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Classes: Manage Class Roster (Take Attendance)

Convergence Training Support
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Article Links Introduction | Filter Options | Schedule a User to Attend a Session | Change a User's  Session | Unschedule a User From a Session | Take Class Attendance | Marking a Session Complete |

The Express LMS is a basic feature LMS and does not include all the features of a full service LMS. The Express LMS does not include the ability to create classes.

 

INTRODUCTION

The Class Roster is used to manage the enrollments for class sessions. Use the Manage Class Roster to:

  • View a list of assigned attendees
  • Filter the list of assigned attendees by status, session date, self enrolled, team, department and site
  • Schedule users to attend a session
  • Change a user's session
  • Take attendance

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FILTER OPTIONS

The Manage Class Roster screen provides filters that allow you to quickly schedule users for a session and take attendance.  

There are two methods to access the Class Roster:

  • Edit the Class
  • Take Class Attendance

After following the steps to edit a class, select the Manage Roster button and the screen below will appear.

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The screen is designed as follows:

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Schedule, Unschedule, Attended and Not Attended buttons: will become active after you check any user in the Select Column.

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Sessions: Select the desired session to schedule a session or take attendance. Click the down arrow to view the list of all the sessions.

Occupancy: Displays the occupancy entered in the Place Record.

Place: Displays the place selected in the Session Record

Instructor: Displays the instructor(s) selected in the Session Record.

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Hide Restricted Users: A restricted user is one that the current administrator is restricted from accessing because the administrator’s security rights do not include access to that user.  The word "Restricted" displays in the User Name column of the class roster.

Toggle NO: Will display all users that have been assigned the class. Those users that the administrator does not have access to, will display "Restricted" in the user name column.

Toggle YES: Will display only the users  that have been assigned the class and that the administrator has access to.

View Assignments: Allows you to view existing assignments or create new assignments.

Refresh: Refreshes and updates the screen.

Help: Provides a link to the Online Help Center

Close: Click to close the Class Roster and return to the Edit Quiz screen.

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User: Search by user to view scheduling details or mark as attended.

Status: View and filter on the following status:

  • Incomplete: a session has not been marked as attended
  • Topic Complete: one or more topics in a multiple topic class have been marked as attended; not all topics in the class are completed
  • Class Complete: all topics in a single or multiple topic class have been marked as attended

Scheduled for: Allows you to quickly determine which users have been scheduled to attend a session.

  • Scheduled to view a list of users that have been scheduled for a session.
  • Unscheduled to view a list of users that have NOT been scheduled to attend a session.

Self Enrolled: View which attendees have self-enrolled for a session

  • Yes to view a list of users that have self-enrolled
  • No to view a list of users that are scheduled to attend the class

Team, Department, Site: Filter by organizational unit to quickly schedule sessions or mark as attended

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SCHEDULE A USER TO ATTEND A SESSION

Follow the steps below to schedule one or more users to attend a session. There are two ways to do this schedule a session:

Method 1: Edit a Class

  1. Click the Administration tab at the top of the screen
  2. Click Training Import and Creation, then Classes on the left menu bar.
  3. Search and locate the desired class following the directions provided in Using Search article.
  4. Click the Edit icon to the left of the desired class.
  5. Click the Manage Roster button located on the top button bar then, skip to the Schedule a Session section below.

Method 2: Take Class Attendance

  1. Click the Administration tab at the top of the screen.
  2. Click Tracking and Completions, then Take Class Attendance on the left menu bar.
  3. Search and locate the desired class following the directions provided in Using Search article.
  4. Click the Edit icon to the left of the desired class; skip to the Schedule a Session section below.

Schedule a Session

  1. Select the desired session from the Session drop down list 
  2. Use any of the filtering options described above to locate all the users to be scheduled for this session
  3. Click the check box to the right of each user to attend the session
  4. Click the Schedule button
  5. Click the OK button on the Success screen
  6. The date will appear in BOLD in the Schedule For column
  7. A notification will be sent to the user immediately alerting them of the scheduled class when notifications are turned on and an email address is entered in the user record.

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CHANGE A SESSION

Follow the steps below to reschedule one or more users to a different session.  There are two methods to do this:

Method 1: Edit the Class

  1. Click the Administration tab at the top of the screen
  2. Click Training Import and Creation, then Manage Classes on the left menu bar
  3. Search and locate the desired class following the directions provided in Using Search article
  4. Click the Edit icon to the left of the desired class
  5. Click the Manage Roster button located on the top button bar then, skip to the Change a Session section below

Method 2: Take Class Attendance

  1. Click the Administration tab at the top of the screen
  2. Click Tracking and Completions, then Take Class Attendance on the left menu bar
  3. Search and locate the desired class following the directions provided in Using Search article
  4. Click the Edit icon to the left of the desired class; skip to the Change a Session section below

Change a Session

  1. Select the desired session from the drop down list.
  2. Use any of the filtering options described above to locate all the users to be rescheduled to a different session
  3. Click the check box to the right of each user to be rescheduled
  4. Click the Unschedule button
  5. Click the YES button on the Do You Wish to Continue? screen
  6. Select the new session from the Session drop down list
  7. Click the check box to the right of each user to attend the new session
  8. Click the Schedule button
  9. Click the OK button on the Success screen
  10. A notification will be sent to the user immediately alerting them of the changed class date when notifications are turned on and an email address is entered in the user record 

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UNSCHEDULE A SESSION

Follow the steps below to unscheduled a user session from a session. There are two methods to do this:

Method 1: Edit the Class

  1. Click the Administration tab at the top of the screen
  2. Click Training Import and Creation then, Manage Classes the left menu bar
  3. Search and locate the desired class following the directions provided in Using Search article
  4. Click the Edit icon to the left of the desired class
  5. Click the Manage Roster button located on the top button bar then, skip to the Unschedule a Session section below

Method 2: Take Class Attendance

  1. Click the Administration tab at the top of the screen
  2. Click Tracking and Completions then, Take Class Attendance on the left menu bar
  3. Search and locate the desired class following the directions provided in Using Search article
  4. Click the Edit icon to the left of the desired class; skip to the Unschedule a Session section below

Unschedule a Session

  1. Select the desired session from the drop down list.
  2. Use any of the filtering options described above to locate all the users to be unscheduled from a session
  3. Click the check box to the right of each user to be unscheduled
  4. Click the Unschedule button
  5. Click the YES button on the Do You Wish to Continue? screen
  6. A notification will be sent to the user immediately alerting them of the changed class date when notifications are turned on and an email address is entered in the user record 

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TAKE ATTENDANCE

Follow the steps below to take attendance. There are two methods to do this:

Method 1: Edit the Class

  1. Click the Administration tab at the top of the screen
  2. Click the Training Import and Creation menu, then the Manage Classes link on the left menu bar
  3. Search and locate the desired class following the directions provided in Using Search article
  4. Click the Edit icon to the left of the desired class
  5. Click the Manage Roster button located on the top button bar then, skip to the Take Attendance section below

Method 2: Take Class Attendance

  1. Click the Administration tab at the top of the screen
  2. Click Tracking and Completions then, Take Class Attendance on the left menu bar
  3. Search and locate the desired class following the directions provided in Using Search article
  4. Click the Edit icon to the left of the desired class; skip to the Take Attendance section below

Take Attendance

  1. Select the desired session from the Session drop down list
  2. Click on Incomplete in the Status column to filter on all users that are scheduled but not complete
  3. Click the check box to the left of each user who attended the session
  4. Click the Attended button
  5. Click the OK button on the Success screen
  6. The date will appear in the Schedule For column
  7. The Status column will change to:
    • Topic Complete: when one or more topics in a multiple topic class has been marked as attended; not all topics are complete
    • Class Complete: when all topics in a single or multiple topic class have been marked as attended
  8. Once a session is marked as attended, you must delete the completion record to change the status back to incomplete.  Refer to the Manage Completion Records: View, Edit and Delete article to learn how to delete a completion record.

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MARKING A SESSION COMPLETE

You can close a session for enrollment, registration and completion on the Manage Class Roster.  This is to enhance performance when viewing the class roster.

The Session Complete checkbox will only be available AFTER the session date has passed.

Follow these steps to mark a session complete:

  1. Click the Training Import and Creation menu, then the Manage Classes link on the left menu bar
  2. Search and locate the desired class following the directions provided in Using Search article
  3. Click the Edit icon to the left of the desired class
  4. Click the Edit button to the left of the desired session
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  5. Click the Session Complete checkbox 
  6. Click the Done button
  7. You will be returned to the Edit Class screen
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  8. A green check mark will appear to the right of the session marked Session Complete
  9. Click the Save and Publish button
  10. Click the OK button on the Success screen
  11. Click the Manage Roster button
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  12. That session will no longer appear on the list of Sessions drop down. You will not be able to schedule people to attend the session, take attendance or alter the session in any way.
  13. Click the Close button to exit the Manage Roster screen
  14. Click the Close button to exit the Edit Class screen

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