Lookups

Centres can use the ‘Region’ and ‘CandidateGroup’ codes to categorise Candidates. These Centre Defined Fields can then be used to filter reports and are also available on the Search Candidate and Candidate Report pages.

1 - To add a Region or CandidateGroup to your Centre account (plus those listed below) :

1.1 Go to the "More"/"My Centre"/"Lookups" tab
1.2 Search for (using the search field), and then select the field you want to manage e.g.

Region = Region
CandidateGroup = Candidate Group

1.3 Enter a Code (acronym or abbreviation for the option)
1.4 Enter a Description (full name or description for the option)
1.5  Click ‘Add’.
1.6  Click ‘Back' to return to step 2

Other Centre Defined Fields you can manage in the same way:

Learning Status Changes = LearningStatusChanges
Contact log types  = Contactlogtypes
Awarding Bodies / Awarding body = AwardingBody

Note: Once you have added a lookup, users will need to click 'logout' which will clear their cache and then the new lookup will appear on the candidate search page when they next login.  However, new look ups will always show straight away on the added candidate screen and in the bulk candidate update wizard.

2 - To add a Candidate to a Group:

2.1 Go to the "Candidates" tab and search Candidate
2.2  Click 'View Candidate' then 'Modify'
2.3 The "Group" field should now be available in the Training Arrangements section of the screen.
2.4  Click 'Save'

3 - To add a Candidate to a Region:

2.1  Go to the "Candidates" tab and search Candidate
2.2  Click 'View Candidate' then 'Modify'
2.3  The "Region" field should now be available in the Training Arrangements section of the screen.
2.4  Click 'Save'

4 - Manage Learning Status/Learning Status Changes:

If a candidate is an early leaver, learning is suspended or they complete, the Centre can 'Manage Learning Status' on the Individual Learning Plan via the Portfolio front page, this will hide the portfolio for users when they next login.

An administrator at the Centre will first need to configure the available options as follows:

4.1 Go to the "More"/"My Centre"/"Lookups" tab
4.2 Search for LearningStatusChanges (all one word, using the search field), and then select the option from the table
4.3 Select the Status Change Type (e.g. end, suspend or recommence)
4.4 Enter a Status Change Reason (e.g. Completed, Early Leaver)
4.5 Click ‘Add’.
4.6 Repeat steps 1.3 - 1.5 for all the desired status change types
4.7 Click ‘Back' to return to step 2

To locate an ended or suspended candidate, tick the 'Include Inactive' option on the candidate search page when searching for the candidate. Alternatively, select End or Suspended in the portfolio status filter option and click 'Search'