Feature - EP-3775 Updates to Communication options; component and meeting notifications

SETUP REQUIRED TRAINING RECOMMENDED

Overview

We have adjusted the communication options for component and meeting notifications to improve the clarity of descriptions and better reflect how they are intended to function. This includes adjusting descriptions, available user types and the underlying logic. These changes should make it easier to understand, predict, and provide the most flexibility.

Key

Changes to Functionality

Component Communication

We have adjusted how component communications are sent to ensure they’re only sent to attendees of the booking. This will provide increased flexibility and also match the descriptions of the notifications. We have also removed the deprecated user types in favour of only sending to attendees, this change will make it much easier to predict what comms will be sent to who and also provides the most flexibility. Below is a list of changes that have been made to each communication:

Open

Example of the reduced list of user types

• Awarding Organisation user type removed, as it’s not currently possible for this user type to be an attendee

• Deprecated Apprentice’s On Programme Assessor guest type has been removed - guest attendees should be used instead

• Deprecated Apprentice’s Workplace Mentor guest type has been removed - guest attendees should be used instead

• Deprecated Element Employer/Mentor guest type has been removed - guest attendees should be used instead

• Deprecated Element Provider guest type has been removed - guest attendees should be used instead

• Deprecated Employer Contact guest type has been removed - guest attendees should be used instead

• Deprecated Provider Contact guest type has been removed - guest attendees should be used instead

• Descriptions have been amended for improved clarity

Assessment Plan

We have added a shortcut to the element attendees section. Similar to planning meetings these two shortcuts will allow for the on-programme assessor and/or workplace mentor to be easily added as a guest to the attendee without having to copy over the details manually. These will then be configurable under the comms screen’s Element Guest type.

Open

Example of new shortcut buttons

Planning Meeting Guests

The planning meeting guest user type has been updated to support phone numbers, this is to bring it in line with our other guest user types within epaPRO. This also means the “SMS” method for notifications to planning meeting guests will also be available for use.

Planning Meeting Communication

We identified that a few of the comms relating to planning meetings were inconsistent with the others and some had misleading descriptions. These have been amended. The affected communications and their changes are:

Meeting Cancellation

• User type and guest type descriptions have been updated.

• Removed the Apprentice’s On Programme Assessor guest type - it was not possible for this guest type to receive this communication as it was only sent to attendees

• Removed the Workplace Mentor guest type - it was not possible for this guest type to receive this communication as it was only sent to attendees

• Removed the Employer Contact guest type - it was not possible for this guest type to receive this communication as it was only sent to attendees

• Removed the Provider Contact guest type - it was not possible for this guest type to receive this communication as it was only sent to attendees

Meeting Invitation

• User type and guest type descriptions have been updated

• Added the awarding organisation user type as it’s possible for this user type to be an attendee of the meeting - this has defaulted to being disabled

Meeting Provisional Booking

• User type and guest type descriptions have been updated.

Meeting First Reminder

• The logic that decides who this communication is sent to has been adjusted to bring it in line with the other meeting communications. This communication will now only send to attendees of the meeting.

• User type and guest type descriptions have been updated.

• Added the awarding organisation user type as it’s possible for this user type to be an attendee of the meeting - this has defaulted to being disabled

Meeting Second Reminder

• The logic that decides who this communication is sent to has been adjusted to bring it in line with the other meeting communications. This communication will now only send to attendees of the meeting.

• User type and guest type descriptions have been updated.

• Added the awarding organisation user type as it’s possible for this user type to be an attendee of the meeting - this has defaulted to being disabled

Meeting Rescheduled

• User type and guest type descriptions have been updated.

• Added the awarding organisation user type as it’s possible for this user type to be an attendee of the meeting - this has defaulted to being disabled

• Removed the Apprentice’s On Programme Assessor guest type - it was not possible for this guest type to receive this communication as it was only sent to attendees

• Removed the Workplace Mentor guest type - it was not possible for this guest type to receive this communication as it was only sent to attendees

• Removed the Employer Contact guest type - it was not possible for this guest type to receive this communication as it was only sent to attendees

• Removed the Provider Contact guest type - it was not possible for this guest type to receive this communication as it was only sent to attendees

Meeting Updated

• User type and guest type descriptions have been updated.

• Added the planning meeting guest user type as this was missing - it has been defaulted to disabled

Meeting Booking Rejected

• The logic that decides who this communication is sent to has been adjusted to bring it in line with the other meeting communications. This communication will now only send to attendees of the meeting and the creator (subject) of the meeting.

• Added missing apprentice user type - it has been defaulted to disabled

• Added the planning meeting guest user type as this was missing - it has been defaulted to disabled

Impacted Areas

• Communication Management

• Assessment Plan

• Planning Meeting