Totara Learn Open Discussions

Amending the Attendance Form

Welcome to this forum!

Hi,

we are facing a challenge with providing access to the email addresses of attendees when it comes to trainers.

I was thinking that since trainers have access to the attendance form that it would be good if we could include employee emails to that attendance form & enable access for them this way.

Some context: In Totara 2.9 when trainers are sending messages to attendees it's not possible to include attachments & sometimes local trainers would like to send some material before or after the session. By providing access to these emails we would enable them to send those materials via email.

However, I can't find any embedded report that as administrator I would be able to change & add email to this functionality. The end result would be that once trainers extract the attendance form, one of the columns there would have the emails of attendees.

Is there any other way to enable access to attendees' emails to trainers that I am maybe missing?

Thanx!

Best regards,

Vlad

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Hi Vlad

There are reports in later versions of Totara that include the email of the user . Seminars were extensively updated in version 9 - are you able to upgrade versions?

Regards

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Hi Craig,

thank you for the suggestion, but as the upgrade takes some time & there is somewhat of a pressing need. Therefore, I would try to adapt the existing LMS at this point. There is a wider initiative to enable access to different stakeholders in my company to data which they need to plan & coordinate learning activity in a local office. For this reason, I would like to enable trainers to be able to extract this report.

I've used the Upload users option as a way to bulk assign trainers to courses & on the screenshot attached (Seminar report extraction.png) you can see, trainers can extract a report on all the sessions in the F2F (or Seminar) activity.

However, what is not so good is that the email of the user's manager is also present in that report and I'm not clear why (I am trying to make this as GDPR compliant as possible). Attached is the file that I get (My LMS report.xlsx). I've tried editing the columns in that report by going to Administration - Plugins - Activity Modules - Face to Face - General Settings and amending the fields (Export settings.png), but still manager's email remains.

Also, I've tried extracting the same on a Sandbox site (T13) & can see that in the same extract there is no manager's email (Totara Sandbox report attachment.xlsx).

Is there somewhere in the Administration settings the one that would enable me as an administrator to exclude the manager's email from this report?

Thanks in advance!

Best regards,
Vlad

My LMS report.xlsx
Totara Sandbox report.xlsx

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Hi Vlad

There is a setting under Show User Identity where the email field can be unselected - so anyone with the viewuseridentity capability allowed isn't able to see the email address. Theorectically this would apply to the reports too.

There is also a view all details capability that could be turned off

The GDPR requirements came out after Totara 2.9 . If you require GDPR compliance then version 11 or above is required

Regards

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Hi Craig,

thank you for the reply. I've checked the Show user Identity setting and there is no Manager's email as a field there. I think I may have missed making clearer what is really the problem for me in this situation.

In the above-mentioned report, when trainers extract the report, they do get emails from people who booked and that part is OK. I wouldn't want those emails to be invisible. I've started the whole endeavour to enable them to get those emails :)

The issue is that the manager's email of those who booked is there as well & I am not sure how to remove that column from the report. When I started tampering with it, in the same F2F report there was an institution & department there - those I successfully removed (as shown in the screenshot & the excel file) by using Export user profile fields (facetoface_export_userprofilefields). However, the manager's email remains & was wondering if I can get that info removed as well.

Hope I've presented the issue clearer & keeping my fingers crossed that there is an option available to accomplish this :)

Thanx in advance!

Best regards,

Vlad

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