Registration and Approval

Registration

A learner can be either added manually to a live session or they can register from the Learning Portal or over email. The manual action gives you full control over the process but in the case of an external registration the learner will go through a specific flow.

There are two sub-flows that influence the registration process: the approval flow and the waiting list flow. You can get a high level overview of each main step by looking at the following diagram:

flowchart LR
A[Learner Registers] --> B[Session Has Approval]
subgraph Approval Flow
B --> C{ }
C -- Yes --> D[Approval Flow]
end
subgraph Waiting List Flow
D -- Approval Confirmed --> E[Session Has Waiting List]
C -- No --> E
E --> F{ }
F -- Yes --> G[Waiting List Flow]
end
F -- No --> H[Registration Flow Completed]
G -- Seat is available --> H
click C "#approval-flow" "Go To Approval Flow"

All the above states are signaled in Nifty with explicit statuses. A learner that has completed this flow will have the status Registered in the end.

Prerequisites

For a learner to be able to register to a session a start date needs to be set on that resource

Approval Flow

With Nifty you can condition the registration request from learner to an approval from a direct manager or any other employee from the orgchart. This behavior can be enabled from the Live Session Edit side modal.

When approval is on and a learner tries to register two different emails will be sent. One that informs the learner that approval is needed and another one that requests approval from the manager. Once the approver acts on the email request the learner will be informed about the result over email.

There are two types of approval that you can choose from Direct Manager or Hierarchic Manager.

Mermaid

flowchart LR
A[Session Has Approval] --> B[Approver is notified 
 Learner status is Waiting Approval]
B --> C{ }
C -- Approver Confirms --> D[Approval Flow Completed]
C -- Approver Declines --> E[Learner is notified over email 
 Learner status is Approval Declined]

Direct Manager

Direct manager approval modifies the flow so that when a learner tries registers to a session their N+1 manager will receive an approval request.

Rules

If learner doesn't have a direct manager defined than the session owner will receive the approval request email.

Hierarchic Manager

In the case of hierarchic manager approval you will have to define a list of approvers that will receive the request based on the hierarchical relation with the registering learner.

Rules

If the learner has multiple managers in his hierachical line, the closest hierarchic manager will receive approval request email and will give the approval If the system can't find a hierarchical manager from the Session Approvers list, than the session owner will receive approval request email and will give the approval

Modify Session Approval

  • Open the Live Session Edit side modal
  • Scroll to the Registration Section
  • Set the Approval Type to either Direct Manager or Hierarchical Manager so that the session will include the approval flow in a registration request

Manual Intervention

As a session owner you can always update the status of a learner to Registered so it bypasses the approval request. Keep in mind that doing this, on sessions that don't have the Calendar Integration enabled will not inform the learner of the successful registration.

Waiting List Flow

If you want to limit the attendance to a live session but still keep track of all the learners that want to register you can make use of the Waiting List. After the maximum number attendees has been reached any learner that registers will be added with the status WAITING LIST. If one of the registered learners cancels the first employee that has been added on the waiting list will be invited to attend the session. If the invitation is declined the next waiting list learner will get an invitation. The process continues until someone confirms or the waiting list becomes empty.

For a session to add learners to th

flowchart LR
A[Waiting list conditions are met] --> B[Notification sent over email
 Learner status is Waiting]
B -- Seat becomes available --> C[Waiting List flow is completed]

Enable Waiting List

  • Open the Live Session Edit side modal
  • Go to the Details Section
  • Check the Enable Waiting List field
Next
Calendar Integration