CLS Umbrella Bookings
Introduction
The ‘CLS Umbrella Bookings’ module allows admins and managers to enrol and mark users attendance in bulk for seminar sessions. This is done by an easy to use and navigate UI which allows an admin or manager to select users, seminar events and then individual sessions that they would like to mark the attendance in bulk for.
Our Umbrella Booking module will save your Administrators time and also make it much easier for your managers to book they team members onto Seminar Events.
This module allows Administrator and /or Managers to select multiple users, and then book them onto multiple Seminar Events across multiple courses in a single process. Core Seminar notifications are then sent as normal.
The Umbrellas are stored in their own area and Administrators can mark attendance within the Umbrella, again saving you time and effort.
There is a cost for this module of £950 per annum. Ask your account manager for more details.
Accessing the module
The module is accessed via a page for which you will need the URL. This URL will vary depending on the domain of the site however you should be able to get to this page easily by adding /totara/umbrella_bookings/index.php after the domain. For example - https://totara.test.co.uk/totara/umbrella_bookings/index.php.
If the module is installed on your site and the URL is correctly typed, it will take you to a page that will look like the one below -
The above page might vary if 'Umbrella's' have already been created on the site.
How to use the module
First of all you will need to click ‘Create Umbrella’. Once this has been clicked it will take you to the page where you will be able to name the umbrella and add a description. There will also be the below settings on the umbrella:
Setting name | Description |
|---|---|
Suppress Emails | This option will disable any booking confirmations from being sent out to the users. |
Delay Run(recommended) | This option will make it so that the Umbrella will be delayed and will only run once the cron task has run. |
Suppress E-Learning Course Type | When enabled, will remove any courses from the selection list that have the course type of ‘E-learning’ in the course settings. |
Include Hidden Courses | This option will make it so that hidden courses will appear in the course selection list. |
Suppress course restrictions | This options will make it so that any courses that might have restrictions will have those restrictions suppressed, effectively allowing you to add users to any seminar no matter the course. |
Once you have entered a name for the umbrella and selected which options you would like to be enabled you can then click ‘submit’ to continue the process.
Any settings that are selected here can only be edited before activation of the umbrella, after the umbrella has been activated these cannot be changed.
The next tab is the ‘assignments’ tab. This is where you select which users are included for the bookings and to update their attendance status. This can be done by audiences, individual assignment, position and organisation.
Once you select one of the above it will display the users who will be affected by the umbrella in a list below and tell you the reason for the assignment.
Once you have selected the users who are going to be affected by the umbrella, you then need to select the event that you are looking to mark attendance for. This is first done by searching for the course, then the seminar activity and then the individual events.
The umbrella will allow you to select seminars from different courses and activities, once you have selected the sessions/events. Like the user assignments tab it will display the selected sessions under the selector.
Once you have selected the user’s and the sessions/events, you will then need to activate the umbrella. It is important to note that once the form is activated you will not be able to edit the settings of the umbrella, the assignments or the events that were selected.
When the umbrella is made active it will then appear on the umbrella with information like the status of the umbrella, creator of the umbrella and the date/time that the umbrella finished booking the users, you should also get a confirmation at the top of the page.
Once the form has been activated it will then allow you to mark the users attendance. This is done by clicking the cog/gear next to the umbrella under the ‘options’ column. When the cog is clicked this will take you to a page where you will be able to review the settings you used to create the form as well as an additional ‘Take attendance’ tab.
When you click on the new ‘Take attendance’ tab it will take you to a page were it will display all of the users that you booked, the course/seminar they were added to, the start and finish time and date of the event, the date they were added and the status that the users currently have on the event.
To then start marking the attendance for the users you will first need to select the users that you want to change the attendance for. This can be done by either clicking the tick box under the ‘option’ column for each user or by clicking the ‘select all’ tick box at the bottom of the table to select all the users that were added to events.
Once you have selected your users, you then select the status that you want to change them to, done with the drop down at the bottom of the list and then click ‘Change Attendance’. Once done the status will update on the table as well as the seminar activity. If you click to cancel a user it will no longer allow you to edit their status as they have been removed from the event.
That covers how the umbrella booking module is used and how you can both book and update the users attendance via the module.
Related Articles
Study Leave
Managing Study Leave module The process for creating and completing the Study Leave Module forms involves the following stages: Create the Study leave Module form → Add questions → Assign users → Activate form→ Users answer questions → Users assigns ...CLS Seminar Event Upload
Introduction CLS Seminar Event Upload is a plugin that allows users to create seminar activities and import seminar events records from a .CSV file. Requirements The plugin requires a .CSV file with specific columns, including courseidnumber, ...CLS Auto Job Manager
Introduction The CLS Auto Job Manager plugin is a feature that is developed by Chambury to allow for the automatic assigning of job assignments into a users profile. This includes creating and assigning a users manager, assigning a user a temp ...CLS Seminar Sign Up Upload
Introduction Seminar Sign Up Upload is a plugin created by Chambury that allows site admins to import seminar attendees records from a CSV file. Below you will find a video Userguide that will show you how use both the seminar and delegates uploads ...