Administering a Course
Salesforce allows you to do everything you need to run a training course!
The following guide covers how to -
- Mark student attendance
- Mark student competencies
- Deliver certificates
1. Find the Course
The first things to do on the day of a course is to find the Course record in Salesforce. There are a number of ways to do this. These are covered in this training guide - Viewing the Training Roster.
2. The Course Roll
Once you have found and opened the record for the Course you are about to teach, you can review your full course roll.
To do this make sure you are on the 'Related' tab, navigate to the 'Attendees' list and select 'Manage Attendees'.
The 'Manage Attendees' page will exclude any attendees who have subsequently cancelled and any who did not fully complete their booking on the website
A paper (PDF) version of the Course roll is available. To get one please contact the training rostering team.
3. Check and Update Student Details
From the Manage Attendees page, you can quickly and easily check a students personal details and update them as required.
Simply hover over a students name for a pop-up containing their details.
If you would like to update any of these details, simply select 'Edit'. This will load a popup from which you can make and save the required changes.
4. Update Attendance
You can now update attendance directly from the Manage Attendee page. First, select 'Update Attendance', this will put the page into edit mode.
You can now check the attendance for each student.
You can use the muti-select box at the top of the attendance column to help you mark the attendance quicker.
Once you have marked attendance, don't forget to click the 'Update Attendance' button at the top of the page to save these changes.
5. Update Competencies
Once you have marked each students attendance you can move onto their competencies. To update competencies complete the following -
- Select 'Update Attendance' to put the page in edit mode
- Use the 'Update Competencies' button for each student
- The update competencies button presents a pop up list of all the competencies a student was enrolled in for the course
- Using the 'Competency Status' pick list, bulk update the competencies with the students result. You may also update individual competencies by using each corresponding 'Enrolled Competency' pick list
- Select 'Update Competencies' to save your changes
6. Certificates and Student Communication
When you mark a students competencies, the system will evaluate the result and send an appropriate communication to the student. You can see the result of this on each attendee record.
Attendee records contain all the details about a particular student on a particular training course.
To have a look at an attendee record for a course you have marked, navigate to the Course record, ensure you are on the 'Related' tab and review the 'Attendees' list. Click on the attendee that you would like to have a look at. When you have loaded the attendee you can review the 'Enrolled Competency Details' and 'Course Attendance Information' sections.
- If the Assessed Competencies number, Enrolled Competencies number and the 'Competent/Credit Transfer' number match then the system will update the 'Competent' field to 'Competent', mark achievement/expiration dates and send a certificate to the student
- If the Assessed Competency number and Enrolled Competency number match but the 'Not Competent' number is more than 0 then the 'Competency' field will be marked as 'Not Competent' and the student will be sent an email informing them of the decision along with a statement of attendance
- If the Assessed Competency number and Enrolled Competency number match but the 'Did not Complete Number' is more than 0 then the 'Competency' field will be marked as 'Did not Complete' and the student will be sent an email informing them of the decision and with details how they may rebook the course
Students certificates will also be stored in the 'Notes and Attachments' section against the Attendee record