How-to Guide: Managing Participation Records

  

Overview

It is important to understand the difference between learner accounts and learner participation records. When a learner participates in activity for the first time, they will sign in as a New User and complete their profile. This becomes the learner’s account.

Once the learner sets up their account profile, they can then participate in activities. Each time a learner participates in an activity, a participation record is created and associated with their account. Learners can have multiple participation records, but only one account.

 

Getting Started

Understanding Search Results

Manage Participation Record Icons

Editing Participation Records

Exporting and Printing

 

 

Getting Started

You can choose to search through all participation records in the Rievent Platform, or just the participation records for an individual activity. 

To search through participation records across all activities, select All Programs from the Manage Your Program menu then navigate to the Records tab.

 

To search through participation records for a specific activity, fist select the activity from the Manage Your Program menu then navigate to the Records tab.

 

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Performing Basic Searches

To view all participation records for the activity, leave the Show field set to “All Records” and the Search By field set to “Show All.” Then, click Search to display the results.


Search for a specific learner’s participation record by selecting the desired criteria from the Search by drop-down menu and then entering the appropriate text into the box. Then click Search to display the results.

Email is a great way to search for individual learners, as it is a unique identifier for their account, meaning an email address cannot be shared across more than one account.  For example, searching by the last name Miller might return several results. However, searching by email will eliminate that problem.  


Use the Show drop-down menu to search for learners by status (completed, incomplete, unfulfilled, etc.). After selecting the desired category, click Search to display the results.

 

Record Status Definitions

  • Completed records only: The learner has fully completed the activity from start to finish.
  • All not completed: All learners that have not yet completed the activity. Includes unassigned (new) and in-progress records.
  • Qualified (passed): The learner has advanced through the activity, passed the test, and is qualified for their certificate / award.
  • Non-qualified (failed) : The learner has gone through the activity, but has failed the qualification test to receive their certificate / award. 
  • Fulfilled (all) : Displays all fulfilled learners, both confirmed and unconfirmed, that have completed the activity, passed the test, and received their award. 
  • Fulfilled (confirmed):  The learner completed the activity, passed the test, received their confirmation email, and downloaded their certificate / award.
  • Fulfilled (unconfirmed) :  The learner completed the activity, passed the test, but has not yet downloaded their certificate / award.
  • In progress but not completed: Includes all learners that started the activity, but have not yet completed it. This does NOT include unassigned records. 
  • Record is unassigned (new): A brand new record that has not yet started the activity. Unassigned records can only be created by an Admin in the Rievent Platform. 
  • Record is watched: Displays on records that have the Watch Program feature enabled.
  • Record is not watched: Displays all records that do not have the Watch Program feature enabled. 
  • Record is opted out of email: Displays all records that have been manually opted out of email by an admin. 
  • Record is not opted out of email: Displays all records that have not been manually opted out of email. 
  • Draft review records:  A record is marked with the "Draft Review" tag when the activity is accessed via one of the draft review links on the Production tab. All draft review links contain a testing parameter that allows the record to bypass any date-based restrictions, such as requesting credit for a live event that has not yet happened.  

 

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Exporting Search Results

When performing a records search, by default the results will display as a webpage. However, by selected a different option in the View As dropdown menu, you can choose to export the search as a PDF or .CSV file (which can be opened in Excel or any other spreadsheet application).


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Searching with Filters

Once a filter has been created and saved, you can then use that filter to search through records of participation.  

To search with a filter, select it from the drop-down list, then click Search.

 

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Understanding Search Results

From the search results page, you can manage individual records of participation using the Manage Record Icons.  The progress bar icon provides a quick visual indicator of the learner’s status in the activity (i.e. in-progress, completed, etc.)

 

Each participation record includes a progress bar to quickly identify the record's status (complete, in-progress, etc).  When a learner’s status changes, the progress bar will automatically update to reflect the new status of learner’s record. For example, when a learner first starts an activity, the progress bar displays an “incomplete” or “in-progress” status. Once they complete the activity, the progress bar updates to one of the “program completed” status.
 

 

Click the Progress Bar Icon Legend link at the bottom of the page to view the legend explaining the various states of the progress bar.



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Manage Record Icons



Each participation record includes a set of icons to manage individual participation records. Hover the mouse cursor over an icon to see it's name


The Manage Record icons allow you to manage individual participation records from one location.  Using the icons, you can:  

 

Viewing Participation Record Details

View detailed profile and status information by clicking the    icon.

Edit buttons allow you to change any learner information listed on the page.  This includes contact information, participation detail, professional background, credit amount, and fulfillment details.

For example, to change the amount of credit claimed, simply click the Edit button in the Credit Claim section, select the correct amount of credit, then click Submit to save the changes. (More information on editing records)

 

The Navigation History tab lists all pages (in sequential order) the learner has viewed within the activity, including the date and time the page was viewed.  This can be a good tool to consult when helping to troubleshoot a learner's support request. 

 

From the Surveys and Tests tab, you can view and/or edit the learner’s answers for all tests, surveys, and evaluations in the activity.  Click the   icon to view the learner’s answers, or click the   icon to edit the responses. (NOTE: When editing responses, be sure to click Submit at the bottom of the screen.)

The Session Attendance tab is applies to Live Events and Regularly Scheduled activity types. From here, you can see each session the learner attended, including the session name, credit total, and start/end date.   


From the Email Campaigns tab, you can see any emails sent to the learner through Rievent Platform. This includes Event Reminder Emails, CME Reminder emails, and Outcomes emails. 

CME Confirmation, Registration Confirmation, and Purchase Confirmation emails do not appear in this list.

 

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Editing a Participation Record

The    icon allows you to edit individual records of participation.  Using this tool, you can:

 

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Resetting a Participation Record

Participation records are rarely reset and the feature is typically only used by customers with activities that contain custom registration workflows. It almost all cases, it is better to just delete the record completely and start as a new learner.  To reset the record, click the    icon, then click Continue on the confirmation screen.
 

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Deleting a Participation Record

Records are not deleted often. Once a record has been deleted, it cannot be recovered.

Two of the most common uses for deleting records are (1) to eliminate any test records or (2) to remove duplicate records of participation in the same activity when merging learner accounts.To delete the record, click the    icon, then click Delete on the confirmation screen.

You can also delete multiple records at once with the group delete tool
 

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Data Entry Icon


The   icon allows you to finish the activity for the selected learner.  This icon is most typically used when a learner is having difficulty completing the activity and needs an admin to complete it for them. (Training is available for Data Entry if needed.) For instructions on data entry, click here.

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Email Icon

The    icon automatically creates an email message in your native email application with the learner’s name populated in the To: field.

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Show Award Icon

Click the    icon to view and/or download the learner’s certificate or award. This icon is a good progress indicator, as it will only be illuminated when the learner has fully completed the activity.

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Watch Program Icon

The   icon will only be illuminated if the Watch Program feature has been enabled for the learner’s participation record. 

The Watch Program feature allows an administrator to monitor when either (1) a specific learner begins the selected activity or (2) when any learner starts the activity.

For instructions on how to enable the Watch Program feature, click here.

 

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Managing Participation Records

Changing the Name on a Learner’s Certificate

To change the name on a learner’s certificate:

1.  First locate the learner’s record of participation by using the search criteria on the Records tab. Then, click the  icon.



2.  Adjust the learner’s name, then click Save to finalize the changes.



3.  To confirm the change, click the  icon on the search results page for the record, OR click the button at the bottom of the record details page.

 

Using this method to change the learner’s name will only change it on the certificate for the selected activity, the learner’s profile will not reflect the new changes.  To change the learner’s name for all activities moving forward, either (1) instruct the leaner to log in and update their profile information or (2) edit the learner’s profile information from the Accounts tab.

 

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Changing a Learner’s Credit Type or Amount

To adjust a learner’s credit amount or type:

1.  First locate the learner’s record of participation by using the search criteria on the Records tab. Then, click the  icon.

 

2.  Click the Edit on the Credit Claim section. Adjust the credit type or amount, then click Submit at the bottom of the window.

 

3.  To confirm the change, or click the    icon on the search results page for the record, OR click the  button at the bottom of the record details page.

 

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Editing Test / Survey Answers

To edit a learner’s test or survey answers:

1.  First locate the learner’s record of participation by using the search criteria on the Records tab. Then, click the  icon.


 

2.  Click the Surveys and Test tab. Next, click the  icon for the test or survey you need to edit, then make the changes. Be sure to click Submit at the bottom of the window to save the changes.

 

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Group Edit

To edit multiple participation records at once:

1.  Check the box next to the records that need to be edited, then click Edit Selected at the top of the page.


 


2.
 Select the check box next to a field to enable it for editing, then make the necessary edits. Click Submit to finish applying the changes to the selected participation records.

 

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Group Delete

Two of the most common uses for deleting records are (1) to eliminate any test records or (2) to remove duplicate records of participation in the same activity when merging learner accounts. To delete multiple participation records at once:

Records are not deleted often. Once a record has been deleted, it cannot be recovered.

1.  Check the box next to the records that need to be deleted, then click Delete Selected at the top of the page.


 
 
2.  Click Submit to finish deleting the records.

 
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Adding Text to Participation Record Custom Fields

Sometimes it may be advantageous to mark-up one or more records with custom notes. There are two custom fields from within every participation record from which notes may be added.  Notes may be added one record at a time by bringing up an individual record's edit page, or notes may be added to multiple records at once by using the Group Edit function as illustrated below:

1.  Check the box next to the record(s) that need to be edited with a custom field note, then click Edit Selected at the top of the page.


 

2.  Scroll to the Custom Field area in the middle of the page add text to one or both of the custom fields.  Be sure to click Save at the bottom of the page to finalize the changes.

 

The text entered into the custom fields will display with the record on the search results page. 

 

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Exporting and Printing

Exporting All Records for a Specific Activity

To export a CSV. file containing all the participation records for a specific activity, first selected the activity from the Manage Your Program menu, then click Export and Printing on the Records tab.  This export will contain all the profile information, test/survey answers, credit information, registration information, eCommerce information, and the total time to complete the activity.

 

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Address Labels

Address Labels are printed with the label size of 1" x 2-5/8" (30 per sheet). The following options may be included: Company and /or Reservation Code. The Learner Name and Mailing Address will always be included on the address label. 

 

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Event Sign-in Sheets

When printing sign-in sheets, the following optional information can be included: Name Prefix, Reservation Code, Company, and / or Address. The learner’s name will always be included by default.

 

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Name Badges

When printing name badges, the following optional information can be included: Name Prefix, Reservation Code, Company, and / or address. The learner’s name will always be included by default.

The supported printing options are:

  • 6 Per-Sheet (Avery® Clip Style Name Badges 5384, 74536, 3" x 4", or similar)
  • 8 Per-Sheet (Avery® White Adhesive Name Badges 5395, 2-1/3" x 3-3/8", or similar)

 

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