In this article, we'll explain how to set up approval for Event bookings. Once configured, learners will see "Ask for approval" instead of "Show dates" when viewing Event dates. When approval is requested, the approver(s), including managers, Event administrators, and budget authorisers will receive an email notification to approve or deny requests directly in Learn LMS.
This straightforward process is particularly helpful for managers as they can check team schedules before giving approval, and can also help control costs where attendance is chargeable.
A few things to know about Event approvals:
- Up to two approvers can be configured
- A second approver will receive a request to approve only if the first approver consents
- Administrators can overrule approval and book Users directly onto an Event in Learn admin
- If no approver is set, the User will be prompted to contact an administrator
Note: it is also possible to set up approval for Course enrolment.
Steps to set up approval for Event booking
- Browse to an existing Event in Learn
- Select 'Edit' to view the Event properties:
- Scroll down to the 'Approval type' option. Make a selection from the drop-down menu:
- Scroll to the end of the page and select 'Submit' to save the change. When viewed as a student, the Event will now look like this:
- When 'Ask for approval' is selected, the User will see a message advising that this action will send an email to (the approver). The User must then select 'Yes' to trigger the approval process or 'No' to cancel
How the approver responds
The nominated approver will receive a notification advising they are required to approve or deny a request to book an Event. Approval requests are pinned to the top of the notification panel:
The approver can select 'Approve' or 'Deny'. If 'Approve' is selected, the User will be booked onto the Event straight away (unless two-stage approval is configured, in which case a request to approve will be sent to the second approver).
If 'Deny' is selected, we recommend that the approver contacts the User who requested approval to discuss the request.
Notifications triggered through the process
EventBookingRequest: Sent to the Event Authoriser (the user configured to approve the Event) to advise a User has requested to attend the Event.
EventBookingApproved: Sent to a User to advise that their request to attend an Event has been approved (when Event approval is configured) however no spaces are available. If a space is available, then the user will be booked and the EventBookingBookedUser notification will be sent.
EventBookingStageApproved: When 2-stage approval is configured for an Event. Sent to advise the User that their request has been approved at the current stage and will be passed on to the next stage in the approval process.
EventBookingDenied: When approval is configured for an Event. Sent to advise the User that their request to attend an Event has been denied. If approval is denied by the second person in a 2-stage approval process, then a copy of the email is sent to the stage-one approver.
Get deeper learning in The Academy
To get the full picture of Instructor-led training, including suggestions for good practice and tips from the Kallidus team, take a look at the 'Instructor-led training 101' Course.
To take your knowledge to the next level and find out how to work efficiently at scale with Events - including how to create an entire schedule of Events with just a few clicks - view the 'Event Hacks' Course.
The Academy is your forever free learning hub for Kallidus products including live events, eLearning videos, and more. If you're new to The Academy or know someone who is missing out on free learning, contact your Customer Experience Manager or the Support Team to sign up today!