Managing registration files
DMF | 180316 TRAINING SESSIONS REGISTRATION |
In order to register participants to a session, one or more registration files must be created beforehand.
A registration file can contain multiple participants.

There are multiple ways to create a registration file:

Prerequisite: You must have created at least one session.
1 | Open the session. |
2 | Go to Edit > New registration. |
3 | Enter the information: |
Field | Description |
---|---|
File code | Enter the unique code of the registration file. |
End customer, Contact and Address |
In the End customer field, enter the customer to be registered in the session. This is the customer that sends its employees to attend the session. In the Contact and Address fields, enter the customer's contact details. In the Contact field, the list displays the contacts for which Training interlocutor is checked in their record sheets. |
Organizer, Contact and Address |
Enter the registration organizer in the Organizer field. This is the third-party in charge of the training's logistics. In the Contact and Address fields, enter the organizer's details. |
Agreement # |
Enter the agreement number. Note If automatic management objects numbering is programmed for agreements, leave this field empty and it will be filled in automatically when publishing the agreement. |
Customer Ref. | Enter the customer's reference. |
Status code |
Select the registration file's status code from the drop-down list.
|
Number of named participants |
This field displays the number of participants in the registration file under the Participant(s) tab. This number is updated automatically and cannot be modified directly from the field. |
4 | Under the Registration section, enter the information: |
Field | Description |
---|---|
Registration info | Enter information about the registration file. |
Request date |
Enter the date of the request. By default, today's date is entered automatically. |
Rank # | The number entered in this field does not have any impact. |
Registration date |
Enter the registration date. If the file was added directly when creating the session, today's date is entered automatically. |
Cancellation date | Enter the cancellation date in case of cancellation. |
Reason | Enter the reason for the cancellation in case of cancellation. |
5 | In the action bar, click on |
The registration file is saved and the Participant(s) tab is added.
Reference
To add or delete participants in the session, refer to Managing participants in a session.
The registration file is not linked to a sales document. To link the registration file to a sales document, refer to Linking a training product line to a registration file.

1 | Create and save a session whose project is linked to a single customer. |
A window offers to create the customer's registration file.
2 | Click on Yes. |
The session and a registration file are created.

When validating an order
Important
If you validate an order that contains more than one training line, a window will inform you that you have to manually create the registration file or the session from the order. In that case, you need to right-click one of the training lines and click on New file/session to create the registration file (see From a validated order).
Prerequisite: You must have created one or more sessions.
1 | Go to Management > Sales > Orders, and click on |
2 | Under the Lines tab, click on |
Reference
To create a sold product corresponding to a training product, refer to Setting up a training sold product.
3 | Once the order is entered, click on |
4 | Press F4 or go to Edit > Validate without printing. |
5 | Click on Yes. |
A window offers to create a session or a registration file.
6 | Click on Yes. |
7 | Check New file. |
8 | In the Session field, select the session in which the registration file will be created. The list displays the sessions already created in Akuiteo. |
9 | Click on Validate. |
The registration file is created and added to the selected session.
From a validated order
1 | Open the order |
2 | Under the Lines tab, right-click on the desired training line and click on New file/session. |
3 | Check New file. |
4 | In the Session field, select the session in which the registration file will be created. The list displays the sessions already created in Akuiteo. |
5 | Click on Validate. |
The registration file is created and added to the selected session.

Prerequisite: You must have created one or more registration files.
1 | Open the session on which the registration file is linked. |
2 | In the Details menu on the left, double-click on the desired registration file. |
3 | In the action bar, click on |
4 | In the action bar, click on |
The registration file is modified.

A training product line can be linked to a registration file. A same commercial document can contain multiple lines and each one of them can be linked to a different registration file.
Important
A training product line cannot be linked if it is in a quotation.
Prerequisites:
- You must have created a commercial document containing one or more training lines.
- You must have created one or more registration files linked to a session.
1 | Open the most recent sales management object containing the training line. |
2 | Right-click on the training line and click on Link to registration file. |
3 | In the Session field, enter the session to which the registration file is linked. |
4 | Click on Validate. |
The line is linked to the registration file.

A registration file can be copied to keep the same participants from one session to another.
1 | Open the registration file to be copied. |
2 | Go to Edit > Carry file forward. |
3 | Enter the session in which the file will be copied. |
4 | Click on Validate. |
The registration file is copied to the selected session.

A registration file and its participants can be split in two separate files.
1 | Open the registration file to be split. |
2 | Go to Edit > Split a file. |
3 | Select the participants to be moved to the new registration file. |
4 | Click on Validate. |
A new registration file containing the selected participants is created.

Multiple registration files can be merged together to form a single one.
Prerequisites:
- You must have created at least two registration files from the same session.
- The files to be merged must have the same status and end customer.
1 | From the session, go to Edit > File merge. |
2 | Select the files to be merged. |
3 | Click on Validate. |
The selected files are merged.

Multiple types of documents can be published from a registration file, such as invitations and agreements, in order to send them to participants.
Prerequisite: You must have set up at least one registration file report template. The possible types of report templates for registration files are Rptdesign delivery note, Rptdesign certificate, Rptdesign agreement and Rptdesign receipt.
Reference
To create and set up training report templates, refer to Setting up report templates.
1 | From the registration file, click on |
2 | Click on the desired report template. |
3 | Click on Preview, Print or Send email. |
The document is published.

An invitation can be published and sent to the customer by email.
Prerequisite: You must have set up at least one report template whose type is Rptdesign invitation.
1 | From the registration file, go to Edit > Send an invitation by email. |
2 | Enter the information: |
Field | Description |
---|---|
Employee | Enter an employee to add in the recipients list, CC or not. |
Enter the email address of the recipient for the invitation. | |
Template | Select the invitation template. |
Email body format | Enter the email body format. |
Email message body | Enter the keyword to include in the email body. The list displays the keywords already created in Akuiteo. |
Attachment format | Enter the format of the invitation file to attach to the email. |
Attach file | Check this box if you want the invitation to be attached automatically to the email draft of the invitation. |
Link the document to the management object | Check this box if you want the published invitation to be added under the Linked documents tab in the registration file. |
3 | Click on Open Outlook. |
The email draft is created in Outlook. The email can then be sent.

Important
Deleting a registration file cannot be reversed.
From the registration file, click on in the action bar and confirm the deletion.