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Where the Seminar Activity has been set to Allow manager reservations, Staff Managers (users with direct reports) can Reserve or Allocate spaces at a Seminar Event for members in their team.

Reserving spaces allow 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 allow managers to assign a pre-determined number of spaces on a session for specific members in their team. 

Manager reservation options.

To be able to Allocate or Reserve spaces, a manager needs the relevant Permissions and Capabilities in the context of the course. Please see Reserve and allocate access for instructions on assigning access rights.

Reserving spaces

To reserve a space, or number of spaces within a Seminar Eventclick the corresponding Reserve spaces for team link where displayed on the course home page or use the corresponding View all events link to view all Events within the selected Seminar Activity.

Reserving seminar spaces from course home page.

A number will be displayed next to the link e.g. (0/1). The left number displays the amount of spaces that have been reserved. To the right, the amount of spaces that are allowed to be reserved.

From the drop-down, select the number of spaces you wish to reserve (from the available options) and select the Update button.

You will be returned to the Events Dashboard and the number of spaces will be updated to show how many you reserved and how many you have remaining.

Reserving spaces for a manager's team.

Reserving seminar spaces events dashboard.

The Attendees list will be updated showing a Reserved booking.

List of attendees with a reserved booking.

Allocating spaces

To Allocate a space or number of spaces to members of your Team within a Seminar Event click the corresponding Allocate spaces for team link where displayed on the course home page or use the corresponding View all events link to view all Events within the selected Seminar Activity.

A number will be displayed next to the link e.g. (0/1). The left number displays the amount of spaces that have been allocated. To the right, the amount of spaces that are allowed to be allocated.

From the Potential allocations list, select the members in your team that you wish to book into the session, choose whether to Replace reservations when adding allocations ('Yes'or 'No') and select the Add button.   

To remove an Allocation, select the relevant user(s) from the Current allocations list and select the Remove button.

Team members allocated to an event.

You will be returned to the Events Dashboard and the number of spaces will be updated to show how many you reserved and how many you have remaining.

It is important to note that if you allocate a learner a space on a seminar which is already full then they will be added to the waitlist. They will then automatically be added to the seminar booking if there is a cancellation and they are the next in the queue on the waitlist.

Reserving space for another manager

To Reserve a space on a Seminar Event on behalf of another manager, click the corresponding Reserve spaces for another manager link where displayed on the course home page or use the corresponding View all events link to view all Events within the selected Seminar Activity.

Reserving seminar space for another manager.

Use the dropdown menu to choose the relevant manager and press Select Manager. The page will be updated and will display one of two options:

  • Advise the maximum number of spaces have already been reserved by this Manager
  • An option to changes the number of spaces the selected Manager has for the Event (from 'None' to up to the maximum for the Seminar Activity)

All spaces allocated for the selected manager.

Selecting the number of spaces to reserve.

Use the Reserve spaces for the team dropdown menu to changes the reservation spaces and click Update to save or Cancel to discard your changes.

You will be returned to the Events Dashboard and the number of spaces will be updated to show how many reserved spaces remain.

Totara Academy

The Totara Academy has a whole course dedicated to using Seminar Management in Totara Learn. Here you can learn more on how to use seminars, see best practice, and give it a go yourself.




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