Book Participant for Time-Dependent Course

Caution Caution

The following applies to time-dependent courses .

End of the caution.

Use

This function enables you to enroll participants for courses and, at the same time, store the relevant billing and activity allocation data (settlement type, fees, and so on).

Based on your Customizing settings, you can book participants with or without fee assignment as follows:

  • Free of charge

Relevant for billing

Relevant for internal activity allocation

Features

  • You can make bookings for planned and firmly booked courses, both internal and external. You cannot make bookings for courses that are canceled, locked, or that have a historical record flag.

  • You can make single bookings for individual participants (person, user, external person, applicant, or contact person) and group bookings for group participants (company, organizational unit, customer, or interested party).

    Note Note

    You cannot book group participants for a curriculum.

    End of the note.

  • You can make list bookings. With the list booking function, you can book multiple participants simultaneously for one course, or one participant for a number of different courses at one go.

  • You can create participants or change participant data when booking.

  • When you book participants, you enter all of the relevant billing and activity allocation data that is later required for settling participation fees.

  • You can automatically transfer the settlement data stored for the participant type to which a participant belongs.

    Note Note

    In this case, the billing and allocation data, such as cost center assignment, that is stored for the participant type is transferred to the participant you are booking. (This data is stored in Customizing for Training Management under Start of the navigation path Day-to-Day Activities Next navigation step Booking Next navigation step Specify Participant Type Control Options.) End of the navigation path

    End of the note.

  • Alternatively, you can change the specifications made for the participant type or make additional specifications and create notes for a given participant. You do so in the dialog box that appears when you choose Book/Payment Info .

    Note Note

    If you want to settle participation fees by credit card, specify different partner functions for billing, or distribute costs to multiple account assignment objects in activity allocation, you must choose Book/Payment Info since this function offers you a dialog box in which to enter this data.

    End of the note.

  • Any waitlist bookings for firmly booked courses of this type are canceled.

  • Any prebookings of a participant for the course type are deleted.

  • The number of course participants is automatically updated.

  • Bookings are automatically assigned the same status as the course for which they are made.

  • If integration with Time Management is active, the relevant attendance records in Time Management are updated when the participant type Person is booked.

Activities

  1. You select a course by entering a time period and a course type or alternatively, in the dynamic participation menu by selecting the required course.

  2. You enter the participant you want to book. You can create participants that do not already exist in the system or change participant data when you execute the Book function.

  3. You specify the booking priority. The booking priority specifies whether a participant gets a place on the participant list. When a booking is made, the system carries out a capacity check to see how many participants may be booked for the course. The following restrictions apply:

    • Once optimum capacity has been reached, only bookings with essential priority are possible.

    • Once maximum capacity has been reached, only bookings on the waitlist are possible.

      See also: Booking Priority

  4. You choose Book/Payment Info. In the Fee and Assignment dialog box, you enter the relevant settlement data and, where relevant create notes for the transaction. Alternatively, you simply choose Book .

  5. Participant checks are performed. The system checks whether the participant is available in the course period. This check is carried out for all participant types. Further specific checks are carried out for individual and group bookings, such as checks to ensure that a participant is not booked for another course at the same time. Depending on the result of the check, the following occurs:

    • The participant is automatically booked for the course.

    • You can book the participant even if an information message or a warning message is displayed.

    • You cannot book the participant if an error message is displayed.

See also:

Booking Participation in a Time-Dependent Course

Booking a List of Participants for a Time-Dependent Course

Booking Participant for a List of Time-Dependent Courses