New Feature EP-4219 Booking - Choose if attendees are invited or notified only

In release 5.30.0

This work has been developed to allow you to choose if an attendee is invited to a planning meeting or assessment, or if they are purely notified that it is to take place. The benefit of this, is that a user that is invited to a Teams meeting will be able to view the recording, however if they are only notified and not an actual attendee, they will have no rights to view the Teams recording.

This work comprises 2 tickets that will appear on the release notes as:-

• EP-4221 Planning Meeting - Attendees to have a toggle to be notified only

• EP-4220 Assessment Plan - Element attendees to have a toggle to be notified only

Planning Meetings

Overview

Planning meeting screens have been updated to allow attendees to be added, without receiving invite information.

Changes to Functionality

They are designed to run in tandem with the existing:

“Planning → Meeting Invitation” and “Planning → Meeting Rescheduled” notifications.

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Comms Info

These new communications are designed to replicate the existing communications, minus attendance information (such as remote meeting join links, ICS attachments, etc.).

The attendee sections of the following screens have been updated to contain a new “Is Invited” flag:

• Planning → Book Planning Meetings

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Book Planning Meetings showing the new toggle for “Is Invited”

• Schedule Assessment Planning Meeting (accessed via the Planning → Manage Planning Meetings or Gateway Review → Completed screens)

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The Schedule Assessment Planning Meeting screen

When an attendee is added via either of these methods, they are added with the new “Is Invited” switch set to “On” - saving the meeting with this switch enabled, will behave the same as before e.g. adding the attendee to any scheduled teams meeting (if enabled), and sending out the Planning → Meeting Invitation communication.

Saving an attendee without this switch enabled will not add the attendee to any scheduled Teams meeting (if enabled), and will send the Planning → Meeting Schedule Info communication instead.

Assessment Plan

Overview

We have made changes to both the Assessment Plan and Assessment Bookings screens with regard to attendees and the ability to mark them as being invited, or not to the assessments.

Changes to functionality

Assessment Plan

• We have added a new field against assessment plan attendees titled “Is Invited“. This field is a toggle switch that allows you to set whether the attendee should be invited to the assessment or just be notified of it.

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• When the option is toggled on, the attendee will receive the relevant invitation comms when they are triggered through the “Save and notify“ option, however when the option is toggled off they will receive the “non-invite” alternative comms, depending on your communication settings.

• On the assessment plan screen the primary EPA set for the assessment is automatically added as an attendee to the list. As a result of this, you will notice that the primary EPA’s toggle option is forced to be set to on and it cannot be disabled. This in effect means that the primary EPA will always be invited to the assessment. This is to prevent issues occurring across assessment plan and bookings etc.

• Additionally there is also a help icon next to the “Is Invited” header in the attendees table, to give a little extra information what the field is for.

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Help tooltip info

Assessment Bookings

• We have added a new field against the assessment booking attendees titled “Is Invited“. This behaves in the same way as documented above for the assessment plan.

• The key difference is that the primary EPA for the assessment booking is not added to the attendees list on the assessment booking screens. The are automatically added to the booking, when the booking is saved and therefore are always invited. This keeps the behaviour consistent between the two pathways.

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Communications

• We have added new comms for this additional process, these will act as the alternative to the invite related comms for these “non-invited” attendees.

Below you will see a list of the new comms added with a description of their purpose.

All the below comms relate directly to when an attendee has the “Is Invited“ option toggled off.

• Component Scheduled Info this is the alternative for Component Invitation - The component scheduled info comm is designed to include any information about the assessment that you want non-invited attendees to be aware of.

• Component Rescheduled Info is the alternative for Component Rescheduled - The component rescheduled comm is designed to include any information about a rescheduled assessment that you want non-invited attendees to be aware of.

• Component Resit Info is the alternative for Component Resit - The component resit comm is designed to include any information about a resit assessment that you want non-invited attendees to be aware of.

• There is also one additional alternative comm, specifically made for the assessment booking screens. The comm is as follows:

  • Assessment Booking Scheduled Info alternative for Assessment Booking Invite - The assessment booking scheduled info comm is designed to include any information about an assessment booking that you want non-invited attendees to be aware of.

For both areas of work we have also created the equivalent communication templates:-

• Meeting Schedule Info

• Meeting Reschedule Info

Impacted Areas

• Planning meetings

• Assessment Plan → Attendees

• New Assessment Bookings → (Book, Pending, Rejected, Resit and Retake) Attendees

• Communications

• Communication Templates

Permissions

• None