Receiving and Handling Joining Instructions This is a team talk to help delegates understand how important receiving and handling JI properly is.

How to ensure you receive Joining Instructions You must ensure that NO Outlook email rules are set up to automatically delete these type of emails You will need to check your Junk Outlook email box to ensure that no Joining Instructions have been inadvertently directed there. If they have then right click and select “Not Junk”, ensure the box is ticked and select “OK” We would advise checking your Junk folder for “Non Junk” emails at least once a week. We have had a lot of reports of “Joining Instructions were not received” which is leading to people missing their courses. We understand checking junk is not always a priority but it is vital to ensure you receive all relevant work emails such as JIs for course you are booked on to. IS have set up email rules to ensure that emails from Learning Link do not go into your “Junk” folder but you may have inadvertently set these up yourself. As not attending or attending with out appropriate equipment or documentation, or even being booked inadvertently onto a course that is not right for you costs vital funding.

How to handle Course Joining Instructions All Joining Instructions are emailed and the title will start ‘Your registration confirmation…’ It is vital that you read this email and all attachments fully. Its is also vital that you add the invite to your Outlook calendar along with full details. The following slides are a step by step guide on how to handle joining instructions once delegates receive them.

1. Read email and Open calendar link Delegates need to read the email and then open the outlook calendar link by double clicking on the link under the title as shown on the slide. Double Click this link to open in Outlook calendar Slide content feedback: Annette Gann

1a. Open calendar invite This shows delegates what the open invite will look like. Point out if delegates would like to add a reminder to the invite they can by selecting the dropdown box. Now leave this screen open and go back to the original email Slide content feedback: Faye Purchase

2. Saving Joining instruction details to Calendar invite Delegates MUST open and read the attached joining instructions it contains vital information for attending the course, e.g. PPE require & documents that delegates must take along else will not be able to take part in the course. Once read they will need to return to this screen and copy and past into the calendar invite so they can refer easily to the information closer to the course date. Double click to open Must read Joining instructions Once you have read Right click on the document and copy You can then go to the Outlook calendar invite Right click and paste into the body of the invite.

2a. Saving Calendar Invite How to ensure you receive Joining Instructions Once delegates have read the JIs and added them to the calendar invite this is how the screen should look and they are now ready to save. Once saved encourage delegates to double check by going to their calendar where they should see it is now in their calendar. If there is more than one calendar invite the delegates will need to repeat this process for each invite. Click once to save to your Outlook calendar Copy of Joining instructions