Instructor-Led Training: Managing Seminars

This article focuses on how to manage seminar seats and attendance.

TOPICS

• Allocate and Reserve Seminar Spaces
• Attendance
  • Individual Attendance
  • Bulk Attendance
  • Exporting Seminar Attendance
  • Downloading a Sign-In Sheet
• Creating Activity-Specific Seminar Notifications

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Allocate and Reserve Seminar Spaces

When a seminar activity has been set to Allow Manager Reservations, staff managers can Reserve or Allocate spaces at a seminar event for members of their team. 

Reserving Spaces: Allows managers to secure a pre-determined number of spaces on a session for their team. This is helpful when it is not yet known who will be attending from a team.

Allocating Spaces: Allows managers to assign a pre-determined number of spaces on a session for specific members in their team. 

The number of spaces that can be allocated is set per seminar activity, so if a lot of spaces are reserved for a particular event, then there will be fewer available for other events. 

Reserving Spaces

To reserve spaces within a seminar event:

1.  On the course homepage, locate your desired seminar session and click on the corresponding Reserve Spaces for Team link. 

2.  Using the drop-down menu, select the number of spaces that you would like to reserve.

3.  Once you are complete, click the Update button. 

After selecting the number of spaces to reserve, you will be returned to the Events dashboard, and the number of spaces will be updated to show how many seats have been reserved, and how many seats are still available to be reserved. 

Allocating Spaces

To allocate spaces to members of your team within a seminar event:

1.  On the course homepage, locate your desired seminar session and click on the corresponding Allocate Spaces for Team link. 

2.  From the Potential Allocations list, select the members of your team that you would like to book into the session. 

3.  If necessary, select Yes or No for the Replace Reservations When Adding Allocations option.

4.  Once you are complete, click the Add button.

To remove an allocation, select the relevant learner from the Current Allocations list and click the Remove button. You will then be returned to the Events dashboard, and the number of spaces will be updated to show how many seats have been reserved, and how many seats are still available to be reserved. 

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Attendance

Once attendees have been booked and confirmed and the session has begun, an Administrator, Editing Trainer, or Trainer can take attendance. This can be done by clicking on the corresponding Attendees link of a particular session.

  Individual Attendance

You can mark attendance for each attendee by using the corresponding Current Status drop-down menu to select 'No Show,' 'Partially Attended,' or 'Fully Attended.' 

An attendee's status can be updated at any point once an event has started. Once you are complete, click Save Attendance to save any changes, or Cancel to clear all changes and return to the Attendees tab. 

  Bulk Attendance

You can also mark attendance in bulk. Using the Select drop-down menu, select 'All,' 'Set,' or 'Not Set.' 

All: Selects all learners.

Set: Selects all learners that have already been marked with an attendance status.

Not Set: Selects all learners that have not yet been marked with an attendance status.

Then, set the 'Mark All Selected As' drop-down menu to No Show, Partially Attended, or Fully Attended.  Once you are complete, click Save Attendance to save any changes, or Cancel to clear all changes and return to the Attendees tab. 

  Exporting Seminar Attendance

You can also export attendees and their corresponding attendance statuses as an Excel, OSD, or CSV file. Choose the required format from the drop-down menu, and click Export.

  Downloading a Sign-in Sheet

You can also download a sign-in sheet to use in your seminar session. This sheet will include the attendees' names, any sign-up notes, and a space for them to sign in for the session. 

At the bottom of the page, you can select a particular seminar session and file format, and click on the Download Sign-in Sheet button.

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Creating Activity-Specific Seminar Notifications

When configuring seminars, notifications can be enabled that allow trainers, editing trainers, and site administrators to set and receive automated and customised system-generated notifications for seminar-related actions, updates, and milestones. 

There are two spaces where you can interact with seminar notifications: Site-wide notification templates and activity-specific seminar notifications. 

1.  On your desired seminar activity, use the Administration menu to navigate to Seminars > Notifications.

2.  Click Add, and configure the following settings.

Scheduling: Determine whether your notification will send immediately (Send Now) or be scheduled to Send Later. 

Send Later: Sets the message to send N hours from Before Event (Opening Start Time), After Event (Closing End Time), or Before End of Sign-up Period. 

Recipients: Determine who will receive the notification based on their registration status.

Booked: Sends the notification to users booked for the session. You can also specify if this message will go to those who Attended Only or those who did not attend and have the No Show status.

Wait-listed: Sends the notification to those who signed up for an event that allows overbooking, but are not yet booked.

User Cancelled: Sends the notification to users for whom the event was cancelled or those who cancelled their own registration.

Pending Requests: Sends a notification to users for whom have requested a booking from their manager/role/administrator that has not been approved or declined yet. 

Template: If necessary, select an appropriate notification to use as the basis of your new notification. 

Name: Enter an appropriate name/subject line for your notification, allowing it to be distinguished amid other notifications.

Body: Enter an appropriate main body for your notification.

Manager Copy: Determine whether a copy of the notification will be set to the manager.

Manager Prefix: If necessary, enter any additional content that will be included before the body paragraph for managers to read.

Status: Determine whether the notification template will be marked as Active (checked) or Inactive (unchecked). Inactive templates are not available to be used when setting up notifications. 

3.  Once you are complete, click Add. 

You can then edit any existing templates by clicking on the corresponding Settings icon on the Manage Notification Templates page. 

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