Call Form Automated Course Enrollment/UnEnrollment

Call Form Auto Course Enrollment/Unenrollment

It is important that field reps take courses created to instruct them about details needed to complete call forms projects. Account Teams and the Talent Development Team need an automated way to enroll and unenroll field reps to courses related to projects.

Overview

The Call Form Add/Edit has a feature called Required Courses which allows Account Teams to select the courses by call form which are required to be completed before an assignment can be scheduled for a visit. If a person also selects the Auto Enroll Courses checkbox the courses selected under Required Courses are also enrolled/unenrolled for the call form.

Setup

Navigate to Call Form

To setup Required Courses and Course Auto Enrollment/Unenrollment navigate to the Call Form Edit form for a Call Form.

Team | Manage | Call Forms | Call Form Edit or Add

Select Required Courses

Select the course(s) in the drop down required to be completed by each field rep before they can schedule a visit for their store assignment on this call form.

Select Auto Enroll Courses

Check the option to Auto Enroll Courses selected in the Required Courses drop down. This field is unchecked by default and is set by a permission by team.

Note: If you do not see this feature put in a support center ticket to have it added to your team.

Rules

Where does IC get the list of people to auto enroll in courses?

The Account Team sets the Required Courses on the Call Form Add/Edit - those are the courses to Enroll
The list of people to enroll is created from the Call Form/Wave/Store Assignments - Unique people with store assignments get assigned.

How often are auto enrollments/unenrollment's processed?

Every 30 minutes
Unenrollment's are performed before the Enrollment so it is closer to the update of status

When are unenrollment's done?

If the rep has no store assignments in a wave on a call form the rep will be unenrolled if they have not started taking a course
If a mistake is made during call form setup and incorrect course(s) is chosen
- Account Teams should uncheck the incorrect course(s) and in the next update (within 30 min) the courses are enrolled/unenrolled.
If a rep started a course set incorrectly as required for a call form, it will not be unenrolled because they need to be paid for their time if they complete it.

When are enrollments setup?

During Call Form active dates
After the call form wave is made active by clicking the active checkbox

When are enrollments no longer sent?

For a call form

When the Auto Enroll Courses checkbox is unchecked
When the call form end date is in the past

For a wave

When the wave active checkbox is unchecked

For a person

When a field rep no longer has call form store assignments for a wave.

Can teams use manual enrollment and auto enrollment on the same call form

Yes
If a course is already manually enrolled the auto enrollment process does not enroll them again.
Manual enrollments are not updated by the Required Courses drop-down on the call form add/edit.