Creating a New Participant in PICSWeb

Owned by Joe Robson (Unlicensed), created
Last updated: Sept 03, 2021
3 min read

The guidance in this page is only for customers using PICS for Employability.

Selecting Actions > Create from the top-right corner of the Participant List will begin the three-step process of creating a new participant record.

In the first window, you can enter the following basic details for the participant:

  • First Names

  • Surname

  • Sex

  • Date of Birth – Selecting this will open a calendar date selector.

  • National Insurance Number

  • Reference Number – Here you can either leave the number to Auto Generate or untick that option and enter a number manually.

  • Start Date – Selecting this will open a calendar date selector.

  • Jobcentre – Here you can search for an Organisation with the role Job Centre to link as the participant’s referring Job Centre.

  • Contract

  • Qualification Plan/Programme – Here you can either search for a Qualification Plan or Programme to serve as the basis of the participant’s programme in PICSWeb.

Select Continue to progress to the next step, which is made up of two tabs. In the first tab, you can enter the following Programme details:

  • Site – Here you can restrict the participant to a specific Site.

  • Referral Date – Selecting this will open a calendar date selector.

  • Opportunity Code

  • Programme Expected End date – Selecting this will open a calendar date selector.

  • Subcontractor – If the delivery of the participant’s programme is being subcontracted to another organisation, here you can search the field for an Organisation with the Subcontractor role to link.

In the next tab, you can enter the following Participant details:

  • Select Tags – Here you can search for Tags to add to the participant. You can add multiple tags in this field.

  • Title

  • Ethnicity

  • Telephone number

  • Mobile number

  • Email

  • Address – 4 address fields are available.

  • Postcode

  • Allowed Contact Methods – Here you can choose which contact methods the participant has consented to from the drop-down menu.

  • Preferred Contact Method – Here you can choose which of the Allowed Contact Methods is the participant’s preferred method.

After entering these details, you can either select Save to add the new participant and progress to the third step, or Save > Save and Close to add the new participant and skip the third step.

In the third step, you can enter the following details relating to the participant’s delivery:

  • eAssessor Type

  • Delivery Target

  • Delivery Model

  • Personal Adviser – Here you can search the field for an Officer to link in this role.

  • Training Adviser – Here you can search the field for an Officer to link in this role.

  • Placement Adviser – Here you can search the field for an Officer to link in this role.

  • Careers Adviser – Here you can search the field for an Officer to link in this role.

  • Mentor – Here you can search the field for an Officer to link in this role.

Once you have entered the necessary details, select Save to go to the new Participant Summary.