3.1 Tutorial: Booking System

You can easily convert a box into a course.

To do this, activate the option “Allow Booking” in the box settings:

Then enter the start time of the course in the input field. Optionally, you can also enter the maximum number of participants.

Click “Save Box”. – Congratulations, your course is now activated.

 

Note: This option cannot be enabled by students or anonymous users.

Once you have finished setting up your map and have enabled bookings for one or more boxes, you can distribute your map via a link.

The users visiting your map will now see a booking button directly on the box:

If the user clicks on the blue booking button, they will receive the following message:

If the user confirms by clicking "Book", they will be successfully enrolled in the course.

A "Booked" label appears on the box.

Booking is possible for users registered on Edumaps, but also for anonymous visitors.

If a user is logged in, they can click directly on the book button and will be enrolled in the course.

If an anonymous visitor clicks on the book button, two options will appear:

If the user then clicks on “Book directly with email”, they can enroll in the course by providing their name, institution, and email.

In this process, a basic account is created for the user. This is necessary for the following functions to work:

An enrollment is possible until the course begins. The “book” button will be displayed up to 1 hour after the set course start. After that, it will be hidden.

This 1-hour grace period has been set in case someone decides to participate at short notice.

To enforce a registration deadline yourself, you can activate the “Full Protection” under “Protect Box” in the box settings, then no further registrations will be possible.

As a course instructor (map owner), you can view all participants for a course by switching to Edit Mode and then clicking on the button with the counter:

All other editors (as long as they are not anonymous) can also access the participant list in edit mode.

The list of participants then looks like this, for example:

You can remove participants from the course at any time by opening the list of all participants and then clicking on the remove icon for the respective user:

Each participant can deregister from the course by simply clicking on the “Booked” button:

If the time of your course is in the past (at least 1 hour old), in edit mode a “Finish” button will appear instead of a “Book” button.

This is only displayed to the course instructor (map owner).

If you click on the “Finish” button, the following dialog appears:

There you can also view a preview of the certificate of participation.

If you confirm by clicking on “Finish Course”, the following appears:

An email with a link to the certificate of participation will be automatically sent to all participants.

When a course is finished, each participant automatically receives an email with the certificate of participation.

In the last column, the user can view and print the certificate of participation.

If you want to insert only a brief description instead of the full description into the certificate of participation, you can do it as follows:

If you want to place your own logo at the top right of the certificate of participation, it is relatively easy:

Make sure the graphic is in JPG or PNG format.

A participant automatically receives the following emails:

The final email contains a link with which the participant can print out a certificate of participation. This includes his name and all the descriptions from the box.

You can export the entire participant list by clicking on the “CSV Export” button.

You can open the downloaded file in your spreadsheet program.

You can export the participants of all courses in a map as a single CSV file.

You can now save and reuse the generated CSV file on your computer.

The export includes the course name, email, full name, and username of each participant.

There you can also open the booked courses again.

#!overview

You can cancel the course as an owner by simply deactivating the “Booking system” option and saving the box. Alternatively, you can simply delete the box.

 

An automatic email is not sent by Edumaps, as this would lead to mass emails and our mail server would be blacklisted. The function could also be misused to generate mass emails. Instead, proceed as follows: Open the list of all participants. To do this, click on the participant counter on the box. This list will show you all email addresses. You can now copy the emails and send a message to all participants using your email program.

Tip: If all courses in your map are canceled, you can export a CSV list of participants from all courses. You can find this CSV export under "Export map". You can then open the CSV file and copy the column with the emails.

In our FAQ, you will find answers to various questions: