With Tribe CRM's course administration module, you plan all courses, trainings and workshops quickly and accurately. Link participants to the right course and schedule all lessons, register course participants' attendance and easily send them an e-mail so that they are informed of the latest schedule changes. In addition, teachers and learners have the information they need at their disposal in a portal. In this article, you will learn more about using the course administration module.
What settings are there?
How do I create a new course?
What do I see in the course activity?
How do I add a course participation activity?
How do I create a lesson schedule?
How do I send an e-mail to one or more learners?
How do I register a student's attendance?
Course participants must register for each lesson
Is there a teacher and/or student portal?
1 What settings are there?
Before you register a new course, there are a number of settings to adjust. Some of these settings require administrator rights. Navigate to configuration and click on courses.
Instructors
For a course and a lesson, you define the teacher or instructor. The data, such as name, address, e-mail etc., of the instructor are recorded in the Course instructors section . Click the + course instructor button to create a new instructor. You can also create a new instructor via the + button in the blue bar. A user does not need administrator rights for this.
Locations
A course is taught in a specific location. Define all locations in the Course Locations section.
Click the + course location button.
Enter the name of the location, for example Room 1B.
Enter the name of the location, for example Hotel by the Sea.
Enter the address details of the location.
Save the data.
Holiday periods
In chapter 5 of this article, we explain how to create a lesson schedule for the course. For example, a course consists of 10 lessons taught every Monday. When creating the lesson schedule, Tribe will take into account the holiday periods as defined. No course will be scheduled during the holiday period. The planning will automatically move to the week after the holiday.
Holiday periods are defined in the Holiday section. Click the button + holidays to define a new period.
Course templates
A particular course often has several starting moments during the year. You record these different moments in a course template. In a course template you record the fixed data for this course, such as the number of lessons, maximum number of participants, lesson duration, etc. When creating the course, you can use the predefined course templates. In the course, the data is added automatically when you select the template. This data can always be modified in the course, if a change is necessary.
Follow the steps below to create a course template:
Click the + course template button.
Enter the name of the lesson and enter the remaining fields.
Click the set up button for the lesson schedule.
Specify whether the lesson repeats daily/weekly/monthly/etc. and on which days or time it applies.
Save the course template using the save and open button.
Add a course location if required.
Add any standard course documents. These are automatically added to the course when using this template
Save the data.
Email templates
For communication to students, we advise you to use the standard e-mail templates functionality in Tribe CRM. This allows you to quickly and uniformly send an e-mail to one or more participants. Want to know more about creating e-mail templates? Then read this article in the knowledge base.
2 How do I create a new course?
Click the + Button in the top right-hand corner of the blue bar
Click on Course. Enter the subject and select a course template.
The data from the course template will be filled in automatically. Adjust them if necessary.
Select the relation to which the course should be linked.
If necessary, activate the option Participants must register for each class. This feature is explained in more detail in a subsequent chapter.
Click save and open to complete further details of the course.
3 What do I see in the course activity?
The course activity contains all the information related to this specific course. In this chapter, we then explain the different sections.
Details: The details contain the general data of the course. These details are filled automatically based on the course template, or added manually by the user. In the lesson schedule section, you will find the course interval. Here you can also create the lesson planning for the course. More on this in a later chapter.
Lessons tab: Here you will find all the distinguished lessons scheduled for this course.
Course files tab: Here you can see the files necessary to run the course. These can be manually uploaded into the course, or automatically added based on the files from the chosen course template.
Participants tab: Here you can find all participants in the course, possibly filtered by certain data.
Email participants tab: This tab allows you to send one or more participants an e-mail.
4 How do I add a course participation activity?
When a student registers for a course, you create a course participation. The easiest way to add a course participation is via the course itself on the tab course participation.
Open the course on the course participation tab.
Click the blue + button or the + add button.
Search for the relation already exists in the CRM or create it.
Enter the remaining fields if necessary.
Click save and open.
The created course participation activity is unique for this particular course. Should a person take or have taken several courses, there are several course participation activities registered with the person. These are each linked to a different course. Within the course participation activity, you record the communication for this specific student and course. If the person's details change, such as a change of address, you record this at personal level.
When you have finished adding data to the participation, you can quickly navigate back to the course via the activity header.
It is also possible to create the course participant from the general + button in the blue bar. Select or create the person and select the course you want to link this person to.
The view(s) on the participants tab can be customised as desired by, for example, adding a filter or columns. For example, it can be valuable to create a view based on stage to see which enrolment is final or not.
5 How do I create a lesson plan?
Based on the data entered in the course, it is possible to create an automatic lesson schedule. It is also possible to manually add lessons to the course.
Follow the steps below to manually add a lesson:
Open the course.
Click on the lessons tab.
Click on the + button or the + add button.
Enter the necessary data.
Save the data.
Follow the steps below to automatically add the lesson based on the data in the course.
Open the course.
Open the lesson planning section.
Check the settings of the course.
Click the Create lessons according to schedule button.
Open the lessons tab. The lessons have been created at the desired interval. This takes into account the holiday periods you have defined in the configuration.
Please note the following when planning the lessons. The start date of the course determines the time from when it will be scheduled. In the example below, 5 June 2023. This is a Monday. However, in the lesson planning schedule, you have added a weekly interval, whereby the course should take place on Tuesdays and Thursdays from 09:00. So the first lesson will take place on 6 June 2023, as this is the first Tuesday after the start date of 5 June 2023.
After you have created a lesson schedule automatically, you can adjust each individual lesson manually. For example, if one lesson has a different start time, or to change the subject of each lesson.
6 How do I send an e-mail to one or more learners?
Via the tab participants e-mail you can e-mail one or more students at all times. When you open the tab, all participants are shown.
Select the persons you want to e-mail by placing a check mark. You can check the box manually or by using a filter in one of the columns.
Enter the subject of the mail.
Type the mail or select a template.
Click the send e-mail button.
The mail is sent to each individual participant, it is reflected in the timeline of the course participation activity and in the person's timeline. This gives you insight into all communication with the person across all courses.
7 How do I register a student's attendance?
When a student registers for a training course, it is also necessary to know whether this person has attended the class. It is therefore possible for the instructor or course leader to keep an attendance registration per lesson.
Follow the steps below to register attendance:
On the course.
Open the lessons tab.
On the current lesson.
Tick the attendees, leave the box blank for those not attending.
Click on the register attendance button.
On the attendance tab, you can check the registration. Create a view here to have the desired data immediately visible.
8 Participants must register for each lesson
When creating a course, you can activate the option 'Participants must register for each lesson'. You use this function for courses where each student can have a different lesson schedule during the course year. For example, student A may attend every Tuesday, while student B prefers to take the course on Thursday. Within each lesson, you register whether a student has signed up for that specific lesson.
After activating this option, the tab Participation registration is shown in the lesson. Here you indicate which students are present for this specific lesson. After you have clicked the register participants button, these participants become visible on the attendance registration tab so that you can keep track of presence or absence, as described in the previous chapter.
9 Is there a teacher and/or student portal?
The entire course administration as described in this article takes place in Tribe CRM. Often, course instructors are external trainers whom you don't want to give access to your data in CRM. But an instructor does need the information to do their job, which is to deliver the course. This information such as insight into the schedule, participating students, attendance records and course materials can be provided through a portal. The teacher logs into his own secure environment and only sees the data that apply to him and can update his administration.
A portal also offers a solution for students. For example, for adjusting personal details, insight into the planning and viewing homework assignments.
A teacher or student portal is set up by one of our coaches according to your wishes. Discuss your wishes regarding a portal with a Tribe CRM sales representative.