Overview

It is important to understand the difference between learner accounts and participation records. When participating in one of your organization's activities for the first time, learners will sign in as a New User and complete their profile. This becomes the learner’s account. Each time a learner participates in an activity, a participation record is created and associated with their account. Learners can have multiple participation records, but should only have one account.  If a learner has multiple accounts in the system, you can perform an account merge. 

Getting Started 

Searching Participation Records

You can choose to search through all participation records in the Rievent Platform, or just the participation records for a specific activity.

To search through participation records for a specific activity, first select the activity from the Manage Your Program menu then navigate to the Records tab. To search participation records across all activities, select All Programs from the Manage Your Program menu.

Select the desired search criteria, then click Search to display the results.

Email is a great search criteria, as it's the platform's unique identifier for a learner's account. (An email address cannot be shared across more than one account.) For example, searching by the last name Miller might return several results. However, searching by an email address will not. 

Use the Find drop-down menu to search for learners by status (completed, incomplete, unfulfilled, etc.). After selecting the desired category, enter your search text criteria and click Search to display the results.

If no records match the entered criteria, a message will display above the search box. 

Record Status Definitions

View All Participation Records

To view all participation records for the activity, leave the Show field set to “All Records” and the Search By field set to “Show All.” Then, click Search to display the results.

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Exporting Search Results

After performing a search, click the Export Results as CSV link to save the results in CSV format.

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Searching with Report Filters

Once a report filter has been created and saved, you can then use that filter to search through records of participation.  To search with a filter, select it from the drop-down list, then click Search.

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Search Results

Participation Record Icons

Each participation record includes a set of icons for managing individual participation records. Hover the mouse over an icon to see it's name.

Use the icons to perform a number different actions, including:  

View Details Icon

After locating the record, click the    icon to view detailed profile information, access test/survey answers, the learner's navigation history, and email history. 

Edit buttons allow you to change any learner information listed on the page.  This includes contact information, participation detail, professional background, credit amount, and fulfillment details.

For example, to change the amount of credit claimed, simply click the Edit button in the Credit Claim section, select the correct amount of credit, then click Submit to save the changes. (More information on editing records)

The Navigation History tab lists all pages (in sequential order) the learner has viewed within the activity, including the date and time the page was viewed.  This can be a good tool to consult when helping to troubleshoot a learner's support request. 

From the Surveys and Tests tab, you can view and/or edit the learner’s answers for all tests, surveys, and evaluations in the activity.  Click the   icon to view the learner’s answers, or click the   icon to edit the responses. (NOTE: When editing responses, be sure to click Submit at the bottom of the screen.)

The Session Attendance tab applies to Live Events and Regularly Scheduled activity types. From here, you can see each session the learner attended, including the session name, credit total, and start/end date. 

From the Email Campaigns tab, you can see any emails sent to the learner through Rievent Platform. This includes Event Reminder Emails, CME Reminder emails, and Outcomes emails. 

CME Confirmation, Registration Confirmation, and Purchase Confirmation emails do not appear in this list.

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Edit Record Icon

After locating the record, click the    icon to make any edits.  Using this tool, you can:

• Change the name on a learner’s certificate
• Changing a learner’s credit type or amount
• Enable/Disable the Watch Program Feature
• Add annotations and custom fields to the participation record to use when searching for records

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Reset Record Icon

Participation records are rarely reset. This feature is typically only used by customers with activities that contain custom registration workflows. In almost all cases, it is better to just delete the record completely and create a new participation record.  If you need to perform a reset, first locate the record, then click the   icon. A confirmation screen will appear asking you to confirm the action.

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Delete Record Icon

After locating the record, click the    icon to delete it. A confirmation screen will appear asking you to confirm the action.

You can also delete multiple records at once with the group delete tool. 
 

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Data Entry Icon 

After locating the record, click the   icon to finish the activity for the selected learner.  This action is most typically used when a learner is having difficulty completing the activity and needs an admin to complete it for them. (Training is available for Data Entry if needed.) For complete instructions on data entry, click here.

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Email Icon

After locating the record, click the   icon. This automatically creates an email message in your native email application with the learner’s name populated in the To: field.

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Show Award Icon

After locating the record, click the   icon to view and/or download the learner’s certificate or award.

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Managing Participation Records

Changing the Name on a Learner’s Certificate

1.  Locate the learner’s participation record in the activity, then, click the icon.

2.  Adjust the learner’s name, then click Save to finalize the changes.

3.  To confirm the change, click the icon to view the certificate and verify the change.

To change the learner’s name for all activities moving forward, either (1) instruct the leaner to log in and update their profile information or (2) edit the learner’s profile information from the Accounts tab.

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Changing a Learner’s Credit Type or Amount

1.  First, locate the learner’s record of participation on the Records tab. Then, click the  icon.

2.  Click Edit on the Credit Claim section. Adjust the credit type or amount, then click Submit at the bottom of the window.

3.  To confirm the change, click the  icon to view the certificate and verify the change.

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Editing Test / Survey Answers

1.  First, locate the learner’s record of participation by using the search criteria on the Records tab. Then, click the  icon.

2.  Click the Surveys and Test tab. Next, click the  icon for the test or survey you need to edit, then make the changes. Be sure to click Submit at the bottom of the window to save the changes.

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Group Edit

1. To edit multiple participation records at once, first locate the participation records. Next, check the box next to the records that need to be edited and click Edit Selected.

2.  Select the check box next to a field to enable it for editing, then make the necessary edits. Click Confirm Action to finish applying the changes to the selected participation records.

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Group Delete

Two of the most common uses for deleting records are (1) to eliminate any test records or (2) to remove duplicate records of participation in the same activity when merging learner accounts. To delete multiple participation records at once:

1.  Check the box next to the records that need to be deleted, then click Delete Selected at the top of the page.


2.  Click Confirm Action to finish deleting the records.

 
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Adding Text to Participation Record Custom Fields

Sometimes it may be advantageous to mark-up one or more records with custom notes. There are two custom fields from within every participation record from which notes may be added.  Notes may be added one record at a time by bringing up an individual record's edit page, or notes may be added to multiple records at once by using the Group Edit function as illustrated below:

1.  Check the box next to the record(s) that need to be edited with a custom field note, then click Edit Selected at the top of the page.

2.  Scroll to the Custom Field area in the middle of the page add text to one or both of the custom fields.  Be sure to click Save at the bottom of the page to finalize the changes.

The text entered into the custom fields will display with the record on the search results page.

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Watch Program Feature

When enabled at the learner level, the Watch Program feature sends a notification to the designated email(s) when a specific learner accesses the activity.  This can be useful when providing customer support to a learner, as you can ensure they are able to successfully access the activity.  

The Watch Program feature can also be enabled at the activity level, which sends a notification each time a learner accesses the activity. This can be helpful when monitoring participation for a newly launched activity.  

To enable the Watch Program feature for a specific learner, first locate the learner's record you would like to monitor.  Do this by selecting the activity from the Manage Your Program menu and then searching for the learner's record on the Records tab. 

Once located, click the icon to edit the record.

Scroll down, check the box to enable the watch program feature, then enter the email(s) you would like the notifications sent to. When entering multiple emails, separate each one using a comma. 

To enable the Watch Program feature at the activity level, select the activity you want to monitor, then go to the Program tab and click Watch Program Settings.  Check the box and then enter the email(s) you would like to the notifications sent to. When entering multiple emails, separate each one using a comma. 

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Exporting and Printing

Exporting All Records for a Specific Activity

To export a CSV file containing all the participation records for a specific activity, first select the activity from the Manage Your Program menu, then click Export and Printing on the Records tab.  This export will contain all learner profile information, test/survey answers, credit information, registration information, eCommerce information, and the total time to complete the activity.

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Address Labels

Address Labels are printed with the label size of 1" x 2-5/8" (30 per sheet). The Learner Name and Mailing Address will always be included on the address label.  Company and Reservation Code are optional.

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Event Sign-in Sheets

When printing sign-in sheets, the following optional information can be included: Name Prefix, Reservation Code, Company, and / or Address. The learner’s name will always be included by default.

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Name Badges

When printing name badges, the following optional information can be included: Name, Prefix, Reservation Code, Company, and / or Address. The learner’s name will always be included by default.

The supported printing options are:

• 6 Per-Sheet (Avery® Clip Style Name Badges 5384, 74536, 3" x 4", or similar)
• 8 Per-Sheet (Avery® White Adhesive Name Badges 5395, 2-1/3" x 3-3/8", or similar)

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