The waiting lists have been improved in the new update for both the Employee Training Management and the Event Management. It is now easier to visualize people on the waiting lists and the options have been expanded.
To access the settings, you must first open the scheduled training events’ list settings (scheduled events in the Event Management).
Then select the Employee Training Management settings (or Event Management settings).
You will now see the new settings, as in the picture below.
Here it is possible to select the option of having a waiting list for an event and whether a tentative invitation should be sent to these people or not.
You can also automatically enroll the first user on the waiting list if an enrollment is cancelled and delete cancelled enrollments from the enrollment list.
Additional content approval settings have also been added, so it is possible to restrict the number of pending enrollment to the number of seats and so that enrollments can be approved after the enrollment deadline if desired.
By clicking on “Configure e-mail” templates, you can enter your own templates for various e-mails sent out by the system. New templates have been added in the update and the settings page has been improved. There are now e-mail templates for when a participant is added to the waiting list and for when they are removed.
I will now explain how to carry out some basic tasks which are possible in the update.
You now have the ability to enable a waiting list for an event.
When an event is fully booked there are now three possible options available to the user. In this case the following warning message will appear.
The first option is the ability to sign up for the waiting list or to add users to the waiting list as an organizer. They are then either added manually or automatically to the event if a participant cancels, depending on the settings.
The other possibilities are the ability to either reserve a seat at a future event or view similar events which are already planned. Note: These options are only available when a training event is scheduled from the training catalog, not when scheduled as a one-off event.
Clicking on reserve a seat will register the user’s interest in any subsequent events covering the same topic.
For organizers it is possible to view the people who have reserved a seat when creating a new event. The following message becomes visible if people have registered their interest in the event. Clicking on add all will then enroll these people in the event.
By selecting the topic from the training catalog and then clicking on manage enrollments, you can also view the people interested in the particular topic.
Clicking on “View similar events” will open up the following window where you can view events already planned covering the same topic.
Here you can select and enroll in events as usual. All events covering the same topic as the fully booked event will be displayed here.
If the “Automatically enroll first user from the waiting list if an enrollment is cancelled” option is set to yes and a person cancels their enrollment, an invite will automatically be sent to the first user on the waiting list. Note: The first user on the waiting list is the person who was added to the waiting list first.
If more space becomes available in an event and people are on the waiting list, the following message will appear.
Clicking on the number of people will open a window where you can view the people on the waiting list. Here you can select the people you wish to add to the event. To add them click on “Add selected person(s)” or alternatively you can click on the “Add all” link on the original message if you wish to enroll all people from the waiting list in the event.
It is now possible to change the subject of all e-mail templates.
You can now also see a participant’s status and their reply to the invitation in the “Manage enrollments” screen.
If the status and reply column is not visible in the “Manage Enrollments” view, modify the view and add the missing columns.
The new version is published as the latest setup. The download contains one setup for SharePoint 2010 and one for SharePoint 2013.
To upgrade to the new version, run the setup and choose repair after the system check. Now you have to enter a new license key. If you have already purchased a license for the Employee Training Management or Event Management and you have valid SW maintenance, you can request a new key. Just send an e-mail to support@sapiens.at and include your current license key. We will get back to you as soon as possible.
If you don’t have a valid license, you can get a trial key on the product page.
Product page: Employee Training Management
Download: sapiens.at.setup.etm.zip
After the setup is completed, you have to deactivate and activate the “Sapiens.at.SharePoint Employee Training Management” site feature. Go to the site settings of an Employee Training Management site, click on Manage site features and deactivate and activate the Sapiens.at.SharePoint Employee Training Management feature.
Finally restart the SharePoint Timer Service on all servers in the SharePoint farm.
Product page: Event Management
Download: sapiens.at.setup.evm.zip
After the setup is completed, you have to deactivate and activate the “Sapiens.at.SharePoint Event Management” site feature. Go to the site settings of an Event Management site, click on Manage site features and deactivate and activate the Sapiens.at.SharePoint Event Management feature.
Finally restart the SharePoint Timer Service on all servers in the SharePoint farm.
Update 05/05/2015: If you receive an “Object reference not set to an instance of an object” error when you enroll an user in an event, please recycle the SharePoint application pool(s) on all servers and try again.
We hope you find these new features useful. If you have problems installing the new updates or any other questions, please send an e-mail to support@sapiens.at.
