In VTA 6.3 (or older), when students enroll into a Schedule Class Session in VTA Learner, the enrollment confirmation email they receive contains an ICS attachment that adds an appointment to their calendar.
When their enrollment is canceled in VTA Learner, the cancellation confirmation email they receive also contains an ICS attachment, but it removes the appointment from their calendar.
For years, attendees at the VTALive Users Conference having been requesting that these confirmations also be sent when enrollment is mananged in VTA Administrator AND that they include the ICS attachments AND those appointments include the Schedule Class Session Comment.
We went two better! Among all of the enhancements coming to Schedule Class Session management in VTA V7.0, automated enrollment notices will now:
- Be sent from Learner AND Administrator!
- Include ICS attachments (even the notices sent from Administrator!)
- Allow those ICS attachments to include the Schedule Class Session Comment!
- Allow the ICS attachments to include links to the Schedule Class Session Documents! (Not Lesson Documents… don’t get crazy).
- Send updated notices if you make a change to a Schedule Class Session!
Controlling the Message
What is Sent
You are able to manage what message is sent by using the new Notification Settings tab of a Site record. To learn more about the available notices, go to the Notification Settings in V7.0 blog entry.
To include the Schedule Class Session Comments or Document links, be sure to set the option to “Yes” on the Site record’s Notification Settings tab.
Below is an example of what the new appointments will look like in Microsoft Outlook when a Comment and Document link are included in the ICS attachments:
When They Are Sent
|When enrollments are confirmed as “Attend”, or the Scheduled Class Session is updated, the notice will include an .ics calendar attachment that will add or update the enrollment information on the Student’s calendar as Attending.|
|When enrollments needing Supervisor approval are confirmed as “Attend (Pending)”, the notice will include an .ics calendar attachment that will add the enrollment information on the Student’s calendar as Tentative.|
|When enrollments are changed to “Cancel”, the Scheduled Class Session is canceled altogether or the Student is deleted from the Roster, the notice which will be sent includes another .ics calendar attachment that will remove the appointment from the Student’s calendar.|
How You Know It Was Sent
When leaving the Schedule Class Session record by closing it or navigating to another data grid, VTA will determine if and what notices need to be sent, send them immediately and display a message window indicating “Notices Sent”.
Turning Message Off
If you do not want to be notified each time you make a change that sends a message, you can deselect the “Show Calendar Notices Sent” option in your User Profile to turn it off.