Registering Participants in a Session

This article provides step-by-step instructions for registering participants in a session and managing their registration details in the system.

Before You Begin

Before registering participants, make sure to:

• Send an email to participants informing them about the upcoming session.
• Ask participants to watch for an account setup invitation email from CCL.
• Advise participants to check their spam or junk folder if they do not see the invitation.

Step 1: Open the Session

1. Navigate to the Sessions module.
2. Select the session where you want to add participants.
3. Click the Registrations tab.

⚠️ Important: Do not proceed with registration unless sufficient inventory is available.

Step 2: Check Assessment Inventory

1. Click View Inventory.
2. Review the available assessment inventory.
3. Confirm there are enough assessments for all participants you plan to register.

Step 3: Register a Participant

1. Click Register Participant.
2. Enter the required fields: Email Address, First Name, Last Name
   • The email address serves as the participant’s account ID.
   • If the participant already has an account, their name fields may auto-populate.
   • If the participant is new to the system, you must manually enter their first and last name.
3. Set or Adjust the Due Date
   • The default due date is based on the scheduled invitation date set during session setup.
   • Adjust the due date if participants or their raters need additional time.
   • The due date appears in all invitations and reminder emails.
4. Click Save to complete the registration.

✅ Once saved, the participant will appear in the registration list.

Tips for Managing Large Groups

For sessions with 40–50 participants, consider using cohorts.

Best Practices

• Divide participants into cohorts.
• Assign specific facilitators to each cohort.
• Group participants by division when appropriate.
• Assign different session or due dates as needed.

Benefits of Using Cohorts

• Balances workload among facilitators
• Speeds up scoring
• Provides clear ownership and accountability

Viewing Participant Details

You can switch between views in the Registrations tab to see different participant information.

Contacts View

Displays participant contact information, including:

• Name
• Email
• Organization
• Address details

Dates View

Displays key scheduling and access information:

• Assigned language
• Scheduled invitation date
• Last invitation sent date
• Response due date
• System access end date

Using Registration Tools

Select one or more participants in the Registrations tab to access management tools: