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Instance Roster Management Options
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TOP OF HELP DOCUMENTATION

Last Updated 01/07/2022

REPORTER Help Documentation

Instance Roster Management Options

As a Course Admin, you have access to interact with the roster of your course in many ways including: adding people to the roster, generating a sign-in sheet, ability to record attendance, dropping participants, transferring participants to another instance of the course, and multiple communication options.

Jump to “Email Selected Participants Demo

The term ‘Roster’ refers to the list of users, or participants, that are registered for your Course Instance. The roster can be used for reporting as well as for managing those registered. As a Course Admin, you will want to start by editing the relevant instance, which you can do by either:

  1. Left Menu: “Activity Management” → Courses and Instances → Double click to edit the related course → Go to the “Instance” tab, and double click the correct instance
  2. While on the Home page, select the Manage Courses tab, you should see the related instance and have the option to hit edit

Once on the Instance Roster you will see three main areas:

Section 1: Instance - Level Management Options

These buttons are clicked before you select the person you are interacting with.

  • Register: Clicking this will allow you to register people for your instance at any time, so long as the instance’s status is “Active”. This includes before and after registrations start/end dates.
  • Cancel Registrations: Used to remove participants from an instance. First select the user(s) you want to remove from the roster so they are highlighted in red. Then select the ‘Cancel Registration’ button. You will be required to enter a ‘Drop Reason’.
  • Transfer Registrations: You can transfer participants to another instance of the same course. You must select the participant(s) first so that they are highlighted in red. Then, select the transfer button, and then select the instance you want to transfer them to.
  • Edit Final Attendance: Select this to complete attendance. You can record daily and final attendance. Final attendance is what will give users their overall completion status.
  • View Email History: If any emails were sent using Email Selected Participants, a record of the email(s) sent will be shown when you select this button.

Section 2: Participant - Level Management Options

These buttons require you to select participant(s) from the roster list in order to proceed with the next action.

  • Show/Hide Search Fields: This button opens up the search fields allowing you to search for participants registered in the instance.
  • Generate Sign-in Sheet: You can generate a printable PDF of a sign-in sheet by clicking this button.
  • Generate Door Sign: This button will open a pop up that You can use to generate a printable PDF of a door sign.
  • Additional Roster Information: This will open a pop up with a more detailed roster. It provides extra information such as address, phone number, and prerequisite status. This roster can also be exported.
  • View/Export More Detail: This button will initiate a pop up for “detailed registration” that will allow you to search all participants with numerous search fields.
  • View Accommodations:This button will allow you to see if there are any special accommodations that need to be made for any participants that are registered for the instance.
  • Email Selected Participants: You can email your roster directly through REPORTER. First select the users you want to email and then select this button. You can enter a subject, body, and add attachments. The email will not include your name or contact information unless you enter it in the body of the email. (Click here to jump to demo below)
  • Resend Registration Confirmation: You can use this to resend confirmation emails to the selected participant.
  • Send Copy of Confirmation: You can use this to send a copy of the confirmation to an email you specify.
  • Select All: If you need to perform any bulk actions (Emailing, Dropping, Transferring, etc.), you can use this button to select all participants.
  • Export to Excel: This will export your roster to an excel file. If you have filtered the roster using the Search, it will export the filtered roster.
  • Manage Account: Clicking this will allow you to view and edit the account of a selected participant.
  • Edit Questionnaire Responses: If your instance has questions in the cart, you can edit the responses from participants
  • Add/Remove Discount: Add or remove discount for registration cost of this instance

Section 3: Roster of Participants

This report will show you all actively registered participants, and can be filtered using the search fields found in section two.

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Common Roster Actions FAQ

How do I add people to my roster?

From the roster tab, select the Register button.

How do I print a formal roster?

From the roster, select Generate Sign-In Sheet.

How do I add people to my roster after the instance has happened?

You can add people to your roster anytime using the Register button, so long as your instance’s status is active. To change the status to active without reopening the class, just edit the instance profile.

What is instance completion and why is it important?

After an instance occurs, it is important to enter the final attendance for every participant on the roster so that they will get credit for completing the course. If final attendance has not been completed, users will not see the course under their Complete Courses, on their training summary, and they won't be marked in compliance if they were tagged. After you complete the final attendance, you will want to choose the button Close Instance in the attendance window, or manually change the instance status to ‘Closed’ from the instance profile. This will help you to sort your instances and keep track of which still need to have attendance completed

How do you complete final attendance?

Select the Edit Final Attendance button. Then you can choose each person’s attendance status from a dropdown, or use the mark all feature at the top. After selecting everyone’s status, be sure to Save.

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Email Selected Participants

Email Selected Participants Demo


For questions or additional information you can view our support site at support.reporter.ncsu.edu or you can contact us at reporter_support@ncsu.edu.