Statuses are used to track a person’s presence within an Instance or Persistent Module. There are two types of statuses: Active and Inactive. When the person is assigned an Inactive Status he/she can no longer access the Instance. Inactive users can be hidden from reports, surveys and observations. This is useful in order to filter out the person’s data for analysis, yet not delete the person’s data in case it is needed at a later time.

Statuses can be configured to denote specific reasons for being active or inactive. For example, a student who voluntarily leaves training could be assigned an inactive status of “Drop on Request”, while a student who leaves training due to an injury could be assigned an inactive status of “Medical Drop”.

Configuring Statuses

From the Module homepage, select “People” … “Manage” … “Status” and select “New Status”.

• Name … Type in the name of the status (ex. Drop on Request).
• Code … Type in a shortened version (a few letters) of the status under “Code” (ex. DOR).
• Select a status type: Active or Inactive.
• Status Color and Text Color … Customize the text and background color. These color options will be displayed in the Status tiles on Instance Home Pages (if chosen below) as well as on thumbnails on Instance Home Pages.
• Require Comment … This is available for both Persistent Modules and Instances.
• Show on Home Page … to display a COUNT of people assigned to this status on Instance Home Pages, check this box.
• Archived? … If you Archive a status, it will not be deleted, but it will also be unavailable for use in any instances (so existing people set to the archived status will remain set to that status).
• Allow assignment for Persistent Module People … You can now exclude certain statuses from assignment for persistent module people. Toggle the option below to show/hide the status from assignments. It’ll still be available to assign to module admins.
• Tags … Define and apply tags to more finely track people, or provide more context for their status. Separate each one with a line break. Tags will be saved and displayed in alphabetical order.
• Rules … One of more rules can be defined for Status definitions in performance modules to automatically update a person’s status in a specified persistent module. The first role match will apply the status listed if the person exists in the persistent Module listed. 
  • Role… Select a role from the current Module.
  • Module … Select a target Persistent Module.
  • Apply Status … Select one of the available statuses from the target Persistent Module.
  • Status Note (optional) …For additional context.
  • Apply Tags? … Default is off.
  • Is Active? … Default is on.
  • Drag to rearrange if desired.
• Click Save.

Notes: 

• You also have the option to make one of the statuses the default for all newly added users.
• Once configured, all these statuses will be available for all Instances in that Module.

Version(s): GideonSoft 2023 Release 1 and later