Once admin creates questions for the course, sets up the questions with the “radio” type, he/she is able to track how many participants have agreed to each option.
Here are a couple of examples of how this form behaves:
Previously, to change the status of participants on the Course tab, an admin could select only 10 participants per iteration what makes this process inconvenient and time-consuming.
Taking into account the feedback that it takes too long to mark all participants at an event as “participated”, the limit has been changed. Currently, an admin can select 100 people registered to the course at once and change their status.
Admin is able to change the status of those who haven’t shown up. For these people a new status is added, as well as a new email template. Once you’re changing the participant’s status to Haven’t finished, it’s up to you to decide whether you’d like to send an email regarding this change.
A year of the course is added to its description. Now a person is able to differentiate courses over the years.
A Course Administrator now is able to manage participants’ status, using the same logic and limitations as in Back Office. A Course Administrator can change course participant status using a dropdown with statuses instead of 6 separate buttons as it is in Back-Office.
Also, if a Course Admin is trying to change the status of several participants, but some of them already have it, then system shows up a notification that the status will be changed only for some of the participants.
A Course Administrator can now set up and manage the course registration form with the same functions as in Back-Office.
Associated questions have the next managing options: hiding of questions, headings, the number of participants who have chosen each radio option, drag’n’drop of questions. Once optional products will be added, a Course Admin will also be able to use them on radio question options.
Previously, CiS copied courses without course products. Now, the system copies courses with the products (including special prices and discounts), saving their connection to the course registration questions. But for each course product, the system will create a new one for the copied course, so, in the product statistics, it will be different items.
Planning an overall meeting for all members of a local team? Use our new option – publishing activity/event without a registration to invite everybody to join in.
How-to: go to BackOffice – Activities (Aktiviteter) – and check ‘Aktivtet uten behov for påmelding’ on course settings (Instillinger) while creating a new course. The course will be published without asking persons to register.
Delegate a possibility of setting up the course fee to your local leaders using a new possibility of Choo i Skyen – adding prices for main products through Min Side. This feature shall be configured through the request to the development team.
How to use: your local leaders now are able not just to create a course, but also to create a fee for local courses participation. They need to go to Min Side – Admin Activitet – one-course page – Producter. All the products will be created using the default account, account place, project number set up by the dev team.
Not using this feature? No problems, it is not added automatically. For all customers who haven’t requested the change, this feature will be locked.
Previously, it was impossible to direct users to the necessary page after registering for the course successfully. A new setting for the course has been added to the back-office. An administrator can set the URL of the page that will open to the user after registration for the course is completed. This will allow an Administrator to direct people to the pages that will bring maximum benefit (e.g. tracking the success and not completed registrations).
An administrator in the CiS system is able to organize different accounts, account places, and MVA categories into сourse product category to use it later. This set of parameters is connected to the invoice issuer. Course Administrators can manage сourse product categories for all product lines from My Page as well.
An administrator manages a list of сourse product categories in Settings. He can’t delete the course category, but the admin is able to set the “Inactive” status. Inactive status means that this category will not be shown for all new courses created after status changed, so it does not affect all existing courses.
NB: By default, the project number is set as “Not defined” for all course products. If “Not defined” category is selected then it can’t be edited from My Page.
In case no course product category is set up for association, the system should work as today.
A new feature has been added – now a course administrator also has an opportunity to set up discounts for obligatory and optional products from My Page.
Also, there is a new approach to set up the value of the coupon. Previously, the next validation rule was applied: you can’t set a discount bigger than the smallest price of the product, taking into account “Early bird” special prices. Now coupons can be set up with any value, and the system will calculate the correct price when the coupon is applied. This feature partially solves the problem of a 100% coupon.
Now there is new functionality for Course Administrator that allows adding optional products to the course from My Page. Course Administrator has quite the same rights for adding the optional products as for the mandatory ones: adding the name of the product, price and product category. Moreover, Course Administrator сan link them to the course questions.
Special prices for the mandatory course products could be set up by Course Administrator from My Page. Special prices have the same managing option for Course Administrator as for Administrator in the back-office: name of the period, Start and End dates, price value.
Course Administrator has all the necessary managing rights for adding, deleting, editing the special prices from My Page.
A Course Administrator gets an opportunity to add a person from the observers’ list using the autocomplete field. It is possible to search for a person on the list by name. To prevent errors the personal email and mobile number will be shown during searching.
Regarding the managing options for a Course Administrator, only one person could be added to a course at once and new participants will be always added with “Waiting for approval” status as in the back-office. A Course Administrator can also remove any number of participants from the course at once.
Admins are able to set the exact time of the event start/end, using a time field instead of the old dropdown.
A certificate about course participation could now be generated and sent to the course participant. Administrator and/or Course Administrator can choose whether to send a certificate via e-mail during changing the participant status to “Attended”.
Additionally, there is a button “Send certificate” on a course: an Administrator and/or Course Administrator is able to pick participants having “Attended” status and send them out an email with a certificate at any time. So, a new email template was added in the back-office Settings.
Also, course participant having “Attended” status is able to download the course certificate as PDF from the course page on My Page at any time.
The template for the course certificate could be customized for each organization. The default view is as on the following screenshot.
Admins are able to add pictures to the course description to improve their appearance to participants.
Now the Observers tab (Personer tab of the Course card) contains the same filters as Persons’ overview.
Previously, the system automatically created the observers’ list adding all the persons from all the levels, where the Course Administrator has the extra rights for managing a course. There was no opportunity to manage persons on this list for Course Administrator from MyPage, it was possible only from BackOffice. And it could create problems with sending the Invitation email or access to the course from MyPage.
After implementing changes Course Administrator could share the course with members of all his levels or only some of them. He could apply any other filter as well for the better target.
Also, an autocomplete field by Level Name was added to simplify the process of choosing the observers. So, the course will be shared with the persons properly in cases when a Course Administrator has extra rights for a few levels.
More, we moved [Send Invitation] button to this new Observers list.
A new opportunity for managing participants’ information is added to the participants’ list on My Page. A Course Administrator can manage participants’ answers given to questions while registration on the course and discounts, used by participants. All the data described are available on the participant card opened after clicking on the “Registration details” link on the Course Participants List on My Page.
Previously, existing persons without a role in a company had no possibility to add a company while registration to the course. Adding a new company was available only for new members in the system.
The new functionality provides an option for a non-member to register a new company in the system as well.
- Open Registration form for a course
- Fill out the fields with the necessary information to pass the 1st and 2nd step of registration.
- Fill in the company information on the “Relations” step of the registration
- Continue the process of registration in the system.
All people inside your association will see the instruction where to look for the receipt after the successful card payments done by Stripe.
How to find: after paying for registration inside system or payment done for the course registration on the Frontend, people will see the details regarding their receipts.
When the administrator creates different course prices for members and non-members, the system will show both of them on the public course pages (courses list, course page, 1st step of the course registration). Now everybody who would like to join your course will be able to see it’s possible to get lower prices as members from the very beginning.
To use it: go to the public pages of your courses and check out the different prices already shown there.
When a user is registering to the public course and use wrong email or mobile number for his verification, he can now return to the 1st step and change it to the correct one. This is mostly done for the persons, that were not registered in the system by themselves and don’t know their email in the system.
To use it: On public course wizard after verifying by the system a person can return to the 1st step and change his/her personal data (email/mobile) to trigger the new verifying process.
When an administrator assigns a person to a course, his/her status will be always “Waiting for approval”, even if “Auto-approving” feature is turned on for this particular course. So the administrator can fill in all participant answers on course questions, payment details, coupons and then approve him to trigger invoice generation.
How to use it: In the Backoffice, on a course card “Participants” tab, when adding a new participant to a course, his status will always be “Waiting for approval”.
Now you can easily find links to all participant invoices for the course from the page with personal participant data.
How to find: On back-office course card “Participants” tab, there is “Registreringsdetaljer” link for each participant, after clicking it, a new pop-up window is opened where you can find links to all the particular person invoices for this course on the bottom of the page (if he has any).
Previously, only a member who created the course had access to manage it on My page. Now we have added a new opportunity – when you connect a course to a level, then all leaders of this levels (both with Read and Write user rights) have access to it on My page on Course admin page.
How to use: On each course card you can find “Course level” search field. When a level is selected there – all members with extra rights can find the course on My page “Course admin” page and can edit it or see its participants.
Choo i Skyen system provides a new opportunity for any association to create video conferences based on integrated video streaming service. Video conference may be set up by an Administrator in the BackOffice.
The approach for setting up the video conference on the course is described below. An Administrator could follow the next steps:
- Open to the “Courses” overview and click on the “Add a new course” button;
- Fill in the necessary field and scroll to the “Planning” block;
- Choose “Video streaming course” radio button in “Course type” field while registration a new course;
- Press “Go to video streaming” button and fill in the course information;
- Publish the course.
Moreover, there is an option that simplifies the process of notifying people about the course. Choo i Skyen option allows sending reminders both for the course creator/responsible people and course participants using one of two e-mail templates set up by the Administrator. The first type of reminder is used for the course creator/responsible people and the second one is for course participants. These reminders are sent 2 hours before the course start date and time.
Please note that having an ability to use video conferences requires extra setup and operation fees. Feel free to contact us if you are interested in turning this feature on for your organization.
Previously, it was only possible to use URLs to images in text editors in the back-office. A very new opportunity has been added for course description and system email signature in back-office – administrators can upload an image file and use it in text editors right away.
How to use: On back-office course description or settings “Signature” page, open “Insert an image” modal window, find a new button “Browse server”, select a file from your PC and upload it to the server. Then you can use uploaded image and it will be inserted directly to the text.
Administrators can now see member subscriptions and roles in a company/level directly on a course card.
How to find: On back-office, course card, “Participants” tab, you can find new hidden columns in the list – Subscriptions, Company and Levels. Activate them using the grid/list settings window.
Now administrators can find more information on the course list – course ID and course creation date.
How to find: On back-office course list you can find new hidden columns – “Course ID” and “Creation date”, when open grid/list column settings window.
Administrators can now edit course “early bird” periods and prices after saving the course products.
How to use: Back-office course card, “Products” tab.
Members change jobs and stop using their old email accounts. In order to help members understand what email and phone they used previously when signed up to your organization, we implemented the following feature:
When a user registers to the public course, and system verified and found him as an existing user, but with a different email or mobile number, then a help message will now be shown, saying that the system found him with different email/phone number and used that data.
How to find: public course registration page, the 2nd step, when registering and using member email or phone number that is different from what Choo has about you.
Two more columns, hidden by default, have been added to the back-office course participants list – with person name and surname separately. Now you can use these new columns instead of the existing one (with merged values) for sorting participants.
How to find: On back-office course card, “Participants” tab, open edit grid modal and find the new columns. Also they are available for exporting data.
A very new functionality has been implemented – Course copy. Administrator can create a new course with all the data from the existing one. New course is always created in Draft status.
Now Administrators can set up different email templates/content for every course participant status. This will allow Administrators to make even more personal and user-friendly communication with course participants.
How to find: Back-office settings, Course email templates page.
In order to follow modern requirements for the system functionality, we’ve updated the version of Ember, framework currently used for all pages connected to My Page (“Min Side”) and public pages, such as public course registration or regular registration. This update brings us a lot of improvements, including system performance, stability, and security.
Taking into account all the feedback we received during the last few years, we’ve made the decision to review the design of My Page. The goal was to refresh the look and feel as well as improve the user experience while using the system. Involving the designer as a part of our regular team, digging into the logic of the system, reviewing modern standards and approaches – all these brings us to the moment when we’re ready to release the new version of My Page.
The changes of My Page includes but is not limited to the following:
- Fresh design and modern look of all pages and elements,
- New menu structure and better navigation,
- UX improvements in course registration flow, registration flow, and other system parts,
- Improved accessibility,
- Other improvements regarding modern usability rules in web-design.
Please find below a few highlights regarding the overall system redesign.
Redesign of the “Home” page on My Page
The design improvements were applied to the “Home” page on My Page. The structure remains almost the same, while the look and feel of the page now are completely refreshed. The page consists of the following:
- Member block, that consists of the personal information,
- Upcoming activities,
- Level leaders block, that may be turned on by a separate request.
Redesign of the registration form
The current update of My Page also includes the completely updated view of the registration page. Keeping the existing functionality and logic, we put more emphasis on the feel and look of the registration form.
Premium feature – own colors on My Page
As a part of the new version of My Page, we’re ready to present the premium feature for better customization of new My Page for each customer. By ordering the feature, you may set up your own color instead of the standard Choo i Skyen blue. The color will be used to customize the registration form and all major elements of My Page (texts, buttons, etc). Speak to us to know more.
The activity module was one of our biggest focuses during the redesign page. Accept of reviewing all existed pages, we’re also adding a new page – My activities – to represent those activities where the participants have been ever registered to.
Key points on this page that relate to the activity – like its name, images, place, date, and short description – are gathered in a more structured way. It helps to bring a positive impact on system usability for course participants and allows not to miss the most important information.
“My activities” page is currently divided into 2 tabs – “All activities” and “My activities”.
“All activities” is a list of all activities available for the person. Activities where a participant has one of the following statuses: “Waiting for approval”, “Waiting list”, “Approved”, “Finished”, “Not finished” – now are not hidden from the general list of activities. Instead, they are highlighted inside the list (working for logged-in users only). Such courses are highlighted with the following:
- Color frame in accordance with participant status;
- Badge with participant status.
“My activities” consists of courses where a member has a status “Approved”, “Waiting for approval”, “Finished”, or “Not finished”.
Details of one activity for already registered participants
Participating in courses is a significant part of Choo i Skyen functionality. It’s very important for a course participant to find course information in a structured way.
Now after clicking on the activity name on My Page a member could review the registration details and information about the activity inside the “Details” block. This block brings an opportunity to check up all the information that has been filled during the registration, or to get the latest updates regarding the activity and participant’s status, invoicing, certificate, etc.
- Participants having “Waiting for approval”, “Waiting list” or “Approved” status are able to log in and go through the registration details, cancel the registration (if applicable), or see the invoice/receipt details.
- Participants having “Finished” status are able to access the invoicing information, or course certificate (if applicable).
Invoice status for course participation is an important part of informing members about the necessary payment. Now invoice status is shown not only inside the list of all person’s invoices but also inside the “My courses” list, and “Details” block of one course for the participant on My Page.
Invoices shown in this block have the status “Pending”, “Not paid”, “Paid”, “Partly paid” or “Overpaid”. If there are a few invoices that are connected to one course, the system shows up a few invoice statuses in one block, separated by a comma.
The block is not shown in the following cases:
- If the invoice has not been generated;
- If the invoice has been generated for “company pays”;
- If the invoice status is “Credited” or “Credited but paid”.
Activity public page
A lot of significant changes are launched in the current release, especially for the activities module. Thus, the appearance of the activity public page is updated a lot. New look and feel of the form include the following changes:
- Updated design of all elements,
- Improved UX,
- Better structuring of all activity information,
- Highlights for the most important elements.
The look and feel of the activity page have been thoroughly reviewed. We have updated the styles and structure of the page, to get a simple and convenient flow for people who’d like to review the details of one activity. All key details are highlighted inside the right panel of the page, and the main call to action to register is always visible. This includes the following: activity date and time, number of places (if applicable), activity price and place.
Activity price is now shown in a separate block. Accept of a better view, this brings the system an ability to show different prices (e.g, if your activity has different prices for members and non-members), in an easy to understand way.
To make the process more fluid and transparent for any course participant, the way of making a registration to any activity via public registration flow has been updated. Before doing the regular registration flow, system will ask a person to fill in the basic personal details, such as name and surname, email, and phone number which should be verified by SMS code.
Once the data is filled in, the system analyzes if the person applies the rules set up for the target audience of the activity, and if the person has a membership subscription or not.
- If the person doesn’t fit the target audience rules, then the system doesn’t allow him/her to proceed with the registration.
Become a member
If the person doesn’t have an active membership subscription, the system shows up “become a member” question if this setting is turned on. We have updated the way how the system presents this functionality to participants, to make it more straightforward and user friendly.
To improve the flow of the activity registration, we did a review of the current registration flow and implemented a lot of adjustments. The most important of them are the following:
- Decreased number of steps to complete the registration for a smoother process,
- A clearer overview of the activity products,
- Now participant may see activity products and apply discounts on the same page where the payment is happening,
- Upgrade of the “pay by invoice” payment option.
“Pay by invoice” payment option
To make the system more consistent, we have added the following changes to improve this part of the activity registration:
- A participant always has a possibility to choose the “company pays” option inside the invoicing part and an ability to choose/add the right company,
- A participant may see more details about the company inside the company search,
- The flow of choosing/adding a new company by getting its data from data hotel is improved from the UX point of view.
For the “company pays” invoicing option system collects more details about company payment information for more accurate invoicing which are company name, org number, payment method, address, postcode, city, country, email, PO number, and reference. If a participant adds a new company from the data hotel, system asks to fill in those details. If a participant has a company that is already registered in your association, the system pre-fills payment details with company payment details, and the person is able to update them if there is such a need.
- System does not require a company mobile number to be added inside the company payment details.
Working on improving the user experience while using the system, we divided the system structure into a few different “areas”: the area for a regular person (member or activity participant), the area for people who are responsible for courses in any way (those who are Course Super Administrators, Administrators, Editors or Contributors), and the area for people who are responsible for people management (Person Super Administrators, Administrators, Editors or Contributors).
If a person is a regular member or course participant, he or she will not see any changes. For those people who have any extra rights, the system will show up a swither to shift between different areas available for them.
Additionally, to present these changes to the end-users, the system will provide a short onboarding intro for all people having extra rights. During the first login to the system, such users will see a lightbox where he or she can choose the area he’s currently interested in by the following flow:
- User pick any role by clicking on it
- The system picks this role inside the role switcher and shows the appropriate set of menu items for the role
- User logs out, and then logs in back – the 1st login lightbox is not shown anymore*
*The system won’t show the lightbox to this user any more while the user uses the same browser and device and doesn’t clean cookies.
When a user has no extra role, during the 1st login user doesn’t see any changes.
Activity creation process has been completely reviewed and redesigned to make it more understandable, easy-to-use, and user-friendly.
Changes start with the new design for the list of activities. Now it has better look, it’s easier to read through and navigate among. Like other lists, the activity list has a new filter block, that is hidden but may be used upon a need.
An administrator can now see the creator of a course and the number of the approved participants in the new columns on the back-office courses list.
How to find: Back-office courses list.
Now when an administrator is adding a responsible person, he can see user email and mobile number to resolve a case when there are several users with the same name.
How to find: On back-office course card “Settings” tab.
A new feature for administrators has been added. They can now add a text comment to each participant record on a course. Comment will be shown only for administrators in Choo back-end. Also, this data is available for export.
How to use: On back-office course card “Participants” tab there is [Edit] button. After clicking on it, the field becomes editable. Just don’t forget to save the changes.
Managing the course becomes easier with involving people who are not admins to do some job related to activities. It is extremely important to keep control of the information these people are able to access. Choo i Skyen system provides new roles for the course: Course Super Amin, Course Admin, Course Editor, and Course Contributor to make things more flexible.
Course Contributor has read-only access to the activity, with the ability to view the main activity information, view the list of participants, and take out basic reports. This role is not able to access information related to payments (“Products” tab) or functions related to participants’ management (changing status, etc).
In addition to Course Contributor rights, Course Editor may not just see, but also edit main activity information, be able to manage participants, and take out reports. Course Editor still doesn’t have access to information related to payments and sees the settings of the registration form in read-only format.
Course Admin, Course Super Admin
Course Admin and Course Super Admin roles are tightly connected at the moment. These people have full access to the activity information (including payment information and settings of the registration form), a list of participants, and settings over who will be able to register for the course. Only Course Super Admin is able to send invitations.
Please note – people having Course Super Admin and Course Admin rights will be able to add new participants to the course, which assumes they’ll access basic personal information (name, email) of all active people inside the association.
How to assign a new role
New roles may be assigned from several places in the Back Office:
- Member card – Relations tab – Course rights on a Level
In this case, the person gets access to all courses inside the level in accordance with the role chosen by the Administrator. The access lasts within from-to dates and includes the ability to create new courses for the level.
2. Course card – Settings tab – Course responsible
In this case, the person gets access to one particular course, in accordance with the role chosen by the Administrator. This person is not able to create new courses.
3. Member card – New system role
Additionally, the Administrator may assign “Course Super Admin” role as a new system role to any person who doesn’t have access to Back Office. This person will get access to all activities created inside the association to help to manage them from My Page.
New menu structure
In order to improve user experience in system navigation, the menu structure has been reviewed and updated. Changes in the interface are the following:
- “My information”/“My profile” page with all sub-pages now is available by clicking on the user avatar/user name at the top right corner on MyPage,
- Sub-pages of “My information” now become sub-tabs,
- “Member certificate” is shown as the main menu item in the left-side menu (previously it was a sub-page of “My profile”),
- Extra pages for level/course leaders are not shown in the same menu that is used for regular members/participants – instead of that, leaders are able to switch between different system areas.
Editing “My information”
Besides the design improvements, there are presenting convenient improvements in system behavior.
“My information” page could be edited by a user by clicking on the “Edit” button” on the “Home” screen or on a user’s name in the top right corner of My Page. To make editing the profile more convenient, now all tabs in “My Information” could be saved independently e.g, it is possible to save changes on the “General” tab if something is missed on the “Economy”.
New header structure both for logging members and non-members
During the redesign phase, the view and structure of the system header have been changed to become more
The public header consists of the following parts:
- Association’s logo
- Page title
- Language switcher (if applicable)
Logged-in view of header consists of the following parts:
- Page title/tabs (if applicable)
- Role switcher (if applicable)
- User avatar (default or uploaded by user)
- User name and surname (that is a link to My Profile page)
The new version of My Page includes the following changes on this page:
- Updated design of the form with improved UX,
- All settings connected to the products are now moved to this step to make it more useful.
Registration form settings are the following.
- Set registration deadline,
- Set the deadline for registration cancellation,
- Automatic approval of participants (includes Stripe availability),
- Include membership question,
- External registration form,
- External landing page.
All the settings were previously displayed on the “Settings” step of the activity creation. Now all of them are better organized, and followed by tooltips to describe the most complicated settings.
Only Course Super Admin and Course Admin are able to manage this step, while Course Admin or Course Contributor sees it in read-only mode. This step may be hidden in case the activity is created without the need for registration.