instructors or administrators with permission to add users to a roster. In addition, the constraints on this permission determine which users can be viewed and selected. See Session Roster - Add Users to a Session.
  • Withdraw or Move Users - This option opens the Batch Withdraws or Move Users pop-up window. The administrator can then withdraw a user from the session. If the user is withdrawn, they no longer appear on the active roster. This option is only available to users that have permission to batch withdraw or move users from a roster.

The roster table displays the following information for each user that is registered for the session. You must have permission to view the evaluation status of a user to view whether students' learning evaluations are pending for a given session.

If the Show Withdrawn/Removed Users option is selected, users who were previously registered, but are withdrawn also display in the table.

  • Name
  • User ID - This column displays the user's user ID.
  • Organizational Unit(s) - Displays any OUs for the user.
  • Email - Displays the user's email address if one is defined in their user record. Click the email address to create an email to that user in your default email application. This feature does not require permission.
  • Attendance - Displays the number of total session parts attended.
  • Score - Displays the user's score for the session, which is entered by the instructor on the Attendance and Scoring page. If no score is entered, the value is blank.
  • Pass/Fail - Displays if the user passed or failed the session, based on the session settings. If no value is determined, the value is blank.
  • Status - Displays the user's status for the session.

Roster Options

In the Options column, next to each user, the following options are available:

  • Edit Transcript - Click this icon to open the Edit Transcript pop-up, where you can edit the transcript of the user.
  • Attachments - Click this icon to navigate to the user's Transcript Details page for the corresponding instructor-led training (ILT) session. From this page, the user can view previously uploaded attachments, upload attachments, and delete attachments, depending on the user's permissions. This option is only available to users with permission to view or manage attachments and to view transcript items. In addition, the permission constraints determine the users for which this option is available.
  • Comments - Click this icon to open the Comments pop-up, where you can view all of the comments for that user and leave a comment for that user for the session. The author and date stamp is displayed for each comment. You must have permission to manage the roster to view and add comments. Users that have permission to view the roster can view comments, but cannot add comments. Users can delete comments they have left using the Delete icon. Comments are limited to 3000 characters. The comment field accepts HTML code.
  • History - Click this icon to open the History pop-up, where you can view the history of the user with regards to the session.
  • Withdraw/Remove - Click this icon to navigate to the Withdraw Registration page.

Comments Panel

The comments section appears below the roster table and displays all of the comments left for the session. The author and date stamp is displayed for each comment. This table is collapsed by default. If the user has permission to manage the roster, they also have the ability to leave a comment. Users can delete comments they have left using the Delete icon. Comments are limited to 3000 characters. The comment field accepts HTML code.

Export Roster Table

The roster table can be exported to Printable Version and Excel using the icons in the upper-right corner of the Roster tab. The exported roster includes the details from the roster table, but none of the information on the Assignments or Attendance and Score tab.

Unassigned Inventory Purchase

The Unassigned Inventory Purchase section may appear at the bottom of the Roster tab of the Session Roster. This section displays all inventory purchases that are made for the session that have not yet been assigned. In this section there is a link to email the Inventory Owner. Click this link to create an email that is sent to the inventory owner to alert them that they have not yet assigned the inventory for the session. See Session Roster - Roster - Unassigned Inventory Purchase.