In this article, we'll show how learners can request new Event dates for an Instructor-led Lesson when either no dates are available or no suitable dates are available. We'll also explain how an administrator can notify learners when a new Event is created.
We'll cover:
- How learners can add their name to a list to be notified about new Events
- Notify learners when a single new date is created
- Notify learners about multiple available dates (in a single email)
- Monitor Event requests and capacity
This video shows the end-to-end process:
How learners can add their name to a list to be notified about new Events
The 'Send me new dates' option is available in two places. Firstly, if an Instructor-led Lesson is available to learners but no Events have been created, the Lesson will show only the 'Send me new dates' option:
Secondly, the 'Send me dates' option is available to select if the available dates are not suitable:
Each time a learner selects 'Send me new dates' from either of the above places, they will be added to the 'Notify list' for the Lesson:
Notify learners when a single new date is created
When a new Event is created for the Instructor-led Lesson, an Administrator will see the option to automatically notify everyone who has selected 'Send me new dates' and added their name to the Lesson notify list. This will send a single notification to each learner on the notify list to advise about the new date:
Note that there is also a second option available to notify each enrolled User who has not yet booked a date. Enrolled means the Course is in 'Have to do' or Chosen to do'.
Notify learners about multiple available dates (in a single email)
The option above will send a single notification to learners on the notify list when a new Event is created, perfect when just one Event is created. However, if multiple Events have been created and this option is selected each time, then learners would receive multiple similar emails to sort through, which is not a great experience.
Instead, from the 'Lesson notify list', an Administrator can send a single notification that details ALL of the available dates. Here's how:
- Navigate to the Lesson
- Select Notify list
- Select one or more Users from the list
- Select Notify
Note: It is also possible for Administrators to manually add learners to the Lesson notify list.
Monitor Event requests and capacity
Learn administrators will not be notified each time a learner adds their name to the notify list - that could be a lot of notifications!
Instead, there are two key reports that will help you monitor event requests - and future event capacity.
Monitor Event requests with the 'Future Event dates notification' report
The Future Event Dates Notification report brings all 'Send me dates' requests into one place to help administrators track and respond to this demand. It provides visibility over how many learners are waiting, what they’re waiting for, and how well the current event schedule is meeting demand.
Find out more about the Future Event Dates Notification report
Manage Event capacity with the 'Event management and analysis' report
The Event management and analysis report provides high-level summary metrics and detailed insights about past and future Events to help you plan your Event schedule and effectively manage capacity.
From the summary metrics, you can apply specific filters to drill down into the details with just a few clicks, allowing you, for example, to:
- Spot trends for Event 'no-shows'
- Spot trends for Event cancellations
- Monitor and manage capacity for future Events
- See which Events have the highest and lowest attendance
Keep track of demand with a report reminder delivered to you and your team
A report reminder is a customisable 'call to action' email, which delivers a link to a report to your stakeholders.
Reminder emails can be sent to specific Users or to shared email inboxes. Recipients just follow the link to view the report with the latest data - quickly, easily, and securely. You can create as many reminders as required.
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!