How-to Guide: Manual Data Entry

Overview

Manual data entry allows an administrator to complete an activity on behalf of a learner (registration included) and can be used for all activity types (enduring, live events, RSS etc). All associated emails will also be sent to the learner (CME and Registration Confirmation emails, Event Reminder emails, etc), unless performing data entry for a "walk-in." 

For learners that already have a record of participation in the activity, administrators can begin data entry directly from the Record Search Results page by clicking the   icon.  When beginning data entry this way, you will not have go through the profile search process. The data entry icon is unavailable once the learner has received their certificate/award. 

 

Enduring and Journal Activities 

Live Events 

Webinars 

Regularly Scheduled Series

 

Enduring and Journal Activities

Request for Credit Data Entry

    1. Begin by selecting the activity from the Manage Your Program drop-down menu, then go to the Records tab and select Data Entry Workflow.

    2. Complete the search form to find any possible existing matches in the system. If there are no matches, the system will generate a new account.

      First and Last name are the only required fields, however be sure to enter as much information as you have in the form so the system has more criteria to locate the correct account.  The email address uniquely identifies a learner, so providing this information will greatly increase the chances of finding the right account



    3. Next, the system will display a list of matches for (1) any existing participation records in the current activity, and (2) any existing accounts.  If there are no matches, you will be directed to the profile page to create a new account. The email address uniquely identifies an account, so please pay special attention to the email address when choosing a matching account or participation record.

      If no participation records appear or none match, then select the correct matching user account. Alternatively, if no accounts match, click the "Create New Participation Record"  button to proceed with the activity.
      If a record already exists for the learner in the current activity, or a user account matches the participant’s profile, it is extremely important that you select it.  Selecting the matching record or learner account will allow for accurate reporting data.


    4. If there are multiple workflow modes for the enduring or journal activity, be sure to select Request for Credit. For enduring and journal activities, the Request for Credit and Outcomes (if included) are each considered "workflows." (Outcomes data entry instructions) 



       
    5. If the learner does not already have an account in the system, the Profile Information page will need to be completed. When the learner attempts to sign in as a "New Learner" using their email address, all the profile fields you complete will already be filled in for them. The only thing the learner will need to do is create their password.


    6. Complete all associated surveys/tests.


      NOTE: If the learner has not provided an answer for each question, you may save the test or survey as an “incomplete exam.” First, fill out all the answers the learner provided (if any), then click Submit at the bottom of the page. You will then see the option to save as an incomplete exam.



    7. Next, select the type and amount of credit to be awarded to the learner. 


    8. The Data Entry Complete page is displayed after all survey/tests associated with the activity have been completed. At this point the learner will receive a confirmation email with a link to download their certificate. The learner's transcript will automatically be updated as well. 

   

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Outcomes Data Entry (All Activity Types)

The Follow-up Outcomes survey can only be completed for learners that have already received credit for the activity. The activity must also be configured to include an Outcomes Evaluation. 
  1. First, be sure the correct activity is selected from the Manage Your Program menu, then go to the Data Entry Workflow link, found under the Records tab.



  2. Enter the learner's name and email to locate their participation record in the activity.




  3. Be sure to select the learner's existing participation record in the activity.
    If a record already exists for the learner in the current activity, or a user account matches the participant’s profile, it is extremely important that you select it.  Selecting the matching record or learner account will allow for accurate reporting data.



  4. Select the Outcomes option. 


  5. Complete the evaluation and submit the answers. If the learner did not complete all of the questions, first submit all the questions they answered, then you will see a link to save the evaluation as incomplete. 

 

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Live Events

Registration and "Walk-in" Data Entry

  1. To manually register a learner for a live event, begin by selecting the activity from the Manage Your Program drop-down menu, then go to the Records tab and select Data Entry Workflow.


  2. Complete the search form to find any possible existing account matches in the system. If there are no matches, the system will generate a new account.

    First and Last name are the only required fields, however be sure to enter as much information as you have in the form so the system has more criteria to locate the correct account.  The email address is an account's unique identifier, so providing this will greatly increase the chances of finding the right account. 




  3. Next, the system will display a list of matches for (1) any existing participation records in the current activity, and (2) any existing accounts.  The email address uniquely identifies an account, so please pay special attention to the email address when choosing a match.

    If a record already exists for the learner in the current activity, or a user account matches the participant’s profile, it is extremely important that you select it.  Selecting the matching record or learner account will allow for accurate reporting data.

    If no participation records appear or none match, then select the correct matching user account. Alternatively, if no accounts match, click the Create New Participation Record button to proceed with the activity.



  4. Next, choose the correct workflow mode.

    If the event's registration period is still available, select the Registration option. Alternatively, if it is the day of the event or anytime after the registration deadline has ended, use the Walk-in Registration workflow mode.


     
  5. If the learner does not already have an account in the system, the Profile Information page will need to be completed. When the learner attempts to sign in as a "New Learner" using their email address, all the profile fields you complete will already be filled in for them. The only thing the learner will need to do is create their password.


  6. If there are multiple locations, find the correct one, then click the Register or Walk-in button. If the location is full, a Wait List option becomes available (if enabled).  NOTE: A learner's registration is not complete until the confirmation page is displayed.


  7. If there is eCommerce involved, enter the learner's payment information. 
    Many times, a unique discount code is created just for data entry so the person performing data entry can bypass the payment process. More information on configuring discount codes.


  8. Complete any associated registration surveys and/or tests.

    NOTE: If the learner has not provided an answer for each question, you may save the evaluation as an “incomplete exam.” First, fill out all the answers the learner provided (if any), then click Submit at the bottom of the page. You will then see the option to save as an incomplete exam.


  9. Once the Registration Confirmation page is displayed, the learner's registration is complete. A Registration Confirmation email will be sent to the learner, along with the Event Reminder emails. NOTE: Registration confirmation and Event Reminder emails are NOT sent for Walk-ins.

 

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Request for Credit Data Entry (Live Events)

For all Live Event activities, unless registration is not included, learners must be registered before requesting credit. 
  1. First, be sure the correct activity is selected from the Manage Your Program menu, then go to the Data Entry Workflow link, found under the Records tab.



  2. Enter the learner's name and email to locate their participation record in the activity.



  3. For all live events (unless configured without registration), learners must be registered before requesting credit, so there will already be a participation record in the system for them. Be sure to select the learner's existing participation record in the activity. 
    If a record already exists for the learner in the current activity, or a user account matches the participant’s profile, it is extremely important that you select it.  Selecting the matching record or learner account will allow for accurate reporting data.

      

  4. Select the Request for Credit option. 



  5. Complete the all the associated evaluations.

    NOTE: If the learner has not provided an answer for each question, you may save the evaluation as an “incomplete exam.” First, fill out all the answers the learner provided (if any), then click Submit at the bottom of the page. You will then see the option to save as an incomplete exam.



  6. Select the correct credit type to be awarded to the learner. 
    Credit for live events is automatically calculated based on which sessions the learner selected they attended.


  7. The Data Entry Complete page is displayed after all evaluations associated with the live activity have been completed. At this point the learner will receive a confirmation email with a link to download their certificate. The learner's transcript will automatically be updated as well. 


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Outcomes Data Entry (Live Events)

The Follow-up Outcomes survey can only be completed for learners that have already received credit for the activity. The activity must also be configured to include an Outcomes Evaluation. 

For Outcomes Data entry, refer to the instructions here.

 

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Webinar Activities 

For all webinar activities, request for credit data entry can be completed WITHOUT registration. Registration data entry can only be completed for webinar activities that use the WebEx Integration option in the Webinar template.



Registration Data Entry (Webinars)

For WebEx Integrated Webinar Activities only (see above image). 
  1. To manually register a learner for a webinar, begin by selecting the activity from the Manage Your Program drop-down menu, then go to the Records tab and select Data Entry Workflow.


  2. Complete the search form to find any possible existing account matches in the system. If there are no matches, the system will generate a new account.

    First and Last name are the only required fields, however be sure to enter as much information as you have in the form so the system has more criteria to locate the correct account.  The email address is an account's unique identifier, so providing this will greatly increase the chances of finding the right account. 




  3. Next, the system will display a list of matches for (1) any existing participation records in the current activity, and (2) any existing accounts.  The email address uniquely identifies an account, so please pay special attention to the email address when choosing a match.

    If no participation records appear or none match, then select the correct matching user account. Alternatively, if no accounts match, click the Create New Participation Record button to proceed with the activity.

    If a record already exists for the learner in the current activity, or a user account matches the participant’s profile, it is extremely important that you select it.  Selecting the matching record or learner account will allow for accurate reporting data.


  4. Next, select Registration.

     
  5. If the learner does not already have an account in the system, the Profile Information page will need to be completed. When the learner attempts to sign in as a "New Learner" using their email address, all the profile fields you complete will already be filled in for them. The only thing the learner will need to do is create their password.


  6. Complete any associated registration surveys.

    NOTE: If the learner has not provided an answer for each question, you may save the evaluation as an “incomplete exam.” First, fill out all the answers the learner provided (if any), then click Submit at the bottom of the page. You will then see the option to save as an incomplete exam.


  7. Once the Registration Confirmation page is displayed, the learner's registration is complete. They will also appear as Registered from within the WebEx application. All webinar registration and event emails (except for the outcomes and CME certificate emails), will come from WebEx. 

 

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Request for Credit Data Entry (Webinars)

Learners do NOT need to be registered in order to request credit for webinar activities. 
    1. Begin by selecting the webinar activity from the Manage Your Program drop-down menu, then go to the Records tab and select Data Entry Workflow.
    2. Complete the search form to find any possible existing matches in the system. If there are no matches, the system will generate a new account.

      First and Last name are the only required fields, however be sure to enter as much information as you have in the form so the system has more criteria to locate the correct account.  The email address uniquely identifies a learner, so providing this information will greatly increase the chances of finding the right account.



    3. Next, the system will display a list of matches for (1) any existing participation records in the current activity, and (2) any existing accounts.  If there are no matches, you will be directed to the profile page to create a new account. The email address uniquely identifies an account, so please pay special attention to the email address when choosing a matching account or participation record.

      If no participation records appear or none match, then select the correct matching user account. Alternatively, if no accounts match, click the "Create New Participation Record"  button to proceed with the activity.
      If a record already exists for the learner in the current activity, or a user account matches the participant’s profile, it is extremely important that you select it.  Selecting the matching record or learner account will allow for accurate reporting data.


    4. Select Request for Credit

      Learners do NOT need to be registered for the Webinar to receive credit.
       
       
    5. If the learner does not already have an account in the system, the Profile Information page will need to be completed. When the learner attempts to sign in as a "New Learner" using their email address, all the profile fields you complete will already be filled in for them. The only thing the learner will need to do is create their password.


    6. Complete the associated survey(s).

      NOTE: If the learner has not provided an answer for each question, you may save the test or survey as an “incomplete exam.” First, fill out all the answers the learner provided (if any), then click Submit at the bottom of the page. You will then see the option to save as an incomplete exam.



    7. Next, select the type and amount of credit to be awarded to the learner. 


    8. The Data Entry Complete page is displayed after all survey/tests associated with the activity have been completed. At this point the learner will receive a confirmation email with a link to download their certificate. The learner's transcript will automatically be updated as well. 

   

(Back to Table of Contents)

 

Outcomes Data Entry (Webinars)

The Follow-up Outcomes survey can only be completed for learners that have already received credit for the activity. The activity must also be configured to include an Outcomes Evaluation. 

For Outcomes Data entry, refer to the instructions here.

(Back to Table of Contents) 

Regularly Scheduled Series

For RSS activities, an administrator can use data entry to: 

Registering Learners for the Series

All RSS activities include an optional series registration workflow, which allows you to select the learner's credit type and complete their profile (for new accounts) before they attend their first session of the series. 

  1. Begin by selecting the series from the Manage Your Program drop-down menu, then go to the Records tab and select Data Entry Workflow.


  2. Complete the search form to find any possible existing account matches in the system. If there are no matches, the system will generate a new account.

    First and Last name are the only required fields, however be sure to enter as much information as you have in the form so the system has more criteria to locate the correct account.  The email address uniquely identifies a learner, so providing this will greatly increase the chances of finding the right account.



     
  3. Next, the system will display a list of matches for (1) any existing participation records in the current activity, and (2) any existing accounts.  If there are no matches, you will be directed to the profile page. The email address uniquely identifies an account, so please pay special attention to the email address when choosing a matching account or participation record.

    If no participation records appear or none match, then select the correct matching user account. Alternatively, if no accounts match, click the "Create New Participation Record"  button to proceed with the activity.

    If a record already exists for the learner in the current activity, or a user account matches the participant’s profile, it is extremely important that you select it.  Selecting the matching record or learner account will allow for accurate reporting data.



  4. If the leaner does not already have a record in the system, or if no other record in the system matches in any way, the Profile Information page will need to be completed.


  5. Select Registration.




  6. If there is more than one credit type being offered, select the correct one. 



  7. The learner is registered for the series, you can now award credit for session attendance and complete any associated evaluations


Session Attendance Credit (with evaluations)

Administrators can mark a learner as having attended one, or multiple, sessions in a series and also complete the associated evaluations. 

  1. Begin by selecting the series from the Manage Your Program drop-down menu, then go to the Records tab and select Data Entry Workflow.


  2. Complete the search form to find any possible existing account matches in the system. If there are no matches, the system will generate a new account.

    First and Last name are the only required fields, however be sure to enter as much information as you have in the form so the system has more criteria to locate the correct account.  The email address uniquely identifies a learner, so providing this will greatly increase the chances of finding the right account.



     
  3. Next, the system will display a list of matches for (1) any existing participation records in the current activity, and (2) any existing accounts.  If there are no matches, you will be directed to the profile page. The email address uniquely identifies an account, so please pay special attention to the email address when choosing a matching account or participation record.

    If a record already exists for the learner in the current activity, or a user account matches the participant’s profile, it is extremely important that you select it.  Selecting the matching record or learner account will allow for accurate reporting data.



  4. If the leaner does not already have a record in the system, or if no other record in the system matches in any way, the Profile Information page will need to be completed.


  5. Select Attend Session.



  6. Select the sessions that the learner attended. For each session selected, you will complete the associated speaker and/or session evaluations. 



  7. Complete the associated evaluations.




    To save an incomplete or blank evaluation, click the submit button for the eval, then click the "Save As Incomplete Exam" link at the top of the page. 




  8. After completing the evaluations, the learners transcript is instantly updated to reflect the new series total.

 

Session Attendance Credit (without completing evaluations)

Administrators can mark a learner as has having attended a session to award credit, without having the complete any evaluations. 
  1. Be sure the correct Series is selected from the Manage Your Program Menu, then go to the RSS tab and select the session you need to award credit for. 



  2. From the Session Participation tab, check the box next the learner's name to award them credit. The learner's transcript will be instantly updated to reflect the new series credit total. 

    If you do not see the learner's name listed, you will need to register them for them for the series

    NOTE: If you need to mark a learner as having attended multiple sessions in the series, it may be easier to use the Attend Session option and then save each evaluation as incomplete.  



    The Anonymous Attendance Count fields are used to track the total number of learners who attended a session, even if the learner never requests credit for the session. Currently, these numbers do not populate to any report and are exclusive from the count of learners who have requested credit or have been manually marked as attended to get credit.

 

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