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
❌ | Removed |
- | Unchanged |
| Added |
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:
Awarding Organisation | Deprecated Apprentice’s On Programme Assessor | Deprecated Apprentice’s Workplace Mentor | Deprecated Element Employer/Mentor | Deprecated Element Provider | Deprecated Employer Contact | Deprecated Provider Contact | |
|---|---|---|---|---|---|---|---|
Component Cancelled | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Component Invitation | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Component First Reminder | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Component Second Reminder | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Component Rescheduled | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Component Resit | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
Component External Assessment | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ | ❌ |
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.
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:
Awarding Organisation user | Apprentice’s On Programme Assessor | Apprentice’s Workplace Mentor | Deprecated Element Employer/Mentor | Deprecated Element Provider | Deprecated Employer Contact | Deprecated Provider Contact | Planning Meeting Guest | Apprentice User | |
|---|---|---|---|---|---|---|---|---|---|
Meeting Cancellation | - | ❌ | ❌ | - | - | ❌ | ❌ | - | - |
Meeting Invitation |
| - | - | - | - | - | - | - | - |
Meeting Provisional Booking | - | - | - | - | - | - | - | - | - |
Meeting First Reminder |
| - | - | - | - | - | - | - | - |
Meeting Second Reminder |
| - | - | - | - | - | - | - | - |
Meeting Rescheduled |
| ❌ | ❌ | - | - | ❌ | ❌ | - | - |
Meeting Updated | - | - | - | - | - | - | - |
| - |
Meeting Booking Rejected | - | - | - | - | - | - | - |
|
|
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
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