View source for TracCloud: Workshops

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<big><b>Workshops</b></big><br>

This article explains how you can create workshops in TracCloud. An advantage to workshops over [[TracCloudGuideBasicsVisits|batch visits]] is that you can track enrollment and attendance separately. You can view and report on how many students were signed up for the workshop and what percentage of them  actually attended.

Access to manage workshops can be provided by going to <i>Other > Other Options > Groups > [The group you want to update] > Admin / Modules > Add 'Workshops' under 'Table Access' > Save.</i>

Workshops can be viewed and managed by going to <i>Other > Other Options > Workshops</i>. 

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To create a new workshop from the listing, click the hamburger {{#fas:bars}} menu and select <b>New Workshop</b>.

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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>General</b></big></div><div class="mw-collapsible mw-collapsed">
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Fill out the basic details of your workshop such as the date, time, subject, etc.

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* <b>Workshop Name</b>
::Choose the name of your workshop, which will appear in the workshops listing and can be referenced with [[TracCloudGuideProfilePrefsTwig|Twig]] in workshop emails.<br><br>

* <b>Instructor Name</b>
::The instructor of the workshop, which like above can be referenced with Twig in workshop emails.<BR><BR>

* <b>Linked Consultant or Faculty</b>
::Optionally choose an assigned faculty or [[TracCloud:_Staff_and_Consultants|consultant]] for this workshop. If a consultant account is selected and your workshop is configured to create visits when attended, the chosen consultant will be assigned to the resulting visits.<br><br>

* <b>From/To Date/Time of Workshop</b>
::Select the date and time of this workshop. If your workshop is configured to create visits when attended, these times will also be used for the resulting visits.<br><br>

* <b>Subject, Course, Section</b>
::Choose the subject, course, and section for this workshop. Similar to batch visits, you can be less specific (just subject, or just subject + course) and TracCloud will attempt to find a matching registration from the student's account. This section will be used in the resulting visit records for attended enrollments if configured in the options tab.<br><br>

* <b>Workshops Description</b>
::Optionally describe the purpose of this workshop or record additional details as needed.

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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Roster</b></big></div><div class="mw-collapsible mw-collapsed">
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The roster tab is where you can enroll students in the workshop as well as mark enrolled students as attended.

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* <b>Filter Student Search for Enrolling Students by a Linked List</b>
::If enabled and a [[TracCloudGuideGlobalLists|student list]] is chosen, then only students on that list can be selected from the <b>Enroll Students</b> option.<br><br>

* <b>Enroll Students</b>
::This search box is used to search for and select students to enroll in the workshop. 
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* <b>Enrolled Student List</b>
::After enrolling students, they will appear in the table on the right side of this menu. The left checkbox can be deselected to remove them from the workshop, the right checkbox can be used to mark them as attended. Marking students as attended may have other effects, such as creating visits or completing potential assignments, depending on the options chosen in the next workshop tab.

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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Options</b></big></div><div class="mw-collapsible mw-collapsed">
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The options tab allows you to enable additional actions upon student attendance and to enable emails for this workshop.

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* <b>Create A Visit For student When Marked As Attended</b>
::If enabled, the act of marking a workshop enrollment as attended will additionally create a [[TracCloudGuideListingsVisits|visit record]]. You must also choose what center and reason the resulting visit should be linked to. Consultant, section, and date/time will be set according to the choices made under the <i>General</i> tab.<br><br>

* <b>Credit Assignment For Student When Marked As Attended</b>
::If enabled, you will be able to choose the [[TracCloudGuideGlobalGradesAssign|potential assignment]] to use for this workshop. When a student attends, it will count towards their grade (if [[TracCloudGuideGlobalGradesAssign|grade groups]] are configured).<br><br> 

* <b>Send Enrollment Confirmation, Cancellation, Reminder Emails</b>
::Choose which emails should be sent in relation to this workshop record. The emails themselves are configured in your profile preferences, detailed below.<br><br>

* <b>Profile Workshop Email Settings to Use</b>
::While workshop emails are configured at the profile level, workshops are not inherently linked to a profile. In order to send workshop emails, you must select a profile to use the email preferences from.

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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Emails</b> (Profile Preferences)</big></div><div class="mw-collapsible mw-collapsed">
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{{#lst:TracCloudGuideProfilePrefsEmails|workshops}}
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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Workshop Twig Tags</b></big></div><div class="mw-collapsible mw-collapsed">
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These Twig tags can be used in the emails above to dynamically include details about your workshops. For more information on Twig, including other tags for relating records (Students, Centers, etc), take a look at our full [[TracCloudGuideProfilePrefsTwig|Twig guide here]].

<section begin="workshopTags" />
{| class="wikitable"
|+ Workshops
|-
| Workshop.Name || The name of your workshop
|-
| Workshop.Instructor || The instructor of the workshop
|-
| Workshop.Description || The description of the workshop
|-
| Workshop.DateFrom || The start date and time of the workshop
|-
| Workshop.StartDate || The start date of the workshop
|-
| Workshop.StartTime || The start time of the workshop
|-
| Workshop.DateTo || The end date and time of the workshop
|-
| Workshop.EndDate || The end date of the workshop
|-
| Workshop.EndTime || The end time of the workshop
|-
| Workshop.RosterSubject.Subject || The subject of the workshop (e.g., BIO)
|-
| Workshop.RosterSubject.Course || The course of the workshop (e.g., 101)
|-
| Workshop.RosterSubject.Section || The section code of the workshop
|-
| WorkshopsRoster.EnrolledDate || The date of student enrollment
|}
<section end="workshopTags" />
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==Workshop Reports==

There are three Workshop reports available in TracCloud. Access to these reports can be provided by going to <i>Other > Other Options > [[TracCloud:_Permission_Groups|Groups]] > [The group you want to update] > Admin / Modules > Report Access</i>, then add the reports below as needed.
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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Students Workshops Attendance</b></big></div><div class="mw-collapsible mw-collapsed">
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{{:TracCloudReportsWorkshops02}}
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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Workshops Overview</b></big></div><div class="mw-collapsible mw-collapsed">
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{{:TracCloudReportsWorkshops01}}
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<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Workshops Roster</b></big></div><div class="mw-collapsible mw-collapsed">
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{{:TracCloudReportsWorkshops03}}
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[[Category:TracCloud]]
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