In this article, we’ll cover the booking management options for an Event, including examples of when you might choose specific settings. Please note that you can also set default properties for all Events created for a Lesson, including these options.
We'll cover:
Booking management options
Min/Max attendees
The minimum number of attendees required for the Event. If this number is not met, the Event can still go ahead but an Administrator will see this warning on the User page for the Event:
The maximum number of Users allowed to book the Event. Once this limit is reached, the Event will no longer be available for Users to book a place. However, administrators can still add Users to the Event in Learn admin.
If the number of confirmed attendees exceeds the stated maximum, administrators will see a warning on the User page for the Event:
Allow Users to book the Event
This option enables Users to book directly onto the Event (if they are assigned the Event via a Course and Instructor-led Lesson), and if there are available spaces.
Administrators can specify a day range within which Users can book onto the Event. For example, booking could be permitted up to 3 days before the Event. This would prevent late bookings and last-minute changes to arrangements such as catering or training materials. Administrators can still book outside of this window.
On the User page of the Event, the 'Approved by' column shows if the User booked themselves, or if booked by an Administrator:
Allow Users to cancel the Event
This option permits Users to cancel an Event if they can no longer attend. If this option is not selected, only Administrators will be able to cancel the booking.
Considerations:
You might prefer not to allow Users to cancel their own Event bookings, especially if their participation is required for an event. If this setting is disabled, Users will need to contact an administrator to request cancellation.
If a calendar invite has been sent but you do not have Exchange integration set up, the invitation will not be removed from the user’s calendar - they will need to remove this manually.
Waiting list options
- Allow Users to join the waiting list
- First come first served
- Automatic fill of spaces from the waiting list
- Manual booking
Allow Users to join the waiting list
If this option is not enabled, Users will be unable to book onto an Event once all spaces are filled, nor will they have the option to join a waiting list.
However, if the ‘Allow Users to join the waiting list’ setting is enabled, additional configuration options for managing the waiting list will become available, as demonstrated below.
You can also define when Users are allowed to join the waiting list, providing greater flexibility and control over the booking process.
For example, with the settings shown below, Users would be able to join the waiting list for an Event from 30 days before the Event up until 5 days prior. After the 5-day cutoff, the Event would no longer be available for booking:
This could be useful if you prefer not to allow Users to join the waiting list close to the Event.
This approach can assist with planning and resource management by finalising attendance numbers earlier and ensuring resources are allocated effectively.
Similarly, you might choose not to let Users book too far in advance if the details of the Event are subject to change.
First come first served
With this setting enabled, any User can book onto the Event (or be booked by an Administrator) if a space becomes available, whether on the waiting list or not.
The additional 'notifications' option means that Users on the waiting list will be notified to advise that there’s a space available. This triggers the EventNotifyAvailability template. View Notifications and Messages 101 to find out more about email templates, including options to edit the text of the notification.
Automatic fill of spaces from the waiting list
With this option selected, Users on the waiting list are automatically booked onto the Event based on their wait time, with those who have waited the longest receiving priority when a space becomes available.
You can configure the setting to stop auto-booking a specified number of days before the Event, at which point it will switch to a first-come, first-served, or manual booking system. Additionally, you can choose whether to notify Users on the waiting list when the Event switches to first-come, first-served booking.
This option can save time by reducing the need to manually approve each User. However, you may prefer to disable this feature in the days before the Event.
For example, if the Event involves personalised resources for attendees, you might not want last-minute additions. In this case, turning off auto-booking a few days before the Event and switching to manual approval will give the Event organiser the flexibility to approve last-minute attendees or proceed with fewer than the maximum number of attendees.
Manual booking
If this setting is enabled, the Event Admin or any LMS Admin can book Users from the waiting list onto the Event when a space becomes available. Administrators can also add Users who are not on the waiting list to the Event and manage the waiting list as needed.
This option provides the administrator with maximum control over Event attendees. For example, you could prevent Users from booking onto the Event entirely (by unticking ‘Allow Users to book the Event’ under Booking Management) and instead enable the waiting list with manual booking up until 5 days before the Event. Once the waiting list for manual booking closes, the Event Admin can review all Users on the waiting list and decide which Users to book onto the Event.
However, while this option gives Administrators complete control, it also requires more administrative effort, as the Event Admin is responsible for reviewing and manually booking Users, potentially increasing the workload.
What happens when a User is unenabled?
If a User is manually unenabled via their User profile
In this case, you’ll receive a warning informing you that any Event bookings they have will be cancelled. Notifications will also be sent to the User confirming the cancellations if you proceed, and their booking(s) for the Event(s) will be cancelled:
If a User is automatically unenabled
If a User is disabled automatically, due to an issue with the automated People-data feed or because they are no longer included in your data feed, their bookings will not be cancelled. This is to prevent accidental cancellations if the User was disabled for a separate issue.
As a result, you may encounter situations where an Event appears full, but the attendance list shows fewer than the maximum number of attendees, or you might see a warning about over-allocation, even though the attendee count is accurate.
By default, the Users shown on the ‘User’ section of Event are filtered to show only enabled Users. Use the Availability drop-down menu to see all Users/any unenabled Users booked onto the Event:
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.
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