The addition of the self-enrollment feature will allow Participants to enroll themselves into courses which will save time for both Administrative and Participant users. 

Things to know before you begin

You will be need to have the permissions to edit a course in order to use this feature. 

Determine if users can attend multiple events at the scenario level

Go to Course > Scenario > Settings to determine if users can attend multiple events at the scenario level. Once there, Course administrators will now see a Course Participation section.

By default, Multiple participations will be set to Off, meaning users can only sign-up and attend a self- enrollment event once.

When switched to On, users will be able to attend multiple self-enrollment events. Currently, there is no limit to the number of events a user can enroll in within SimCapture.

Create a self-enrollment event at the SimCapture course level

To create a self-enrollment event, take these steps.

1. Go to your Courses and click the name of the course you want to work in.
2. Click Go to full agenda.
3. Click Add Reservation.

You will now see a new section in the reservation titled Allow Participant Self-Enrollment. By default, this will be turned off. When turned off, no change in single date reservations will occur.

When turned on, the course administrator will see the option to select the Available Slots, Eligible Participants and Specify Enrollment End Date.

• Available Slots: The number of participants who can enroll into this single date reservation. Note: Administrators can manually add users above this limit or increase the limit during editing.
• Eligible Participants: Participants who can enroll. This reservation will appear as a self-enrollment event in the SimCapture dashboard and on their SimCapture calendar. The Quick add functionality can also be used to add all participants to the course. Note: If additional users are added to the course after the reservation has been created, they must be added to the list of eligible users.
• Specify Enrollment End Date: Set a retraction date and time for self-enrollment. When this retraction date and time are set, a user can enroll up to that set time. Once this time has passed, a user cannot enroll or unenroll from the event. 

     Once eligible participants are added within the reservation, the course administrator can click an individual's name and then toggle Enroll to manually enroll this user in the reservation.

Any enrolled user, by manual administration enrollment or by self-enrollment, will be denoted within a checkbox to the right of their name

Once saved, and assuming the Course is in progress, all eligible participants will be able to enroll in this reservation.

Creation of a self-enrollment event at the global SimCapture level by a calendar administrator

Similar to creating a Self-Enrollment event at the course level, Calendar Administrators can create a self-enrollment event without a Course or Scenario by going to Calendar > Add Reservation.

This will contain the same reservation form as the Course level, with the exception that Course and Scenario can be chosen and are both optional.

Note: This allows admins to create large self-enrollment events not restricted to a single Course or Scenario. Participants will not be able to see this within their SimCapture dashboard and only be able to view and enroll within this within the calendar tab.

Edit a self-enrollment event

To edit a self-enrollment reservation, click the reservation within the calendar and then click More Details.

Click the pencil icon within the People box. The Calendar administrator can review the number of slots available for enrollment, add eligible participants, review enrolled users, and manually enroll and unenroll users. 

Participants enrolling and un-enrolling in a single date event

Once an administrator has created and saved a self-enrollment event, and the course which the self-enrollment event is associated with is In Progress, eligible participants will see Course Self-Enrollment events within their SimCapture dashboard.

Note: Non-course Self-Enrollment events created at the Global level with no association to a Course will not appear here.

Hovering over the calendar icon will display the earliest self-enrollment due date (the date of the reservation)

Selecting Enroll will navigate the Participant to their calendar and will filter the calendar to the selected course. Here, it will display all reservations which the user is able to enroll in, has enrolled in, or has been added to by self-enrollment or by standard enrollment

Hovering over a single date reservation will provide the user with the Reservation Title, Time, Simulators if applicable, Course, Scenario, and available slots.

Clicking a single date reservation will again show reservation information as well as the ability to Enroll or Unenroll 

If no slots are available, the reservation will display as grey on the calendar and, when selected, will display as Full without the option to enroll

Once a Participant enrolls in a single date related to a scenario within a course, this reservation will change to solid blue and the other reservations for this scenario will be greyed out if, at the scenario level, the administrator has not turned on multiple participations and display a message that they must unenroll from another reservation to enroll in this time.

Notifications

Participants will now receive email notifications in the following events:

• When they are added as eligible to a self-enrollment event.
• When they are manually added to a self-enrollment event.
• When they are manually unenrolled from a self-enrollment event.

Changing from self-enrolled to non-self-enrolled

If an administrator user creates a self enrollment event, adds eligible users and saves the event, but then decides to change the event to a non-self-enrollment event, eligible users are cleared out and the participants are not moved to the non-self-enrollment event.

Should an administrator user create the self-enrollment event, add eligible users, save the event and users begin to sign up or the administrator manually adds users and then decides to make the event non-self-enroll, eligible users are cleared and a warning appears that states “Warning, you are making this a non-self-enrolled event. Enrolled users will become participants in this event but will lose the ability to edit their status. Eligible participants will no longer be able to sign up for this event”. When this warning appears, the administrator will need to confirm the message and click save.