Applications

The Applications page displays all ongoing course applications that have been submitted by customer organizations. This is your central hub for viewing and managing applications related to ongoing courses where you are assigned as a Professional.

Important Notes

As a Professional, you are responsible to review all applications that are related to ongoing courses on which you are assigned as a professional by checking the attendee list, getting in touch with each attendee to define a starting date, and send invtation to confirm the attendance and update the application accordingly.

Accessing Applications

To access Applications, click “Applications” in the main navigation menu.

Applications Table

Table Columns

Each application is displayed with comprehensive information:

#ID: Unique identifier for each application
SERVICE: Type of service or course the application belongs to
COURSE CODE: Specific code associated with the course
COURSE: Descriptive name or details about the course
INSTANCE CODE: Code identifying the specific instance of the course
RESOLVING STATUS: Current resolution status of the application
CUSTOMER ACCOUNT: Organization or account associated with the application
SUBJECT: Subject matter of the application
STATUS: Current state of the application with color-coded labels:
- PROCESSING: Purple label indicating the application is currently being processed
- ACCEPTED: Green label indicating the application has been approved
DATE CREATED: Date and time when the application was initially created
SUBMITTED AT: Date and time when the application was submitted
ACTION: Three dots icon providing access to application management options

View Application

To view detailed information for a specific application:

Click the actions menu (three dots) next to any application in the Applications list
Select “View” from the dropdown menu
You will be taken to the View Application page displaying all relevant details

Application Overview

The View Application page displays comprehensive information about the selected application:

Application ID: Unique identifier for the application
Status: Current state of the application
Date created: Date and time when the application was initially created
Submitted at: Date and time when the application was submitted

Customer Information

Customer Admin Details

First name: First name of the customer administrator
Last name: Last name of the customer administrator
Email: Email address of the customer administrator

Customer Account Details

Organization: Name and ID of the customer organization
Address: Physical address of the organization
Phone: Organization’s phone number
Website: Organization’s website URL
Email: Organization’s general email address

Course Information

Course Details

Title: Title of the course
Code: Course code
Service: To which service the course belongs
Subject: Subject of the course

Course Instances Details

Code: Specific couorse instance code
Language: Language of instruction for the course instance
Start date: Start date of the course instance
Total attendees: Total number of attendees for this course instance

Attendee List

The attendee list table displays all individuals associated with the application:

FIRST NAME: First name of the attendee
LAST NAME: Last name of the attendee
EMAIL: Email address of the attendee
PHONE NUMBER: Phone number of the attendee
SWEDISH CITIZENSHIP: Indicates if the attendee has Swedish citizenship
EU/EEA CITIZENSHIP: Indicates if the attendee has EU/EEA citizenship
LMA NUMBER: Specific identification number (if applicable)
PERSONAL NUMBER: Personal identification number of the attendee
SUGGESTED START DATE: Suggested start date for the attendee’s participation
DECIDED START DATE: Confirmed start date for the attendee’s participation
PARTICIPATES: Checkbox indicating whether the attendee is participating
NOTES: Icon indicating the presence of specific notes for that attendee

Attendee Status Indicators

Green highlighting: Indicates confirmed participants with checked participation boxes
Red highlighting: Indicates non-participants with unchecked participation boxes

Manage Application

To manage a specific application:

Click the actions menu (three dots) next to any application in the Applications list
Select “Manage” from the dropdown menu
You will be taken to the Manage Application page for that specific ongoing course application

The “Manage” option is only available when the application status is “Processing”.

Application Header

The top section provides an overview of the ongoing course application:

Course Identifier: Displays the course code and title
Course ID: Additional identifier for the course instance
Language: Language of the course
Available Places: Number of remaining available spots for attendees
Status: Dropdown menu with the following values:
- Pending (default): Initial status when application is created
- Ready: Status indicating all attendees have been resolved

The dropdown field is disabled until all attendees are resolved (decision for start date or not participating is made). Once all attendees are resolved, the dropdown becomes enabled and you can change the status from “Pending” to “Ready” and vice versa.

Attendee List

This table displays all attendees associated with the ongoing course application:

Total attendees: Count of all attendees listed

Table Columns

FIRST NAME: First name of the attendee
LAST NAME: Last name of the attendee
EMAIL: Email address of the attendee
PHONE NUMBER: Phone number of the attendee
SWEDISH CITIZENSHIP: Indicates if the attendee has Swedish citizenship
EU/EEA CITIZENSHIP: Indicates if the attendee has EU/EEA citizenship
LMA NUMBER: LMA number of the attendee
PERSONAL NUMBER: Personal identification number of the attendee
SUGGESTED START DATE: Suggested start date for the attendee’s participation
DECIDED START DATE: Confirmed start date for the attendee’s participation
PARTICIPATES: Checkbox indicating if the attendee is confirmed to participate (by default it is checked)
USER ACCOUNT STATUS: Current status of the attendee’s user account
INVITE: Button to send or resend an invitation to the attendee
- INVITE: Button text when invitation has not been sent or confirmed
- RESEND INVITATION: Button text when invitation has been sent but not confirmed
ACTIONS: Three dots providing access to additional attendee-specific management options

Attendee Status Indicators

Red Highlighted Row: Row highlighted in red indicates that the attendee’s participation is not confirmed (PARTICIPATES checkbox is unchecked), signifying that action may be required for this attendee
Green Highlighted Row: Row highlighted in green indicates that the attendee’s participation is confirmed (PARTICIPATES checkbox is checked), signifying that the attendee is ready to participate

Edit Attendee Information

To edit attendee information:

Click the actions menu (three dots) next to any attendee in the list
Select “Edit” from the dropdown menu
An edit form will appear in the right sidebar

As a Professional, you can only edit the following fields:

Participates: Checkbox to confirm or unconfirm attendee participation
Decided Start Date: Date field for setting the confirmed start date

The “Decided start date” field is disabled and empty when “Participates” is unchecked. If “Participates” is checked and “Decided start date” has a value, unchecking “Participates” will disable the date field and remove the value. It is like this because there is no point to have a start date if the attendee does not participate.

Notes

To view and manage notes for an attendee:

Click the actions menu (three dots) next to any attendee in the list
Select “Notes” from the dropdown menu
A notes panel will open on the right side showing all notes for that attendee

Adding Notes

Click the “ADD NOTE” button in the notes panel
A text input field labeled “Note” will appear
Enter your note content in the text field
Click “SAVE” to save the note or “CANCEL” to discard changes

Edit Note

To edit an existing note:

Click the actions menu (three dots) next to the note you want to edit
Select “Edit” from the dropdown menu
The note text will become editable in the same field
Make your changes to the note content
Click “SAVE” to save your changes or “CANCEL” to discard them

Delete Note

To delete an existing note:

Click the actions menu (three dots) next to the note you want to delete
Select “Delete” from the dropdown menu
Confirm the deletion when prompted
The note will be permanently removed from the attendee’s notes list

User Invitation Flow

As a Professional, you must send invitations to each attendee to ensure their acceptance for participation and their user accounts in the system.

Invitation Process

The invitation process begins with an “Invite” button visible for each attendee in the list. When you click “Invite”, an email message containing an invitation link is automatically sent to the specific attendee. After sending, the “Invite” button transforms into a “Re-send invitation” button, allowing you to resend the invitation if needed. The “User account status” column displays “Not confirmed” by default, indicating that the attendee has not yet responded to the invitation.

Attendee Response Scenarios

New User Account Creation

When an attendee clicks the invitation link, they are automatically redirected to the platform where the system performs a check to determine if a user account with that email address already exists. If no account exists, the system activates the account creation procedure, guiding the attendee through the registration process. Once the user successfully creates their account, they are automatically associated with the application record, the “User account status” changes to “Confirmed”, and the invitation buttons are removed from the interface.

Existing User - Already Logged In

When an existing user who is already logged into the platform clicks the invitation link, they immediately see a confirmation message indicating that the invitation has been successfully accepted. The system automatically associates the user with the application record and updates the “User account status” to “Confirmed”, completing the invitation process seamlessly.

Existing User - Not Logged In

When an existing user who is not currently logged in clicks the invitation link, they are automatically redirected to the platform’s login page where they are prompted to authenticate their account. After successfully logging in, the user sees a confirmation message indicating that the invitation has been successfully accepted. The system then associates the user with the application record and updates the “User account status” to “Confirmed”, completing the invitation process.