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Course Planner: Implementations

The entry point to the implementations in the Products area with Products and Events, alongside Productivity with to-dos and Reports and Tools with Certification programs and Room management

What is an implementation?

An educational program/product (consisting of one or more courses) can be offered and carried out several times. Each implementation can take place on a different date and different participants are then present at each implementation.

In an educational program/product, one or more courses are assigned to each implementation. The courses used multiple times only exist once.

If a course is to be used multiple times and always stay exactly the same, it can also be created as a template. The courses are then instantiated for each implementation (created from the template). This instantiation can also take place automatically on a specific date, for example a few days before an implementation starts. Until then, the template owners can still work on finalizing the template courses. The organizational aspects of the implementation (date, catalog offer and so on) can already be prepared with the Course Planner.

From this conceptual idea, the same courses are generally assigned and used in each implementation. However, it is also possible in OpenOlat to adapt the content in each implementation.

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The list of implementations

If you have selected the "Implementations" button in the Course Planner overview, you are taken to a list of the implementations of all products. The "Product" column shows which product an implementation belongs to.

The list opens with the "Relevant" tab. The "Pending memberships" tab shows the implementations with pending memberships, the tabs "Preparation", "Provisional", "Confirmed", "Cancelled" and "Finished" one status each and the "All" tab the whole list. Use filters such as "Product", "Type", "Execution period" or "Occupancy status" to narrow down the selection further.

Administrators and course planners, as well as product owners in their own products, can create, edit and delete implementations. Principals only see the implementations read-only. The complete overview is shown in the rights matrix of the Course Planner.

Depending on your rights, the menu of the 3 dots at the end of a row offers actions such as "Copy element", "Members management", "Export" and "Delete". How the export works is described in Course Planner: Import / Export.

The list of implementations with the opened Occupancy status filter: Number not specified, Minimum number not reached or reached, Free seats available, Fully booked, Overbooked

With Save filter, frequently used filter combinations can be saved and reused as your own preset.

The menu of the three dots to the right of the filters contains the Save filter action, which keeps a filter combination as your own preset

"Displayed columns" can also be used to show the Subjects and Subject paths columns, which are hidden by default (between the "Status" and "Calendar" columns). The subjects themselves are maintained in the system administration, under Administration > Modules > Taxonomy.

Bulk action "Change type"

By activating the checkbox in the first column you select several implementations. The action "Change type" then appears above the table, next to the bulk actions "Create to-dos", "Export" and "Delete". In the dialog you choose the new element type and confirm with "Change type". Only types that fit the selected elements are offered.

The same action is available in the search of the Course Planner and in the "Structure" tab of an implementation.

Three selected implementations with the "Change type" action displayed and the dialog for choosing the new element type

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Once you have selected and opened an implementation in the list, the tabs shown allow you to make all settings for this implementation:

  • click on the "Go to…" button at the top right to jump to an element within the current implementation.

  • use the four buttons with arrows at the top right to switch: the two outer ones lead to the previous or next implementation, the two inner ones to the previous or next element within the implementation. When you point at an arrow, its label appears, for example "Next implementation" or "Next element".

  • configure this implementation by clicking on the various tabs.

  • click on one of the headings to jump directly to the corresponding tab.

The Go to… button, four buttons with arrows for switching between elements and implementations, the tabs from Overview to Reports and the widget headings as jump targets

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Tab Overview

When you open an implementation, the "Overview" tab shows you at a glance how things stand with the members, events, course content, to-dos and catalog offers of this implementation. From every widget you go directly to the corresponding tab.

The "Events" widget only appears if the module "Events and absences" is active system-wide, switched on in the system administration under Administration > Modules > Events / Absences. The "Catalog" widget only appears at the top level of an implementation, not for its subordinate elements, and only if the catalog is switched on.

How an overview page is structured and how you arrange the tiles is described centrally: Overview pages and widgets >

The "Content" and "Catalog" widgets offer the "Details" button , which takes you directly to the Content tab or the Catalog tab.

The Events widget with the week bar, today's event and the Show all button, next to it the widgets Members, Content with the Details button and To-do

Events widget

The widget Events shows the events of the current week from the selected day onwards, from today when it opens, limited to this implementation and its subordinate elements. It only appears if the module Events and absences is active system-wide.

The week bar runs from Monday to Sunday, a dot below the day figure marks the days with events. A click on a day sets the starting point of the list, a click on a row opens the event. If no event is left until Sunday, the note "No events until the end of the week" appears with the buttons "Previous event" and "Next event". You find the complete description of the widget under Course Planner: Dashboard.

Use the button "Show all" to go directly to the tab Events of this implementation.

Member widget

The "Members" widget shows the "Participants" key figure of this implementation, broken down into "Active" and "Pending". If no course staff has been added yet, the widget shows the note "No course staff yet." Use the "Details" button to go directly to the Members tab of this implementation.

The Participants key figure with Active and Pending as well as the note No course staff yet

If course staff has been added, they appear instead of the note, with their role (e.g. coaches, master coaches, course owners, element owners).

If a maximum or minimum number of participants is defined, an additional note text supplements the "Participants" key figure:

  • If a maximum is set: "\<number> seats left"
  • If a minimum is set: "\<number> to minimum"
  • For fully booked or overbooked implementations, the corresponding message appears.

Seats left and the distance to the minimum number below the participant count, plus the course staff with their role

To-do widget

The "To-do" widget shows you which tasks are pending in this implementation. The key figures "My to-dos", "Open" and "Overdue" each lead to the matching view of the to-dos. Use the "Show all" button to go to the "To-dos" tab of this implementation.

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Tab Structure

The "Structure" tab is shown for a structured implementation (the type is selected when a new implementation is created). In the displayed tree structure, each individual element of the implementation can be edited or information about it can be queried.

The tree structure with the Create menu, the download, the Ref. column with Referenced courses and the icon columns

Tabs by status and filters such as "Status", "Type" and "Execution period" narrow down the elements. With "Open all" and "Close all" below the table you expand or collapse the whole tree structure.

The table in the "Structure" tab offers the following functions:

  • Create: If you would like to add other elements for this implementation that deviate from the product structure ("copy template" of this structure), you will find the available element types under the Create button, as they were defined in the system administration under Administration > Modules > Course Planner > Tab Element types.
  • Download: You can also download the displayed structure as an Excel file using the download button.
  • Ref.: In this column, you can display the content referenced in this element; the detail area is called "Referenced courses".
  • Schedules: In the column with the calendar icon you will find the schedules of the respective elements.
  • Absences: In the next column you will find the absences, provided that Absences is switched on for the element, directly in the options of the settings or via the element type.
  • Data collection preview: If the module "Quality management" and the "Data collections previews" are switched on in the system administration, you can jump to the assigned data collection preview for each element. You find both under: Administration > Modules > Quality management.
  • Learning progress: This column shows the average progress of all participants. All learning path courses for this element are taken into account. Conventional courses do not provide any data on learning progress.
  • 3 dots: At the end of the row you will find the actions on an element: "Open in a new Tab", "Edit", "Move element", an entry for creating a sub-element, labelled with the element type (for example «Create new sub-element "Modul"»), "Copy element", "Members management" and "Delete".

The menu of the three dots with all actions on an element, from opening in a new tab to deleting

Move an element

Use the Move element action under the 3 points to open the move dialog. The element to be moved is highlighted in colour together with its sub-elements; these rows cannot be chosen as a target.

Every possible target position is displayed as a radio button. Positions that are not allowed (for example an incompatible element type) are greyed out and cannot be selected.

After selecting a target position, the following actions appear directly on the element:

  • Above
  • Below
  • Sub-element

Click Move element to carry out the move.

The possible target positions as radio buttons with the actions Above, Below and Sub-element, the element to be moved highlighted in colour

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Tab Content

The list shows all courses belonging to this implementation with the columns "Type", "Title", "Creator" and "Status", depending on the configuration also "Time period". The "Ref." column gives the number of events of a course; a click on the number lists the events.

If you want to add further courses for this implementation (deviating from the original structure), use the "Add course" button at the top right.

The "Add course" dialog only offers courses with the usage "Use in Course Planner". Of these, it shows your own courses, courses shared with the organisation of the product or one of its sub-organisations, and courses that you manage through a role in the course's organisation. It opens on the "My courses" tab. You find courses of other owners in the "Search form" tab. If a course is missing, OpenOlat gives no reason. The three conditions and what to do if a course is missing are described here:
Which courses the "Add course" dialog shows >
Setting in the courses of the product >

If it is the first course of the implementation, OpenOlat assigns the existing events of the implementation to this course and reports "The course has been successfully added and the existing events have been assigned to the course." In the process, OpenOlat switches on the Event & absence management in the course if it is still switched off.

The option to remove an individual course from this implementation can be found under the 3 dots at the end of a line.
To remove several courses, select the courses with the checkboxes in the first column. The buttons "Change status" and "Remove" then appear above the list.

Two selected courses with the Change status and Remove buttons above them, at the top right the Add course button

Automatically controlled course content

If automation rules control the content of this implementation, the "Automation overview" section appears above the list. Only active rules that concern the content are listed. For each rule you see the type of rule, either "Instantiation" or the target status, plus the date of the planned execution and the condition that triggers the execution. Use the "Settings" link to switch directly to the automation configuration.

The Automation overview info box with type, planned execution date and triggering condition per rule as well as the Settings link

Course template as course content

If "Max. course references" is set to "1 template/course" for the element type of the implementation, you can also add a course template that can be instantiated at a later date. This means that at the time of planning in the Course Planner, a course is only announced but not yet added. Only when the course is actually held, for example, because there are enough bookings, is the course added to the implementation (instantiated).

Using a template for instantiation is recommended if it is a recurring course that is always the same.

The Course template section below the still empty course list, with the Add course template button for a course template that is instantiated later

The "Add course" and "Add course template" buttons become inactive once the number of courses or templates corresponding to the selected implementation type has been added.

Creation of course templates

Course templates are created by selecting the usage "Template" in the course under Course > Administration > Settings > Tab "Share" > Section "Usage". The templates for course content in Course Planner do not have independent member management, as members are added in the Course Planner for each implementation.

Important

Templates are copied. If the template is changed later, the previously created copy remains unchanged.

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Tab Events

  • If there are many events, the tabs "All", "Relevant", "Today", "Upcoming", "Past", "Without teachers", "Pending" and "Closed" as well as the filters above the table help you keep an overview.
  • If the element type of the implementation can contain sub-elements, choose "All levels" to include the events of the subordinate elements, or "This level" for the events of this element only.
  • At the top right of the table you switch between table view and timeline.
  • The "Add event" button can be used to add new events to the currently selected implementation.
  • A click on the + at the beginning of a line shows the details of this event.
  • It is also possible to import events. To do this, click on the small arrow next to the "Add event" button.

If an event is assigned to a course, OpenOlat switches on the Event & absence management in the course if it is still switched off. Course owners then find the event in the course in the "Events and Absences" menu of the course administration, coaches in the "Events" tool of the course toolbar. When OpenOlat does not switch the function on itself is described in Course Settings - Tab Execution.

The All levels and This level switches above the event list, on the right the Add event button with the arrow for the import

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Tab Members

A note icon in the member list shows which participant has left a comment on the booking

As mentioned above, an educational product (consisting of one or more courses) can be carried out several times. Different participants take part in each implementation.

Participants are therefore made members of a specific implementation (not members of individual courses or an educational product). It can be determined whether they become members of the entire implementation or only of a sub-area.

In the member list, a note icon in the "Participant comment" column shows whether the participant has attached a comment to the booking; the column header also shows only the icon. A click on it opens the comment. The booking orders table in the Catalog tab lists the same information in the "Participant comment" column .

The member list also shows you under which number the accounting keeps a person. The "Customer number" column is hidden by default; you show it via "Displayed columns". The column only shows values if the customer number is switched on in the Organisations module. If a customer number is recorded for a person, the details of their membership also show the number.

To see what a person entered when booking, open the details of their membership in the member list. If the person booked an offer with booking order forms, the detail view shows the section "Booking order forms" below the booking orders. The table lists title, reference, step name, booking order, status and submission date for each form. "View form" opens the answers, "Edit form" lets you correct them as long as the form has the status "Open" or "Completed".

The section Booking order forms below the booking orders, with two completed forms including step name, booking order and submission date

If the participants were made members of the educational product (the "copy template"), they would be present as participants in all implementations of this product. This is not desirable. Therefore, only owners can be added to a product as members, not participants.

Member administration in the Course Planner

Because member administration is carried out in the implementation when using the Course Planner, the course settings offer the usage "Use in Course Planner":
Course > Administration > Settings > Tab Share > Section Usage

The course then no longer has any independent member administration: member administration now takes place exclusively in the member administration of the implementation, within the Course Planner.


Tab Members > Add members

To add participants to an implementation as members, use:
Course Planner > Implementations > "your implementation" > Tab Members > Button "Add participants"

The Add participants button at the top right of the member list, which starts the wizard for adding members

The wizard leads through the steps "User search", "Booking order", "Membership", "Overview" and "Notification". The "Booking order" step only exists if the implementation has offers.

In the "Booking order" step, you choose the offer through which the participants are added. If this offer uses forms, a separate step follows for each form, labelled with its step name. These steps are located between the steps "Booking order" and "Membership" and appear as soon as you leave the "Booking order" step with "Next". You fill in the forms once, and OpenOlat saves the answers for each selected person with their own booking order. The option "Without booking order" only appears if the implementation is set to Allowed without booking order in the Catalog tab. With this option, no booking order is created, and no steps for forms follow.

Two steps for forms between the Booking order and Membership steps


Tab Members > Invitation and membership requests

When participants are assigned to an implementation, they receive a system notification by email depending on the context:

  • Assignment to a course: notification with a link to the course area
  • Assignment to an educational product: notification with a link to the course area
  • Assignment to a group: notification with a link to the group area

The notification box "Accept membership requests" appears in the course area, in the group area, and directly on the course or educational product info page. Participants can accept or decline the request there. Acceptance is possible equally at all three locations. With "Later", they close the notification box without deciding.

The notification box Accept membership requests with the actions Details, Accept and Decline

Important

Whether confirmation by the invited persons is required depends on the reservation requirement configuration. Details on this can be found in the section on confirming membership below.

For administrators: System-wide configuration of the invitation >


Tab Members > Confirmation of membership by line managers/education managers

The Course Planner can be set up so that a booking request must be confirmed by an administrative role (e.g. a line manager or education manager). With this setting, users can book a course, but the manager must confirm or decline the booking in an intermediate step.

If you add participants yourself, choose "With confirmation" in the "Membership" step of the wizard. Under "Confirmation by", you determine whether "Administrative roles" or the "Participant" confirms, and under "Confirmation until" the date by which the confirmation must take place. With "Standard", the membership is active immediately.

This approval step can also be set up for all offers, except when paying with Paypal (since payment/booking there is immediate).

The choice between Standard and With confirmation, plus confirmation by administrative roles and the Confirmation until field

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Tab Catalog

The various implementations can be offered in the catalog. To do this, an offer must be created, as for every catalog entry.

The "Offers" subsection shows, from top to bottom, the overview, the settings, the offers with the Add offer button and the booking order forms.

The overview, the Settings section and the offers of an implementation with the Add offer button

To draw the attention of potential participants to an offer in the catalog, you can send a direct link to the offer, e.g. in an email. You will find the links in the overview of the offers (per implementation in the Catalog tab). The "Links" dialog lists one direct link each for the external and the internal catalog. A click on the QR code icon in front of a link shows the link as a QR code.

The Links dialog with one direct link to the offer each for the external and the internal catalog, a QR code icon in front of each link

Tab Catalog > Settings

In the Settings section below the overview, you define whether every participation in this implementation must be booked through an offer and how high up the implementation appears in the catalog.

  • Booking: The setting determines whether adding a participant in the Course Planner requires a booking through an offer. With "Allowed without booking order" (default), the wizard in the Members tab also offers adding participants without an offer. With "Requires booking order", this option is missing and every addition goes through an offer. The setting applies to the whole implementation, not to a single offer.
  • Catalog priority when sorting: Priority determines how high up an offer appears in the catalog. Use the Edit button next to the value to change it. The row only appears if "Sorting by priority" is switched on in the system administration: Administration > Modules > Catalog > Tab "Settings". More about sorting by priority >

The Booking selection with Allowed without booking order and Requires booking order, below it the Catalog priority when sorting with the Edit button

Tab Catalog > Booking order forms

If an implementation needs more than a name and a billing address at booking, for example dietary requirements, prior knowledge or a membership number, forms collect the information needed when booking an offer. For each offer, you define which forms are used and in what order. An offer for working professionals can thus ask different questions than an offer of the same implementation for students. The answers are then available in three places: with the form in the implementation, with the booking order and with the membership of the person.

A form learning resource serves as the form. The section only exists for implementations in the Course Planner, not for offers of a course or another learning resource. Offers of the offer type PayPal Checkout do not use forms. Everyone who may edit the implementation can add, use and remove forms; the roles are listed in the rights matrix.

A form is used in two stages. First you add it to the implementation, then you switch it on in the individual offer. A form that has only been added is not yet required at booking.

Add form

You will find the section Booking order forms below the offers:
Course Planner > Implementations > "your implementation" > Tab Catalog > Offers > Button "Add form"

You can choose form learning resources with the usage "Embedding" that you can access in the authoring area. The dialog opens with your "Favourites"; you find all other forms under "My entries" or "Search form". The chosen form is then available to all offers of the implementation, but no offer uses it yet.

The forms with step name, position per offer and the counters per status, plus Export data and Add form

The table lists for each form:

  • Title and Reference of the form learning resource.
  • Step name: the label under which the form appears as a step when booking. When the form is added, OpenOlat takes over the title of the form. A click on the step name opens Edit step name; the field must not be left empty.
  • Offer: one column for each offer of the implementation, labelled with the internal label of the offer or, if none is set, with its offer type. If the offer uses the form, the column shows its position.
  • #Open, #Completed, #Cancelled: the number of forms per status. "Open" is a form that belongs to a booking order but has not been filled in yet. "Completed" is a filled-in form. A form becomes "Cancelled" when its booking order is cancelled.

The views "Used" and "Not used" narrow the list down to forms that at least one offer uses or that no offer uses. Under the 3 dots at the end of the row, "Open form" opens the form learning resource and "Remove form" takes the form out of the implementation.

Use a form in an offer

For a form to be required at booking, switch it on in the offer. To do this, open the offer for editing. If the implementation has forms, the dialog shows the section Booking order forms. There you determine which forms are used for the offer and in what order.

  • Use: The toggle adds the form to this offer. It is switched off at first.
  • Position: Use the arrows to set the order of the forms used and thus the order of the steps when booking.
  • Title, Reference and Step name are for orientation. You change the step name in the table of the implementation.

OpenOlat applies the changes when you save the offer.

Two forms in use with the Use toggle switched on and the arrows for the position, below them a form that is not used

If persons have already booked the offer, OpenOlat creates one form with the status "Open" for each of their booking orders when you switch it on. These persons count under #Open until someone fills in the form via Edit form.

Forms when booking

When a person books an offer that uses forms, OpenOlat guides them through a wizard. Each form is a separate step, labelled with the step name and in the order of the position. This applies to the offer types Freely available, Access code and Invoice. The booking is only completed once all forms have been filled in; the answers are then stored with the booking order with the status "Completed". The forms of the chosen offer also appear as steps when adding participants in the Members tab. How the booking person goes through the wizard is described in Booking with forms as a wizard.

View and export answers

If you expand the row of a form in the table of the implementation, all persons appear with offer, booking order, status and submission date. The views "Open", "Completed" and "Cancelled" and the "Status" filter narrow the list down. Open form opens the form learning resource in a new browser tab, Export downloads the answers of this one form.

The expanded row of a form with the persons, their offer, booking order, status and submission date and the views Open, Completed and Cancelled

View form shows the filled-in form. Above it you see the implementation and the person as well as offer, booking order, submission date and status. Edit form under the 3 dots corrects the answers as long as the form has the status "Open" or "Completed". A cancelled form can only be viewed.

A filled-in form, above it the implementation and the person as well as offer, booking order, submission date and status

Export data above the table downloads the answers of all forms shown. For each form, OpenOlat creates an Excel file with the sheets "Response - Completed" and "Response - All". With several forms, with a form that contains the element "Upload file" or with a configured PDF service, you receive a ZIP file. It contains the Excel files, the uploaded files and, with a configured PDF service, each form as a PDF.

The detail view of a booking order and the detail view of a membership list the same forms with status and submission date.

Disable or remove a form

There are two ways to take a form out of booking. They differ in what happens to the submitted forms:

  • Switching off Use in the dialog of the offer: The form is no longer used when booking this offer. The submitted forms remain. If submitted forms already exist, you confirm the step in the Disable form dialog.
  • Remove form in the table of the implementation: The form leaves the implementation and all its offers. The submitted forms are deleted.

Attention

Remove form deletes all submitted forms of this form. If the answers are to be kept, switch off Use in the offers instead or export the data beforehand.

Tab Catalog > Booking orders

If offers with booking options have been added to the catalog, the booking orders and their details can also be found under the "Catalog" tab in the "Booking orders" subsection.

The tabs "All", "Open", "Done", "Paid", "Cancelled" and "Error" as well as the filters "Status", "Offer type" and "Offer" narrow down the list. If the offer type Invoice is available, the tabs "Adjusted amount" and "Address proposal" are added. Export booking orders gives you the booking orders of the implementation as an Excel file. It contains the same columns as the Booking orders report, so with the customer number switched on also the three customer number columns.

The menu at the end of a row offers different actions depending on the status of the order. For an open order with a price these are «Set as "Paid"» and "Change price", for a paid one «Set as "Open"». If there is a billing address or an address proposal, you change the address of an open order with "Change billing address". "Write off booking order" is available for every open order, "Change cancellation fee" for a cancelled order with a cancellation fee.

The Export booking orders button, tabs and filters by Status, Offer type and Offer, plus a note icon for the participant's comment

If the booked offer requires forms, the detail view of a booking order shows the section Booking order forms with title, reference, step name, status and submission date. There, the forms can be viewed and, as long as they are open or completed, edited.

If a booking order has a billing address with a recorded customer number, its detail view shows the number as the first line of the billing address.

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Tab Settings

Everything that describes and controls an implementation is set in the sub-tabs of the settings. The sub-tabs "Metadata", "Infos", "Execution" and "Options" are always available, "Automation" and "Assessment" only under the conditions named in their sections below. For the implementation itself, not for its subordinate elements, the Preview info page button shows how the info page of the implementation appears.

The sub-tabs of the settings from Metadata to Options and the Preview info page button

Metadata of the settings

The metadata entered here is used to simplify search processes, for example.

Mandatory fields are "Title", "Reference" and "Type". For an implementation, the "Implementation format" is added. If taxonomies are configured for the Course Planner, you assign subjects via "Browse"; with the catalog switched on, the field of an implementation is called "Subjects / Catalog". Administrators also see the "ID" of the element, in the form and in the header of the settings.

The mandatory fields Title, Reference and Type as well as the fields Implementation format and Subjects / Catalog

Infos in the settings

With the details in the "Infos" tab you determine how the implementation appears in the catalog and on its info page. The tab is structured in the same way as the "Info" tab of a course, where the individual fields are described. For an implementation, the tab contains the following details, for a subordinate element only the cover image:

  • "Cover image (jpg, png, gif)", the "With teaser movie" toggle, "Teaser" and "Description".
  • Section Facts: "Authors / taught by", "Main language" and "Expenditure of work".
  • Section Display settings: Under "Display on info page" you choose whether the info page shows "Outline", "Events", "Meet your teachers", "Certificate" and "Credit points". If "Meet your teachers" is selected, you define under "Members displayed as teacher" who appears as teacher: "Teachers in events", "Coaches" or "Course owners". At least one role is then mandatory, the number in brackets states how many persons the implementation has in this role.
  • Collapsible section Additional information: "Objectives", "Requirements" and "Certification".

In the display settings, the implementation differs from the course in three points:

  • Outline: The option shows the structure of the implementation with its elements on the info page. It is available if the element type allows sub-elements. A course does not have this option.
  • Credit points: The option is available as soon as administrators have switched on the credit points; "Events" and "Certificate" are always available. If "Credit points" is selected, the mandatory field "Credit points" appears below it: there you enter the number and choose the credit point system.
  • Default settings: A new implementation starts with the default settings from the Module Course Planner. If you select "Meet your teachers" again, the roles defined there are preselected.

Five options from Outline to Credit points, the roles with their number of people and the Credit points field with amount and credit point system

Execution in the settings

The execution settings include the execution period, the location and the number of participants.

The execution period with begin and end date, the location and the number of participants with min. and max.

Configure automation

In the "Automation" subsection of the settings tab, you define when courses are instantiated automatically and when status changes are triggered automatically.

The subsection appears for elements whose element type has the use "Implementation" or "Element". For the use "Implementation or element (legacy)" it is missing.

If a course is to be used multiple times in exactly the same way, it can be created as a template. The courses are then created from the template for each implementation. Instantiation can take place automatically at a specific time and role-specifically, e.g. accessible to coaches a few days before an implementation starts. Until then, the template owners can still work on the template while the organizational planning in the Course Planner is already under way.

Scope of the automation rules:

Automation rules are defined at two levels:

  • Element type level in the system administration under Administration > Modules > Course Planner > Tab Element types: Administrators define default rules for each element type. These rules serve as a template for all elements of this type.
  • Element level Settings tab > Automation: For each individual element, you decide whether the rules of the element type are adopted or overridden individually.

Two modes are available for the individual element:

  • "Adopt from type "Element type"": The element uses the default rules of the element type. The label names the type and whether rules are active there. If administrators adjust the template, this automatically affects all elements that use this mode.
  • "Override": The element uses deviating, individually configured rules, independent of the element type.

Types of automation rules:

Type Trigger
On status change An action is triggered as soon as the implementation or element status reaches a certain value.
Time-controlled An action is triggered relative to the start or end of the implementation period.

Execution of the rules:

Enabled automations run once a day at a fixed time. The information text above the configuration names the time.

As soon as at least one rule is active, the header of the implementation above the tabs shows the date of the next execution under "Automation". If no execution is pending, a dash appears there.

Table of rules:

Below the configuration, a table lists the rules of the element. The tabs "All", "Relevant", "Implementation" and "Content" above it narrow down the list; for elements with the use "Element", the third tab is called "Element". "Relevant" is preselected and shows only the rules that are switched on. "Implementation" and "Content" show the rules that concern the implementation itself or its courses. For each rule, the columns give "Context", "Automation", "Target status" and "Condition", plus under "Implementation status is", for elements "Element status is", the status that the implementation or the element must have for the execution, as well as "Planned execution" and "Execution date". The toggle in the "Rule" column shows whether the rule is switched on.

The Override mode and the table of rules with context, automation, target status, condition and planned execution

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To the to-dos on CPL elements >

Assessment in the settings

The sub-tab "Assessment" requires certification programs to be switched on in the OpenOlat instance, which is the default. It is then displayed for implementations of type Single course and for every implementation that is already assigned to a certification program. Here you link the implementation directly to a certification program, without going through the program itself.

  • Use the "Certification program" toggle to show the selection of a program. The link is only saved once you have selected a program; without a program, the toggle is back on "Off" the next time you open the sub-tab. If you switch it off while a program is linked, the same confirmation dialog appears as with "Remove".
  • If no program is linked yet, use the "Select" button to choose a program. The "Select certification program" dialog shows title, reference, validity period, recertification and required credit points. It only lists programs whose Administrative access contains the organisation of the product. In addition, you must be a certification program owner of the program or have the role Administrator, Principal or Course planner in one of its organisations. If the list stays empty, check the Administrative access of the program first.
  • If a program is linked, a panel shows the program title and, if set, the reference. Validity period and required credit points appear there provided they are configured on the program, the recertification only if it is switched on for the program. Use "Open" to open the program in a new tab, provided you have access to the program. Use "Remove" to remove the link; the confirmation dialog "Remove certification program" completes the step. Participants who have already received a certificate remain members of the program.

The toggle and the "Select" and "Remove" buttons can be used by administrators, course planners and product owners.

The Certification program toggle and the Select button as long as no program is linked

The program list with title, reference, validity period, recertification and required credit points

The linked program with validity period, recertification and the actions Remove and Open, shown when the Certification program toggle is on

An implementation can also be added directly via the certification program.

When copying an implementation, the link to the certification program is applied, provided you have permission for the program. If the permission is missing, the wizard shows the warning "The certification program cannot be applied due to a lack of permissions." Copying creates an entry in the program's activity log.

Options in the settings

Separate settings can be made here for each implementation:

  • Calendar configuration
  • Calendars
  • Absences configuration
  • Absences
  • Progress configuration
  • Progress

Calendar, absences and progress configuration, each adopted from the type or overridden, with the Calendars, Absences and Progress switches

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Tab Absences

This tab only appears if absences have been activated on the element.

Activation takes place in the implementation settings: Settings tab > Options > Absence configuration.

Per participant the units, attended, not excused, authorized and dispensed, plus the Progress column with bars and % Attended, below them the Total row and the colour legend

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Tab Reports

The reports that can be created here relate to the currently selected implementation.

In contrast, the report creation, which can be called up in the Overview, refers to all implementations. The structure of the Excel files (columns) and the procedure for creating them is identical for both.

The report templates with the Run column and below them a generated report as an Excel file with Info, Copy to, Delete and Download

Click on the icon in the "Run" column to generate Excel files with the current data using the listed templates.

You will then find the Excel files created in this way listed at the bottom of the screen. They can be copied and downloaded.

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Copy an implementation

You will find the "Copy element" action in the list of implementations at the end of a line under the 3 dots.

The Copy element action in the menu of the 3 dots at the end of a row, which starts the copy wizard

In the first step of the small wizard, you can select whether course content, events, members, to-dos and room bookings should also be copied. Under Title and Reference, the wizard suggests the details of the original element with the addition "(Copy)". The copy adopts the display settings from the original element, not from the default values of the administration.

  • Content: "Copy" reuses an existing template and copies the events; if no template is available, the course is copied. "Reuse" shares the course with other implementations or reuses the template. "Don't copy" adopts no course content.
  • Standalone events: Events without a course are adopted with "Copy", not with "Don't copy".
  • To-dos and Room scheduling: see Adopt to-dos when copying and Adopt room bookings when copying.
  • Coaches: "Standard" copies the memberships and the assignments to events, "Membership only" only the memberships, "Don't copy" none.
  • Master coaches / Course owners / Element owners: "Including membership" copies the memberships, "Don't copy" none.

Title and reference of the copy as well as the options for course content, standalone events, to-dos, room scheduling and memberships

The second step of the wizard shows you an overview of the elements that will now be copied.
You can still make adjustments here (especially to the events).
Click on the + in front of an element to display the courses and events of the element.

The elements to be copied with the counters #Courses, #Templates, #Events, #Rooms and #To-dos, one element expanded with the Rooms column in the Events table

In the detail areas "Courses", "Events" and "To-dos", the "Activity" column shows with an icon what happens to the individual row: copy, reuse or don't copy.

An implementation contains many different dates that are arranged in a specific order. When copying, all of this data can be automatically adjusted and moved together. To do this, use the "Shift all dates" button in the "Overview elements" step, at the top right of the list of elements. The dialog shows the "Reference date (earliest)". Under "Shift by" you choose between "Date" and "Days" and then enter the "New date" or the number of days.

The Shift all dates dialog shows the earliest date as the reference date, under Shift by you choose Date or Days and enter the new date

If the implementation has offers, the third step "Offers" follows. It lists the offers of the original element, all of them selected; an offer you deselect is not included in the copy. If an offer has a period, the wizard shifts it by the same number of days as "Shift all dates". You adjust the period in the row of the offer.

Adopt to-dos when copying

Whoever copies an implementation takes its to-dos over into the copy and does not have to create them again for the new implementation. In the first step of the wizard, the "To-dos" selection determines how this is done:

  • Standard: Copy to-dos with assignments.
  • To-dos only: Copy to-dos without assignments.
  • Don't copy: To-dos are not copied.

With "Standard", the copy also takes over the entries under "Assigned" and "Delegated". The persons entered receive a single e-mail per copy, not one per to-do: with several to-dos the e-mail "New to-dos" with one line and one link per to-do, with exactly one to-do the e-mail "New to-do". With more than 20 to-dos, the e-mail shows the first 20 and below them the line "… and N more". OpenOlat sends the e-mails only once the copy is completed; if the copy is aborted, no e-mail is sent. If you do not want to trigger any e-mails when copying, choose "To-dos only" or "Don't copy"; with "To-dos only" the to-dos are created without entries under "Assigned" and "Delegated", and you assign them manually afterwards. A to-do deselected in the "Overview elements" step is not copied and does not appear in any e-mail.

Exceptions, for example for the person who copies and is entered themselves, are described in the section When OpenOlat sends e-mails about to-dos.

In the overview of the elements, the "#To-dos" column shows how many to-dos an element contains. In the detail view of an element, the "To-dos" section lists all to-dos with the columns "Activity", "Title", "Priority", "Date input" (absolute or relative), "Due date", "Due" (the remaining time), "Status", "Assigned", "Delegated" and "Tags". Use the checkbox at the start of a row to deselect individual to-dos from copying. If no to-dos exist, the note "No to-dos available." is shown.

The #To-dos column in the overview of the elements and below it the To-dos area of an expanded element with three selected to-dos that are copied along

Adopt room bookings when copying

If the module "Rooms" is activated, the first step of the wizard additionally shows the "Room management" section. The "Room scheduling" selection there determines whether the room bookings of the events are copied as well:

  • Copy: The room bookings are copied along with the events. This option is preselected.
  • Don't copy: The room bookings are not copied.

The selection is only active if events are copied at all, that is if the "Copy" option is selected for Content or for Standalone events. Otherwise it is greyed out and no bookings are created.

You cannot see the Room management section?

The section only appears once a system administrator has activated the module "Rooms".
Manage rooms (administration) >

The copy takes over the room of the original booking. The period of the booking follows the copied event: if you shift the events with "Shift all dates", the bookings move along with them. When copying, OpenOlat does not check whether the room is still free in the new period. Conflicts such as a double booking only appear afterwards as a warning in Room Scheduling.

In the "Overview elements" step, the "#Rooms" column additionally appears if the module is active and the "Copy" option is selected; expand an element and the "Events" table there also lists the "Rooms" column with the booked rooms. With "Don't copy", both columns are missing.

The "Copy element" action is available to administrators, course planners and product owners. You will find the complete overview in the rights matrix of the Course Planner.

You copy individual events in the event list of an implementation instead, with the "Copy" action. If you mark several events there and copy them together, OpenOlat takes over the room bookings automatically. If you copy a single event, the editing dialog of the copy opens with an empty "Rooms" field; you then select the rooms yourself.

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Delete an implementation

You will also find the option to delete in the list of implementations at the end of a line under the 3 dots.

The Delete action in the menu of the 3 dots at the end of a row

If you have already opened an implementation, you will also find the option to delete it at the top right under the 3 dots.

The Delete action in the menu of the 3 dots at the top right, above the tabs

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Further information

Mentioned on this page
Course Planner: Overview >
Course Planner: Import / Export >
Overview pages and widgets >
Course Planner: Dashboard >
Course Planner: To-dos >
How do I plan and run courses with the Course Planner? >
Course Planner: Products >
Course Settings - Tab Execution >
Module Organisations (Administration) >
Module Groups (Administration) >
Catalog 2.0 - Offers >
Catalog 2.0 - Sorting/order >
Forms - Overview >
Reports: Booking orders >
Course Settings - Tab Info >
e-Assessment Administration: Credit points >
Module Course Planner (Administration) >
Course Planner: Certification programs >
Course Planner: Reports >
To-dos: basics >
Module Rooms (Administration) >
Course Planner: Room management >

Further reading
How do I create my first OpenOlat course? >
Course Planner: Events >
How do I plan and run a curriculum with the Course Planner? >

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