How to use the Supervisor Approval Feature
This guide will show how to use our Supervisor Approval Feature. This is a specific feature that affects the entire system. Use this if you want your users to request to be put into a course, and then have a supervisor approve or deny those requests. Every user in this case will be sent directly to the wait-list area of the course until a Supervisor Approves their enrollment.
1) The configuration is found in System Configuration > Supervisor E-mail Settings and other Options
Turning this feature on will make all the necessary changes to the system in order to use it in this way. Users will automatically go to the wait-list and supervisors will be given an approval function. See those below.
2) The first step is to determine the max number of enrolled and wait-list users you would like to allow.
Remember that everyone goes to the wait-list first. In this case, 10 users can request the course at one time and will be put on the wait-list. If an 11th tries to request, it will say the course is full.
The Max Enrolled number shows how many users can be approved by the supervisors. In this case, supervisors can approve up to five users and have them be put into the enrolled list. When that number is full, a supervisor can still approve the users, but it will not enroll them. They will be pending and if one of the enrolled users cancels or if the maximum number is increased, then the next user will be moved to enrolled. It chooses the user that requested the course before any others.
3) See example of a user that registered and was immediately put into the wait-list
Because of this case, the users are "requesting" to be put into the course rather than actually enrolling in it. You can change the public interface to make sure the users are aware of this.
4) Supervisors now have a new feature called "Approve Waitlist" where they will approve these users.
5) This is what the feature looks like when opened. They can approve or deny users here.
The thumbs up is how a supervisor would approve users. The Thumbs down is how they would deny. Supervisors can export this list to excel to show the users that are waiting for approval.
When a user is approved, they are moved from wait-list to enrolled if there is room. Supervisors have the option to send them an email letting them know they have been approved. Depending on how you will be using this feature, you can have these emails display the way you like. If there is no thumbs down option, than the user can not be canceled by the supervisor for different reasons. It being a past course for example.
Deny is similar to canceling the enrollment, the user will get a cancellation email.
6) In the "Approved Records" Tab, supervisors can see the users that they have previously approved.
7) Now the user is approved and in the enrolled list.
Because of the functions of this feature, this is used for those that want their users to request a course and have the supervisors approve them. It is not recommended for other scenarios. You can always email [email protected] for any questions and help on setting up this feature.
