REPLACE AN EXISTING (FUTURE) SESSION USING THE SAME LEARNING

For efficiency, you’ll want to have two browser screens opened side-by-side:  one with the session to be replaced (Browser Window A) and the other with the new session (Browser Window B).

In Browser Window B (new session), from the Administrator Main Menu:

1. Create a new session without assigning trainer(s) to the session

2. Click on Underlined Title of the new replacement session.

3. From the left-side menu, click on Notifications.

4. Click in the STATUS field of each of the following notifications and turn them Off:  

5. Click    to save the session.

6. Click   to return to the Session Catalog Search Results screen.   (Video, with audio and closed captioning, of steps 1 through 6:  https://www.screencast.com/t/nTGD51Pih)

In Browser Window A (old session) search for an existing session to find the original session that is being replaced.

1.  Click on the Underlined Session Title.

2. On the Registration tab, make sure Automatic Wait List Management is unchecked.

3. From the left-side menu, click on Notifications.

4. Turn ALL notifications OFF by (1) turning off the top notification and then (2) clicking the   icon. 

5. Click   to save the session.

6. Click   to return to the Session Catalog Search Results screen.

7. Check the box to the left of the    Underlined Session Title.

8. From the left-side menu, click on Attendeees.

9. Click on the STATUS column header to sort the attendee list by status.

In Browser Window B (new replacement session):

1. Enroll the people listed from the original session who have Enrolled status.

2. Once you’ve selected all the people to be enrolled, click the arrow  icon on the far right.

3. The enrollment exception window will open. ALL boxes must be selected. Check the boxes on the RIGHT and the system will also check the boxes on the left. 

4. Once all (left and right) boxes are checked, click on the arrow  icon to proceed.
5. An Enrollment Confirmation window will open. COMPARE THIS LIST TO THE ATTENDEES IN THE ORIGINAL SESSION TO ENSURE NO ONE WAS MISSED. 

6. Click OK to return to the Session Attendee List screen.

7. In date order (paying attention to the status date), individually enroll  each person from the original session who has Wait Listed status.

8. Once you’ve selected all the people to be enrolled from the wait list, click the arrow  icon on the far right.

9. On the Enrollment Confirmation screen, click OK to confirm waitlisted status.

In Browser A (original session), go to the attendee list. VERIFY YOU ARE IN THE ORIGINAL SESSION:

1. Click on the Select All  icon at the top of the list of attendees to select everyone in the original session.

2. From the left-side menu, click on Drop Attendee.

3. Click OK in the confirmation window.

4. Click on the  to return to the Session Catalog Search Results screen.

5. Click on the Underlined Session Title.

6. From the left-side menu, click on Scheduling.

7. In the Facilitator block(s), click on the red  icon to remove the facilitator(s). 

8. Click on OK to confirm deletion of the facilitator.

9. Click  to save.

10. Click on the Notes tab - If there are notes, copy and paste them onto the Notes tab of the newly-created session.

11. Click on the Fiscal Notes tab - If there is a fiscal note, copy and paste it into the Fiscal Notes field of the newly-created session.

12. Click  to return to the Session Catalog Search Results screen.

13. Check the box beside the  Underlined Session Title of the original session.

14. From the left-side menu, click on Delete Session.

15. Click on OK to confirm deletion of the session.

In Browser B, return to the new session and click on the Underlined Session Title.

1. From the left-side menu, click on Scheduling.

2. Assign the facilitator(s).

3. From the left-side menu, click on Notifications.

4. Turn the following notifications back On: 

5. Click  to save.

6. Click  to exit session.