Career Connect. Overview

Transcription

1 Overview This procedure provides guidance on how to create an event, attach a customer to the event, and track the customer. Once your customer has been registered to an event you can manage the registration(s) and run report. The event calendar can be viewed by everyone who has access to career connect. PLEASE NOTE: This procedure can be used for WIOA registered customers and Basic Career Services (Universal clients). Creating an Event 1) Go to Manage Activities > to bring up the Calendar 2) Scroll to the bottom of the calendar & click Add Event 1

2 3) Select an Event Category. Pick the Event Category that you want to use for your event. Current options are: Workshop/Training Job Fair Meetings Rapid Response Orientation Employer Recruitment Event Other : Allows staff to specify 4) Type in an Event Title. You use a standardized event title for all Pre-Screening (e.g. Hospitality Hires Pre-Screening at LOCATION NAME ) 5) Add an event Description. Provide a description of your event (e.g. recruiting truck drivers for out of state deliveries must have appropriate license ) 2

3 6) Enter the maximum Class Size if there is a limit to how many people can attend. The class size will allow you to limit how many people can register for the event. 7) Complete the Schedule information as appropriate. You ll need to create at least one pre-screening event for each pre-screening location. 8) Select the Office responsible for the pre-screening event by selecting it from the list and clicking the down arrow to add it to the selection box. 3

4 9) Complete the Event Location information as applicable. 10) Select an event Moderator and input moderator contact information. 11) In the Calendar section: Set Hidden Event to No Leave Display to to set to Staff only 4

5 12) In the Attendance Tracking Section: Set Track Services for this Event to Yes Select the desired jobseeker service(s) to track for the event. The system will automatically create a Universal/WP service for any customer registered for the event. Currently, you can select 4 services: o 104- Workshops/Group Sessions o 105-Job Finding Club o 166- Hospitality Hires Pre-Screening o 167- Non-WIOA Vocational Training 13) In the Registration section: Set Registration Method to Register Online Select appropriate Close Registration option (Options are: Never, 1 hour before, 1 day before) Add registration instructions as necessary If you want to create a Wait List once the event is full, set Create Wait List = Yes. OR if you want agencies to Contact the moderator when the event is full, set Contact Event Associated Staff/Moderator to Yes. Set Send reminder to event registrants to No CC is currently set to not send out any automated messages to prevent accidental messages from going out. 14) Click Save. (NOTE: that once a pre-screening event has been created, staff can re-open the event, scroll to the bottom, and select Copy Event to easily create additional pre-screening events for different dates.) 5

6 Registering Individuals for an Event 1) Go to > Manage Activities > (or click on in the My Staff Dashboard calendar) and find the event that you want to register customers for. 6

7 2) Open the event & scroll to the bottom. Click on the Manage Attendees link 3) Scroll down and click on Register Individuals, which will take you to the Manage Individuals > Assist and Individual search page. (NOTE: the Register Employers function does not seem to be working. This function is currently not available.) 7

8 4) There are two ways to register job seeker attendees. To register attendees one-by-one: Find an individual by searching by name or ID number (do NOT use the Assist link). Staff can also search for multiple individuals by using other search criteria (e.g. individuals registered (CC General Profile completed) within X number of days.) When the search results return, click on the Select box for the individual (or individuals) that you want to register and click Registered Selected Users. You will now be back on the Event Manage Attendee page and the individual(s) you selected will now be registered. To add more registrants individually repeat this step 5 until all job seekers have been registered. 8

9 Managing Event Registrations 1) Go to > Manage Activities > (or click on in the My Staff Dashboard calendar) and find the event that you want to register customers for. 2) Open the event & scroll to the bottom. Click on the Manage Attendees link. You will see a list and the status of everyone that is registered for the event. 3) Use the links in the Action column to: Reschedule the individual for a different event Delete the individual s registration for the event Services displays the services attached to the customer related to the event Add Case Note to add a case note to the customer related to the event 9

10 4) The Status column will show all customers as Registered. After the Event, use the drop-down menu in the Status column to update each customer s attendance at the event. Relevant selection options are: Attended Canceled No Show (which requires the selection of a Reason for No Show ) Once the Status has been updated for all customers, click Save at the bottom of the screen. Note that changing the Status will automatically update the service attached to the event, as displayed on the Manage Attendee screen. When event Status = Registered, service is open = Unknown or no actual end date When event Status = Attended, service is closed as Successful When event Status = Cancelled, service is closed as Voided When event Status = No Show, service is closed as Unsuccessful 5) The Manage Attendees screen provides several options for printing or downloading a list of attendees: Clicking Print (make sure your web browser is set to allow pop-ups) provides two options: o Print Detailed Roster displays a detailed event description with a list of attendees and their status. (This list includes the last 4 of the SSN and should NOT be used as a sign-in sheet.) o Print Sign-in Roster prints a sign-in sheet with event details, attendees names, and place for signature. Clicking Export to Excel allows you to export a list of attendees to an Excel worksheet. 10

11 Reports 6) NOTE: The Send Notice to Registrants link does not work because we have external messaging disabled in. 1) To obtain who reports for those customers that registered for an event you must go to: a. Detailed Reports and click on Event Scheduler. Select Registered Event Summary 2) Fill out the fields based on your event to run a report: Selection Criteria Location: State Region leave default (State Region 1) Region/LWDB Status leave default (Active) Region /LWDB: leave default (None Selected) Select Yes for Include non-attached LWIA/Region records Select Yes for Include non-attached office Location records Event Begin and End Date Enter your date range Event Information Leave at Default Staff Leave Blank Event Locations: Leave at Default 11

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