Avendoo® online documentation

Create and edit run

Notes
  • If you have activated approval procedures, users cannot register to a run.
  • The deregistration of single event dates of a run can be blocked by the achieved deregistration deadline. This means the participant remains registered to these event dates, although he/she is deregistered from the run.
  • If register an user to a run, this user is also registered to all event dates which belong to the run.

To create a new run, choose Course management → Course activationuserSingle20Participant management Runs Create run.

Master data

Title

Enter a title for the run, which will be later shown as selection for the registration.

External reference und reference type

External references are used for organizing and for linking to other systems. This you can use for manual assignments and on using interfaces, for example: REST API. You can search for external reference in the advanced filter function.
The external reference represents a reference value like ID, serial number or name. The external reference type describes which reference it is and how to understand the reference value. This is very important, if there are different sources or types of references, which use the same reference values.

Examples:
Reference type SAP customer number with the external reference 100234
Reference type SAP user ID with the external reference 000004

Parameters

Starting date

To activate the starting date of the run set the check box Activate starting date and define the starting date inclusive time for the run. This starting date you can use for time obstacles on the learning path. Alternative you can enter the starting date in relation to the first event date start (Starting date depending on the first event date start). Therefore you enter a number of days, to which the run should start earlier.

End date

To activate the end date of the run set the check box Activate end date and define an end date inclusive time for the run. Alternative you can enter a relative number of days, to which the run ends after the last event date. If you enter no number, there is no end date for the run.

Note

There are only event dates considered regarding the starting date and end date, which are no more “Being Planned” and not yet “Cancelled”.

Maximum number of participants

Determine the maximum number of participants for the run. Leave the field empty if no limit is to be set. An overbooking from author’s view is possible.

Type

Specify the type for this run. This choice can no longer be changed once it is made.
Select Run involving event dates, if you want to create a run with event dates (standard case).
Select  Run involving a list of prospectives. Contains no event dates., if you want to create a run as list of prospectives.

Status

Set the status to Active, if participants should be assigned to the run. Otherwise the run is only created, but it can’t accept participants.

Price and costs

Determine the price and the costs for the run.

Event date selection

Via Select event date in the Run wizard you can add an existing event date of an evet from the list of all event dates of this event in the run.. In the table you see the newly added event date.

To delete an event date, click the recycle bin.

To replace an event date, click on this icon. Then the Event date wizard for creating a new event date for the run opens. All data of the replacing event date are transferred except the event date. The event date is automatically taken over to the event date of the next day (the other data remain), if all event dates of the run are in the past. If the run already got event dates, which are in the future, then the date for the current creating event date is set to the maximum date (this means the latest regarding the time) of these event dates.

To create an event date without default, click on Create event date. The Event date wizard for creating an event date opens and you have to select the mandatory data at least. When you have created the event date, you can finish creating the event date in the Event date wizard by clicking Save and Close. Though the event is saved without showing the Event wizard and the newly created event date is taken over into the table of the event dates in the Run wizard. Now you see the newly created event date in the table.

When you are finished with the configuration of the event date (for example you have added additional services or a hotel), then click on the button Save and Close. Though the newly created event date is saved in the event and is automatically added to the run. In the table you see now the newly created event date.

To use the last event date of an event as event date template on creating an event date, click on Create the event date based on the last date for the event. The Event date wizard for creating the event date opens, at which the maximum event date (with the maximum of start date and time) of all event dates in the event serves as template. Then you click on the button Save and Close. Now you see the newly created event date in the table.

There is no quick access possible, if the event date is in the past and/or is used in another run.

Notes

You can filter in the table for title, language, status, location, room and coordinator. Also you can sort by title, start and end. Further you can configure the column view, this means you can add or delete single columns via click on the gear wheel.

If you have created/replaced or selected an event date, you can create and edit organizational blocks of time via the buttons Enter organizational blocks of time and Edit organizational block of time.

To create an organizational block of time, click on the button Enter organizational blocks of time. Mandatory entries are title, start date and time and coordinator (authors, users and team leaders; select the appropriate filter).

Note

Entering the time is optimized. If you enter “915” as starting or end time for example, this will be interpreted as “09:15”. If you enter “1545” as starting or end time for example, this will be interpreted as “15:45”.

If you have selected a manual room, then the location is also a mandatory entry. If you have selected location as room, the End date and time is mandatory entry.

To edit an existing organizational block of time, click on the appropriate line and then on the button Edit organizational block of time.

You cannot edit the title, the learning path position and the action.

Organizational blocks are shown on the course main page in the run view between the event date groups.

Note

If you can’t register the participant to all event dates, a warning notification appears.