Managing Events and Sessions
User Guide
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Table of Contents
Introduction to Manage Event Types and Sessions ...................................................................................... 4
What is it? ................................................................................................................................................. 4
Where is it? ............................................................................................................................................... 4
Security Access .......................................................................................................................................... 5
Manage Events.............................................................................................................................................. 5
Event Type Summary Page........................................................................................................................ 5
View Event Details .................................................................................................................................... 7
Adding an Event ........................................................................................................................................ 9
Copy Event .............................................................................................................................................. 11
Add Session ............................................................................................................................................. 13
Manage Sessions ......................................................................................................................................... 16
Session Summary .................................................................................................................................... 18
Register ................................................................................................................................................... 19
Roster ...................................................................................................................................................... 20
Edit Sessions............................................................................................................................................ 21
Attendance.............................................................................................................................................. 22
Registering from Person ............................................................................................................................. 23
Registering enrolled participants ............................................................................................................ 23
Register a Person to a New Session ........................................................................................................ 25
Unregister Sessions ................................................................................................................................. 26
Event Notice ................................................................................................................................................ 27
Printing an Event Notice ......................................................................................................................... 27
Register from Agency Referral Queue ........................................................................................................ 28
What is it? ............................................................................................................................................... 28
When is it used? ...................................................................................................................................... 28
Where is it in WF1? ................................................................................................................................. 29
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What Sessions are available in Registering from the Agency Referral Queue?...................................... 29
How do DWP Orientation and MFIP Overview Sessions get set up in WF1? ......................................... 30
What WF1 Access is needed for Registering from Agency Referral Queue?.......................................... 30
Register from Agency Referral Queue .................................................................................................... 30
What happens after the Orientation/Overview session is held? ........................................................... 33
Introduction to Appointments .................................................................................................................... 34
What is it? ............................................................................................................................................... 34
Where is it? ............................................................................................................................................. 34
Security Access ........................................................................................................................................ 35
Appointments ............................................................................................................................................. 36
View Appointments ................................................................................................................................ 36
Scheduling an Appointment ................................................................................................................... 37
View or Edit Appointment Details .......................................................................................................... 40
Technical Support ....................................................................................................................................... 44
Workforce One Service Desk Request Form ........................................................................................... 45
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Introduction to Manage Event Types and Sessions
What is it?
The “Manage Event Types and Sessions” pages are used to manage group events provided by a
Workforce Service Agency (WSA) or agency location such as orientations, job clubs, and training or
information sessions. The event pages enable you to add an event, create unique sessions for the event
and register participants with a session. The session pages enable you to add or edit an event session,
view and print the session roster, send an appointment notice and update the attendance record after
the training event occurred.
Where is it?
The “Manage Event Types and Sessions” link is
located under “Records Management” on the
Workforce One (WF1) homepage. If you are
unable to view this link verify you have the
required security access with your local Security
Administrator (SA).
When you click the “Manage Event Types and
Sessions” link the “Event Types and Sessions
Menu” page opens. If you want to add a new
event, copy an existing event or add sessions
for a specific event click the “Manage Events”
link. If you want to register a person, update
attendance, find status on an existing session or
print a session roster, click on the “Manage
Sessions” link.
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Security Access
To enable the “Manage Event Types and Sessions” link on the WF1 homepage you will need access to
Records Management – Manage Event Types and Sessions. Additional access is required to work in the
“Manage Events” and/or “Manage Sessions” pages. There are three roles to consider when requesting
access to these pages.
Role
Manage Events
Manage Sessions
View
View events and event details
View available sessions, session details
and print a roster
------
View available sessions, session details
and print a roster, register clients and
update attendance record
View events and event details,
copy or create a new event, add a
session, update event status
View available sessions, session details
and print a roster, register clients (can
register beyond capacity with “Full”
access), update attendance records,
and edit an existing session
Entry
Full
The access you receive is determined by your position within the agency or the type of activities you
perform on your job. If you are not sure what role you need, ask your SA for assistance.
Manage Events
Event Type Summary Page
To add a new event to your agency or review existing events you will use the “Event Type Summary
Page.” To find the “Event Type Summary” page:
Steps:
 Log into WF1
 Select “Manage Event Types and Sessions”
 Select “Manage Events”
From “Manage Events” you land on the “Event Type Summary” page. This page provides a summary of
all the events currently available to your agency. You can use the “View” dropdown button to display a
list of events in a certain status. The options for the “View” feature are: “All (default)”, “Active”,
“Pending” or “Inactive”
You also have the option to change the number of records displayed on the screen at one time.
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Steps:
 Click the dropdown next to “How many records do you want to see at a time” and
 Select the desired number of records.
 Click the “Filter” button to refresh the screen.
A navigation bar displays quick links at the
bottom of the page.
Stop: Do not use the browser’s
back arrow in Workforce One!!!!
 Home – Closes current view and opens the WF1 homepage
 Sessions Summary – Closes current view and opens the Session Summary page
 Logout – Closes current view and logs you out of WF1
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View Event Details
The “Event Type Summary” page provides a summary of all the existing events available to your agency.
The name of each event is listed under the “Event Name” Column. You can reverse the sort of this list
by clicking on the column header, “Event Name.” Additional information about each event is provided
is the columns to the right of the Event Name.
 Description – A short description of the event
 Mandatory – Indicates if the event is mandatory for clients enrolled in programs at your agency
 Event Status – Provides status on the event availability (can sort by status using column header)
 Multi-Agency – Indicates if event is exclusive to your agency or available to additional agencies
 Action – displays links that can be used to copy an event or create an event session
Event and registration details are provided on the “Event Type Details – View Only” page. To access this
page you click on one of the event hyperlinks listed under the “Event Name” column on the Event Type
Summary page.
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The “Event Type Details – View Only” page elaborates on the information displayed on the summary
page. It also highlights the programs that are associated with the event and what agencies are allowed
to register participants to the event. Agencies have to be listed on the “Agencies” table or they will not
be able to register a participant in the event.
There is a place on the “Event Type Details” page where you can edit the “Event Type Status” field. Only
a user, who belongs to the agency listed in “Event Type Owner,” with full access rights, has the capability
to edit this field. The steps to edit are (1) click on the dropdown arrow and (2) select one of three
options:
 Active - Event is available to add sessions or copy
 Pending – Event is created and awaiting final release
 Inactive – Event is not currently available but may be activated by those with access
**Make sure you save your changes before leaving this page by clicking the
button.
To navigate out of the “Event Types Summary” page you can use the
button or you can use any of the quick links on the navigation
bar at the bottom of page.
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Adding an Event
To add an event, click on the
button located near the
bottom of the “Event Type Summary” page.
**Note: To add an event you need full access rights
to the Manage Events pages.
The “Add Event Type” opens the “Event Types Details” page (screen shot on next page). Unlike the View
Only version shown earlier, this page has many fields that need to be populated. The red * (asterisk)
denotes a required field.
 Event Type Owner – Defaults to the agency you logged in under
 Event Type Name – The name of the event
 Event Type Description – A short description of the event that helps others understand the type
of content covered in the event
 Event Type Status – Provides status on the event availability
 Is Event Attendance Mandatory – Say yes if the event is mandatory for clients enrolled in
selected programs
 Notice Associated with Event Type – Associates a system generated notice with the event. This
notice can be printed and sent to participant prior to the event
 Programs Associated with Event Type – Select associated programs by clicking in the checkbox
next to the program name. The “Select All” button can only be used with WF1- Session and
Appointment notice type (generic).
 Add Additional Agencies – Use if you want agencies other than your own to have access to the
event. To populate table, locate agency using the dropdown arrow and click on the desired
agency. Click the
“Agencies” table
button. Selected agency will appear in the
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Once you have completed populating all the required fields and you are satisfied with your description,
click the
button. The “Event Type Detail” page will automatically close and you
will return to the “Event Type Summary” page. Your event will now display in the list of events.
Note: If you want to return to this event to complete later, set status to pending (You
will still have to complete the required fields).
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Copy Event
After you save an event the only field that you
can edit is “Event Status.” Therefore, if you
want to add an agency or new program to your
event you will have to add a new event. There
are two ways this can be done. One is using the
“Add Event Type” feature we just learned
about. The other is to use the “Copy Event”
feature.
To copy an event, click on the “Copy Event” link
located in the “Action” column of the “Event
Type Summary” page.
**Note: To copy an event you need full access rights
to the Manage Events pages.
The “Copy Event” link opens the “Event Types Details” page (screen shot on next page). You will be able
to populate the same fields in this view as the “Add Event Type” view. However, many of the fields are
already populated with the information of the event you copied. Again, the red * (asterisk) denotes a
required field. This list includes fields that can be edited using the “Copy Event” feature. I placed
additional information relating specifically to the “Copy Event” feature in ().
 Event Type Owner – Defaults to the agency you logged in under
 Event Type Name – The name of the event (you must populate with a unique Event Name)
 Event Type Description – A short description of the event that helps others understand the type
of content covered in the event (populated with copied event information, can be updated)
 Event Type Status – Provides status on the event availability (populated with copied event
information, can be updated)
 Is Event Attendance Mandatory – Say yes if the event is mandatory for clients enrolled in
selected programs (populated with copied event information, can be updated)
 Notice Associated with Event Type – (populated with copied event information, can be updated)
 Programs Associated with Event Type – Select associated programs by clicking in the checkbox
next to the program name (populated with copied event information, can be updated)
 Add Additional Agencies – Use you want to agencies other than your own to have access to the
event. (“Agencies” table is cleared when you copy an event. If you want additional agencies
you will have to use the “Add Selected Agency” feature.
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Once you have completed populating all the required fields and you are satisfied with your description,
click the
button. The “Event Type Detail” page will automatically close and you
will return to the “Event Type Summary” page. Your event will now display in the list of events.
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Add Session
The last feature on the “Event Type Summary”
page is the “Add Session” link. This link brings
you to the “Session Details” page where you
can add a session for the event.
The top section of the “Session Details” page displays information about the event (screen shot on next
page). The remaining lines or fields include specific information about the new session and print notice.
The options under Notice Details will vary depending on the notice type that was selected when the
Event was created. Remaining session fields are manually populated, the red * (asterisk) denotes a
required field.
 Presenter – The person who will be facilitating the session or managing the session roster
 Presenter Phone – Presenter’s phone number
 Language – The spoken language used during the session (default is English)
 Capacity – How many seats are available for the given session
 Session Notes – Optional field; might include special notes used by the presenter (will not
appear on printed notice)
 Fee – Optional field; A dollar amount that will be charged to the participant
 Session Location – Where the session will be held; Use dropdown if session will be held within
your agency. Use Alternate Location to manually enter a location outside your agency
 Contact Name – Name of person that will appear on notice as a contact point for the
participant. Use Alternate Contact if name is different than “Presenter”
 Contact Phone – Phone number of the Contact Name
 Checkbox fields – Place a checkmark next to the statements that you would like to appear on
the printed notice
 Start/End Time – The time the class will begin and end
 Session date – Click on the specific Date(s) within the calendar images the session will be held
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View of “Session details” if WF1 – Session and Appointments notice is selected as notice type
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Once you have completed populating all the required fields and you are satisfied with your description,
click the
button. The “Session Detail” page will automatically close and you will
return to the “Session Summary” page. Your new session(s) will now display in the list.
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Manage Sessions
You will find the “Manage Sessions” link on the
“Events Types and Sessions” page.
Steps:
 Log into WF1
 Select “Manage Event Types and
Sessions”
 Select “Manage Sessions”
From “Manage Sessions” you land on the “Session Summary” page. This page provides a summary of all
the sessions currently available to your agency. From the “Summary Page” you can register a participant
(can register beyond capacity with “Full” access rights), view and print a roster, update attendance
records and edit a session.
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The top section of the “Session Summary” page is designed to assist you in searching for an event
session. There are several different “filters” or “sorts” set up to facilitate your search. The filters allow
you to locate a session based on specific criteria. Filters can be used alone or simultaneously to further
refine your search.
 Session Name – Use if you know the name of the event session you want to review. This filter
provides a dropdown list of all the event sessions listed on the summary
 Session Status – Use if you only want to see sessions that are open, full, not held, or completed.
Use with session name if you only want to see the sessions with a status of open
 Location – Use if you are interested in seeing sessions being held at a specific location
 Program – Use to check on the availability of sessions for a given program
 Start/End Date – Use if you are interesting in reviewing sessions being held on a specific date
 Start Time – Use if you are interested in looking for sessions that occur in the AM or PM
**Remember, all filters can be used individually or together!
When you are ready to begin a new sort, click the
available sessions are included.
button. This will reset the page so all
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Session Summary
The bottom section of the “Sessions Summary” page is comprised of a list of all the sessions available to
your agency and several “Action” links. The “Session Name” column provides the name of each event
session. The name of the session contains a hyperlink that will open a detailed description of the
session. To view session details, click on the name of the session located under the “Session Name”
column.
**Note: To view the “Action” Links you need full
access rights to Manage Sessions pages
Bottom half of the Session Summary Page
The “Session Details” page
provides detailed information
about the session including
contact information, special
notes, fees, and event notices.
You can use the “Cancel”
button located near the bottom
of the page to get back to
“Session Summary”
Stop: Do not use the browser’s
back arrow in Workforce One!!!!
Remember – The bottom navigation
bar has quick links that assist you in
getting to frequently used pages
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Register
The registration feature is
located under the “Action”
column of the “Session
Summary” page. Click on the
link titled, “Register.” The
“Session Registration” page will
open. Locate your participant
using the “Person Search”
fields.
Tip: The easiest and fastest way to
locate a participant is to enter in their
“Record ID.”
 Enter participants WF1
Record Id
 Click
The search results list will
appear on the “Session
Registration” page. Select the
participant’s name listed in the
results by clicking in the
checkbox under the “Select”
column.
 Click
Program Participants Only
This checkbox is checked by default to
return search results for those persons whose
agency and program assignments are the
same as those selected when the event was
created. Un-checking the box opens up the
results to display those people assigned to a
program but not necessarily within the same
agency. Un-checking the box will not be used
frequently and then only when searching for
a specific person.
You can also perform a “Person Search” using:
 Last/First Name
 Social Security Number
 MAXIS
 PMI
 Staff Assigned
**Note: Only people with full or entry
access rights to the “Manage Session”
pages are able to register participants
from “Sessions Summary”
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The “Session Registration” page will
refresh and the “Registration Summary”
will appear. The summary contains a
list of all the participants for the given
session.
Notice the “Availability” field
decreases and the “Already
Registered” field increases after
the refresh.
From this page you are able to print
notices or unregister participants.
Simply select the participant’s name
and click the desired action button.
Roster
A roster is available for each session. Click the “Roster” link located under the “Action” column on the
“Session Summary” page. The roster is a list of registered participants that can be used during the group
event as a sign-in page. To print the roster, click
. Extra lines are provided on the
printed version so you can write in last minute participants if needed.
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**Note: To edit a session you need full access
rights to the Manage Sessions pages.
Edit Sessions
The ability to increase the
Capacity of a session or update
the Session Status is available
using the “Edit Session” link
located in the “Session
Summary.
The “Edit Sessions” link opens the “Sessions Details” page. The only two fields you can edit are Capacity
and Session Status. To edit the Capacity:
 Place your mouse arrow next to the number show in the “Capacity column” and click
 Use your backspace key to erase existing number
 Type desired number of people who can attend the session
 Click
Edit Session Status
The session status will automatically change
from “Open” to “Full” once the number of
people registered is equal to the session’s
capacity. However, you will have to update the
status of your class after the session date has
past to either “Not Held” or “Complete.” To do
this
 Click on the drop down arrow next to the
“Session Status” field
 Select appropriate status for session
**Note: You will not be able to edit a session after you update
the status to “Not Held” or “Complete”
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Attendance
To manage the attendance of a session use the “Attendance” link located under the “Action” column on
the “Session Summary” page. “The Manage Attendance” page provides a brief summary of the session
and lists all the participants in a table.
Using the dropdown arrow from the “Attendance Status” column you can choose the applicable status
type: Registered, Did not Attend, Excused- Incomplete, Registered, Session Not Held, and Unexcused Incomplete
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Registering from Person
Registering enrolled participants
You can register participants to
a session who have a person
record using the “Person” link
located on the Workforce One
homepage.
Steps:
 Log into WF1
 Select “Person”
 Locate the person you would like to
enroll using the “Person Search.”
Use any of the search fields provided
 Select the person from the “Person
Search List” by clicking on the name
listed under the “Name” column
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 Select the “Program” tab
 Select the “Interactions” link
located near the top of the
“Application Summary” page
Select “Sessions” from the “Person
Interactions Menu” page
The “Person Session Summary” will open. This page allows you to view the person’s session history
using the “View” feature.
From the dropdown menu you can choose to view all sessions (default) or a specific option under
Attendance status.”
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Register a Person to a New Session
When you are ready to enroll a person into a new event session, click on the
button located on the “Person Session Summary” page. The “Person Sessions Register” page will open.
From here you can locate a session using the “Session Name” dropdown menu. A list of available event
sessions is displayed. Select an event session and click
You can also search for event sessions using:
 Session Status – displays all sessions available to your agency in an open status
(default status = open. Pending, Not Held and Completed are also available)
 Location – displays all sessions that are being held in a specific location. The
Location field is a keyword search. If you know the exact location, type it in the
space provided and click “Filter.” If you are not sure of the location, you can type
keywords to facilitate your search.
 Program – displays all sessions that are designated to a particular program
 Start Date – displays all sessions that are being held on a specific date
 Start Time – displays all sessions that occur in the AM or PM
Note: only sessions that are available
to your agency will appear on the
“Session Name” dropdown list.
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A list of available sessions appears on the page. To register:
 Move your mouse arrow to the checkbox left of “Session Name”
 Click inside the checkbox (A small checkmark will appear in the sessions selected)
 Click the
Note: You can select more than one
event session
Searched on “Open” sessions using the “Session Status” field
The “Person Session Summary” page will open. The session you just registered for will display on the
summary list.
Unregister Sessions
The “Person Session Summary” page also allows you to “Unregister Selected” sessions. Simply select
the session you would like to unregister a person by clicking in the checkbox left of the “Session Name”
and clicking
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You will receive a warning box asking if you are sure you want to permanently remove this person from
this session. If you are sure, click OK. The “Person Session Summary” page will refresh and the session
will be gone from the summary list.
Event Notice
There are three Event Notices types:
 DHS – DWP Orientation (4161)
 DHS – MFIP Overview (2929)
 WF1 – Session and Appointment Notice (generic)
Event Notices are system generated letters that agencies can use to inform enrolled participants of their
upcoming sessions. The Event Notices for MFIP and DWP are Department of Human Services (DHS)
forms that have been approved by DHS and must be used when setting up events for either of these two
programs. The WF1 generic notice type can be used for the other program available in WF1.
Printing an Event Notice
You can print the notices from any of the “Session Registration” pages or from the “Person Session
Summary.” To print, select 1 to 10 registered participants and click the “Print Notices for Selected”
button. The system will generate one .pdf file for the selected participants. The .pdf file can be printed
or saved to your personal computer.
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Register from Agency Referral Queue
Applies ONLY to MFIP and DWP Programs
What is it?
The “register from the referral queue” function is used to register MAXIS “referred persons” for MFIP
Overview sessions and DWP Orientation sessions that are given by Employment Services Providers
(known as “Agencies” in WF1).
Referred Persons – also called “referrals”, are persons who have been referred from MAXIS. They are in
WF1 but do not have a DWP or MFIP (or FSET) application or enrollment on file in the WF1 system yet.
Referrals are loaded from MAXIS to WF1 instantly after the worker finalizes them on MAXIS and assigns
them to one of the WF1 Agency and Locations that are set up in MAXIS for the Region.
Important: The referred persons in WF1 do NOT display in the search results on a Person Search from
the home page, nor do they display in the search results if you try to register them from the Session
Summary via the regular session register function. This is because they do not have a DWP or MFIP
application or enrollment on the WF1 system yet. The only place you can “see” referred persons in WF1
is in either the Agency Referral Queue or the Staff Referral Queue. That is why there is a separate
function called “Registering from the Agency Referral Queue.”
When is it used?
Registration for most Sessions and persons in WF1 is done via the Session Summary; but it doesn’t cover
every registration need.
There are two situations where Registering from the Agency Referral Queue is used:
For DWP clients – the rules for DWP require that MAXIS referred persons attend the DWP Orientation
prior to being enrolled in DWP Employment Services program on WF1.
For MFIP clients – it is OPTIONAL for an Agency to require MAXIS referred persons to attend the MFIP
Overview before enrollment in the MFIP Employment Services program on WF1.
Important: Registration of referred persons must occur before the referral is Accepted. Once accepted,
the referral can’t be registered for an orientation/overview session from the Agency Referral Queue.
This is because once accepted, the referred person has an application/enrollment or it moves to the
Staff Referral Queue.
Register before the
referral is accepted!
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Where is it in WF1?
To use “Register from the Agency Referral Queue”, first select the “Agency Referral Queue” link located
under “Records Management” on the WF1 homepage.
The Agency Referral Queue page will display. Change the “Program” dropdown to MFIP or DWP and
select the “Filter” button. A button labeled “Go to Register for Orientation/Overview Session” displays
beneath the “Program” dropdown.
What Sessions are available in Registering from the Agency Referral Queue?
Only DWP Orientation and MFIP Overview sessions are accessible from the “Go to Register for
Orientation/Overview Session” button on the Agency Referral Queue page.
WF1 knows that a session is a DWP Orientation or an MFIP Overview (regardless of the Session Name)
by the “Event Notice” that is selected when the Orientation/Overview is set up by the Agency.
1) DWP Orientation sessions are identified by Event Notice: DHS-DWP Orientation (4161)
2) MFIP Overview sessions are identified by Event Notice: DHS-MFIP Overview (2929)
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The Event Notices for these sessions are Department of Human Services (DHS) forms that have been
approved by DHS for use in relation to their respective sessions.
How do DWP Orientation and MFIP Overview Sessions get set up in WF1?
The DWP Orientation and MFIP Overview sessions must be set up in WF1 for your Agency before you
can register referred persons in to the sessions. Someone in your Agency must have “Manage Events”
security access to do this. They are responsible for ensuring that the sessions are set up properly with
the correct Event Notice. They also add more sessions when needed. This training guide assumes that
the DWP Orientation and MFIP Overview sessions are named as such and set up in WF1.
What WF1 Access is needed for Registering from Agency Referral Queue?
To enable the “Agency Referral Queue” link on the WF1 homepage and the “Go to Register for
Orientation/Overview Session” button you will need security access to both Agency Referral Queue and
Records Management – Manage Sessions.
Function
Agency Referral Queue
Security Role
Allows User to:


Work in the Agency Referral Queue
Register from the Agency Referral Queue via the
“Go to Register Orientation/Overview Session”
button

View available sessions, session details and print
a roster, register clients (can register beyond
session capacity), and update attendance
records, edit an existing session

View available sessions, session details and print
a roster, register clients and update attendance
record
Full
Full
Manage Sessions
Entry
The access you receive is determined by your position within the agency or the type of activities you
perform on your job. If you are not sure what role you need, ask your supervisor and your SA for
assistance.
Register from Agency Referral Queue
Register a referred person in a DWP Orientation or MFIP Overview session by doing the following:
 Log into WF1
 Select “Agency Referral Queue” from the Home Page. This brings you to the Agency Referral
Queue page
 Select either MFIP or Diversionary Work from the “Program” dropdown list
 Select the “Filter” button
The Agency Referral Queue page is displayed again. Now it limits the referrals in the list to only MFIP or
DWP and the “Go to Register for Orientation/Overview Session” is displayed.
 Select the “Go to Register for Orientation/Overview Session” button
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The “Register for Orientation/Overview Sessions” page appears with the Open Session Summary section
showing the “Open” overview/orientation sessions for the Program (MFIP or Diversionary Work) that
was chosen previously. “Open” sessions are those that have seats available.
The Session Filter area located above the Open Session Summary allows you to filter the display of the
Open Session Summary by Start Date and by Start Time: AM/PM. You may also click on the column
headings that are underlined to change the order that the list is sorted by.
 Find the Session you want to use and select the “Use this Session to Register” link located in
the Action column.
The Session Registration page for the selected session displays along with the MFIP referrals.
Note the following near the top of the page:
1) Session Details including Date, Time, and Location display.
2) Session capacity information displays in an easy to read table.
3) You may filter the list of referrals by changing the Agency Location dropdown or entering
specific pending referral dates, and selecting the Filter button.
Note the following on the lower part of the page:
4) The referred persons are displayed. If a person has already been registered for an overview or
orientation session it will display in the Registration Status column.
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5) You may register one or more persons for the session by selecting the checkbox in the Select
column next to the name of the person and then select the Register Selected Persons button.
If your WF1 access is Records Management – Manage Sessions = FULL, you will be able to
register beyond the session capacity.
When you select the “Register Selected Persons” button, the Registration Results panel displays.
Note the following:
1) The session capacity information is updated.
2) The registrants are displayed in the table.
3) If you made an error, you can select a person and select the Unregister Selected button to
remove them from the session.
4) To continue registering more persons from the referral queue, select Return to Open
Session Summary.
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5) To go back to the Agency Referral Queue, select the Return to Agency Referral Queue
button.
Note the following on the bottom navigation bar:
6) If you are done with the Referral Queue but want to continue using WF1 for other
functions select Home.
7) If you are finished with WF1 select Logout.
What happens after the Orientation/Overview session is held?
It is up to the Agency to determine the processes and who is responsible for marking attendance and
deciding when to accept and enroll the referred persons.
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Once the session is held, someone in Agency should mark the Attendance for registrants of the session.
The Attendance information in WF1 can then be used to determine whether the referral is accepted
(resulting in an application and enrollment in the MFIP or DWP program) or declined, or perhaps
scheduled for a new Orientation/Overview session if they did not attend the session.
(Refer to section Manage Sessions: Attendance in the User Guide for more details on attendance).
Introduction to Appointments
What is it?
The “Appointments” pages in Workforce One provide a way to set up and retain information about oneto-one appointments between agency staff and program participants. All appointments for program
participants are kept in the person’s record. Staff may use a link on the Tools menu to view future
appointments for all of their assigned staff.
When an appointment is created, a case note is automatically opened. There is one case note per
appointment. Therefore, a case note will be added each time one of the appointment fields is edited or
when additional details are added.
Note: Using the appointments feature is optional.
It is up to each Region and/or Agency.
Where is it?
The “Appointments” link is accessed via the
Interactions link on the Program Tab. Go to a
person record, click the Program Tab and look
for the Interactions link on the blue bar near the
top of the page. If you do not see this link,
verify you have the required security access
with your local Security Administrator (SA).
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The “Staff Interactions” link is accessed from
the Tools menu on the Home page.
Security Access
Security access is required to enable the “Interactions” and “Appointments” links on the Program Tab on
the person record, and the “Staff Interactions” link on the Tools menu. The access you receive is
determined by your position within the agency or the type of activities you perform on your job. If you
are not sure what role you need, ask your manager or Security Administrator for assistance.
Function
Security Role
View
Program / Interactions /
Person Appointments
Entry
Full
View
Tools / Staff Interactions / Staff
Appointments
Full
Allows User to:











View Person Appointments Summary
View Appointment Details but not Case Notes
Section of detail
View Person Appointments Summary
View agency case notes
Enter new appointments
View Person Appointments Summary
View agency case notes
Enter new appointments
View Staff Appointment Summary
View Staff Appointment Summary
Appointment Name is an active link to the
appointment record
Note: An appointment can only be edited by the staff
member assigned to the appointment and the staff
member who entered the appointment.
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Appointments
View Appointments
To view existing appointments you will use the “Person Appointments Summary” page. To find this
page:
Steps:
 Log into WF1
 Go to a person record (from the Home page, select the “Person” link and enter the information
to find the person for which you will view or create appointments)
 Select the “Program” Tab
 Select the “Interactions” link
 Select the “Appointments” link
From “Interactions” you will see the “Appointment Summary” page. This page displays the appointment
history for this person. You can use the “View Appointment Status” dropdown button to display only
the appointments in a given status. The View Options include: All (default), Canceled/Not Held,
Complete, Did Not Attend, Excused-Incomplete, Scheduled and Unexcused-Incomplete.
A navigation bar displays quick links at the bottom of the page
 Home – Closes current view and opens the WF1 homepage
 Application Summary – Closes current view and opens the Application Summary page for this person
 Logout – Closes current view and logs you out of WF1
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Scheduling an Appointment
To add an appointment, click on the “Schedule New Appointment” button located at the top of the
“Person Appointments Summary” page.
The “Person Appointment Details” page displays (see example on next page). The page has many fields
that need to be entered. The red * (asterisk) denotes a required field.
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 Agency Location – Select location of appointment from a dropdown list
 Appointment with – Select the agency staff person who will conduct the appointment
 Contact Type – Select from a dropdown list to indicate how the appointment will be held – via
phone, in person etc.
 Status – Provides status of the Appointment. Default is “Scheduled”
 Subject – Select from a dropdown list of subjects by which to categorize the appointment. The
values provided are the same as the Case Notes subjects. This field populates the Case Note
subject also.
 Is Event Attendance Mandatory – Indicate yes if the event is mandatory for the client to attend
this appointment per the program rules.
 Appointment Name – The name you choose for the appointment
 Appointment Location – Where the appointment will be held; Use dropdown if session will be
held within your agency. Use Alternate Location to manually enter a location outside your
agency
 Appointment Date, Start and End time - The date and time of the appointment
 Checkbox fields – Place a checkmark next to the statements that you would like to appear on
the printed notice
 Case Notes Details: Text typed or pasted here will be included in the Case Note that is created
when the appointment is saved.
 Associated Programs for this Appointment:- Select the checkbox next to the Program/Sequence
associated with the appointment
Important Notes!
 Appointments cannot be deleted! If you make an error that cannot be corrected
by editing the information, change the attendance status to “Canceled/Not Held”
and type the explanation in the Case Notes Details section.
 The system will allow more than one appointment to be scheduled for the same
date and time!
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Once you have completed all the required fields and you are satisfied with your description, click the
“Save Appointment Details” button. The page will automatically close and you will return to the
“Person Appointments Summary” page and the appointment displays in the list. Another save options
is to click the Save and Print Appointment Notice function. The system will save the appointment and
generate a printable notice for the appointment.
View or Edit Appointment Details
The “Person Appointments Details” page provides the details of the appointments listed on the
summary. The name of each event is listed under the “Appointment Name” Column. You can reverse
the sort of this list by clicking on the column header, “Appointment Name.”
 Select the Program Tab
 Select the “Interactions” link located to the right on the blue bar ”
 Select “Appointments” from the Person
Interactions Menu” page
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The “Person Appointments Summary” will open. This page allows you to view the person’s appointment
history. Appointment details are provided on the “Person Appointments Details” page. To access this
page you click on one of the Appointment Name hyperlinks listed under the “Appointment Name”
column.
The “Person Appointment Details” page provides detailed information about the selected appointment
(see screen shot below). For information on each field that appears for the appointment, see the
“Scheduling an Appointment” section of this manual.
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Your ability to edit an existing appointment or view the appointment Case Notes is reliant on your
security access. Appointments older than 92 days are not editable.
After you complete your edits, make sure to save your changes by clicking the “Save Appointment
Details” button at the bottom of the page.
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To navigate out of the “Person Appointments Details” page without saving changes use the “Cancel”
button or any of the quick links on the navigation bar at the bottom of page.
Important to note: Only the “Staff Entering” (the person who created the appointment) or the staff
assigned to “Appointment With” has access to edit the appointment fields. However, if the case was
transferred, future appointments were automatically changed to list the new staff assigned as Staff
Entering therefore the newly assigned staff is able to edit the appointments as if they created them. For
more information on access, see the “Security Access” section of this manual.
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Technical Support
The Manage Event Types and Sessions pages are supported by the DEED Workforce One team. If you
are experiencing trouble with any of the pages, have a question about a page, or an idea on how to
enhance the functionality of a page, you can contact us using the “Service Desk” link on the Workforce
One homepage.
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Workforce One Service Desk Request Form
The WF1 Service Desk Request form is used for reporting problems with any of the Workforce One
screens. You can also use it to request User Account Maintenance. For problem reporting, populate
the fields located under “All other requests.” Make sure you are accurate and complete when filling
out the form.
Note: The “Category” field provides a
dropdown list of problem categories
(defaults to WF1 Questions).
Remember to update this field before
submitting the form.
Make sure to fill out the Record ID
and the steps taken that cause the
problems. This will help our
developers determine “root cause.”
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Revision #
1
1.2
Name
Date
Changes
Jill Hillyer/Mary Philippi
09/16/2009 New Document
Jill Hillyer/Mary Philippi
01/20/2009 Added information on Appointments and Event
Notices
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