In this article, we'll show how to notify an Event Administrator or an Event notification Group if an Event is over or under-subscribed. This helps determine if enough Users are booked for an event to proceed or if additional events are needed due to high demand.
A few things to know:
- Notifications can be sent to an Event Administrator and/or the members of a Group
- The 'Notification Group' could be team admin accounts or other key stakeholders for the Event
- Administrators set the notification schedule (days, weeks, months, or years in advance)
- The CheckEventsAttendeeLevels email template must be enabled for notifications to be sent
- Configure notifications for specific events only
- Notifications may be delivered via email or Teams, depending on your Learn LMS setup
This notification can be set up for a one-off event by following the steps below; alternatively, configure Lesson defaults to include this option so all events created for a specific Lesson will automatically have this setting configured.
Steps to get notified when an event is under/over subscribed
- In Learn admin, browse to the Event:
- Select Notification from the administration menu
- If the notification should be sent to a Group, find the 'Notification group' setting, and select Select If this is not required, skip to step 5:
- A pop up window will appear, listing all Groups in Learn. Use the freetext or alphabetical search options to find the Group. In this example, a freetext search is used:
- Select the Group name to add as the notification Group
- Scroll to the end of the page. Select the tickbox 'Notify the administrator and notification group if the event is under or over subscribed':
- Specify when the notification should be sent. Choose from X days, weeks, months, or years before the Event start date
- Select Submit to save
Notify about bookings and cancellations
It's also possible to notify the Event Administrator and/or Notification Group of bookings and cancellations. Be mindful that this may generate a number of emails to your stakeholders:
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- Manage Instructor-led training with Events: create, share, manage, and evaluate Events
- Event Hacks: top tips for saving time and working efficiently with Events
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