Advisory Emails Sent to the Operator
If an email address for the operator is specified in the EMAIL OP variable-length field of a program record, the operator receives advisory emails from Program Registration when a patron uses the WebPAC to cancel a registration and staff must take some kind of action.
Program Registration sends the following advisory emails:
Advisories Only Sent When Section Is Active and Registration Is Possible
Regardless of any other settings, if a patron cancels a registration for a section that is not active (the STATUS field is set to "INACTIVE" or "CANCELLED") and/or for which registration via Sierra is not enabled (the REGPOSSIBL field is set to "SPECIAL" or "FALSE"), the system does not automatically transfer patrons from the waitlist nor does it send any emails to the operator.
Manual Transfer Required Email
The system sends the operator a Manual Transfer Required advisory if the following is true:
- a patron uses the WebPAC to cancel a registration
- the section is active
- registration via Sierra is enabled
- one or more patrons are on the waitlist
- the first session is in the future and automatic transfer is not enabled or the first session of the program is in the past
The wording of the advisory depends on whether automatic transfer is enabled as well as whether the first session of the program is still in the future or has already occurred.
| If the first session is: | And automatic transfer is: | The Manual Transfer Required advisory: |
|---|---|---|
| in the future | not enabled | prompts the operator to manually transfer the patron(s) at the top of the waitlist to the recently vacated seat(s) on the registration list |
| in the past | either enabled or not enabled |
informs the operator that the system did not automatically transfer any patrons, and recommends a manual transfer if necessary |
If the first session is in the future and automatic transfer is enabled, there is no need for manual transfer and therefore no Manual Transfer Required advisory is sent.
Manual transfer required advisories sent before the first session meets resemble the following:
Date: Thu, 3 May 2007 13:26:48 From: Program Reg Email <progadm@iii.com> To: blancheq@north.lib.edu Subject: Program Reg Requires Manual Transfer to Fill Vacant Seat Reply-To: progadm@iii.com A cancellation has resulted in a vacant seat on the registered list for this section: Program Name: Chocolate: the Terroir and the Bean Instructor: Lila Bota Start Date: May 03 2007 12:01:00PM Location: Music Library Cost Per Registrant: $0.00 A waitlist exists, but automatic transfer is not enabled, so a manual transfer is required to fill the seat.
Manual transfer required advisories sent after the first session meets resemble the following:
Date: Thu, 3 May 2007 13:26:48 From: Program Reg Email <progadm@iii.com> To: blancheq@north.lib.edu Subject: Program Reg Requires Manual Transfer to Fill Vacant Seat Reply-To: progadm@iii.com A cancellation has resulted in a vacant seat on the registered list for this section: Program Name: Chocolate: the Terroir and the Bean Instructor: Lila Bota Start Date: May 03 2007 12:01:00PM Location: Music Library Cost Per Registrant: $0.00 A waitlist exists, but autotransfer will not occur because the first session has already started. A manual transfer is required to fill the seat.
Automatic Transfer Confirmation Could Not Be Sent Email
The system automatically emails an Automatic Transfer Confirmation Could Not Be Sent advisory to the program operator if the following is true:
- a patron uses the WebPAC to cancel a registration
- the section is active
- registration via Sierra is enabled
- one or more patrons are on the waitlist
- the system cannot send the automatic transfer confirmation email (for example, because the patron record of the transferred patron does not contain an email address)
- the first session of the program is in the future
- automatic transfer is enabled
Automatic Transfer Confirmation Could Not Be Sent advisories resemble the following:
Date: Mon, 10 Sep 2007 17:25:51 From: Program Reg Email <progadm@iii.com> To: blancheq@north.lib.edu Subject: Program Reg Cannot Email Auto Transferred Patron Reply-To: progadm@iii.com Program Name: Chocolate: 70 percent and more! Instructor: Lila Bota Start Date: September 17 2007 12:00:00PM Location: Main Rm. 240 Cost Per Registrant: $0.00 The system was unable to send transfer confirmation to this patron, who has been automatically transferred from the waitlist to the registered list: Name: Lee, Thom Note: Thom The patron record may not contain a valid email address, so a phone call is required to confirm registration.
If a Cancellation Confirmation Could Not Be Sent
If a patron cancels a registration in the WebPAC but the system cannot send the cancellation confirmation email (for example, because the patron record of the transferred patron does not contain an email address), the operator does not need to inform the patron of the patron's own cancellation action and therefore the system does not send an advisory to the operator.