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It is possible to require approval for learner event bookings either by the user's manager or using two-stage approval with a manager and nominated approver(s).

Event role approval

It is possible to enable certain roles (such as Trainer or Editing trainer) as Event roles in a seminar. When an event role is selected to provide approval all users assigned to the role in the event will be immediately sent a notification with instructions to approve the user's request to sign-up for the event.

Before this can be set-up in a seminar you will need to ensure that the correct settings are configured within Site administration > Seminars > Global settings. You will need to select (by ticking the box) any roles you want to include as Event roles and you will also need to ensure these roles are then selected under the Available approval options setting. 

Event roles and approval options for an event.

You can then follow these steps in the seminar activity on the desired course:

  1. In the Seminar settings go to the Approval Options section.
  2. Set Require approval by to which ever role(s) you have set up as Event role(s) (in the example below this is Editing trainer). 
  3. Click the Save and return to course or Save and display button. 

Required approval options.

When adding an event to the seminar you will have the option Event roles where you can select which role holders you want to be required for approval (you can choose them by name). 

Manager only approval

You can set this up by following these steps:

  1. In the Seminar settings go to the Approval Options section.
  2. Set Require approval by to Manager Approval.
  3. Click the Save and return to course or Save and display button. 

Manager approval selected.

Two-stage approval

If you would prefer you can have two (or more) people approve the learner's request to sign-up for the seminar event. Before this can be set up on the course it needs to be enabled by a Site administrator under Site administration > Seminars > Global settings. Make sure alongside Available Approval Options that Manager and Administrative approval is ticked so it will be enabled in the course. 

Once it is enabled on a site level you can then enable two-stage approval in the Seminar activity by following these steps:

  1. In the Seminar settings go to the Approval Options section.
  2. Set Require approval by to Manager and Administrator approval.
  3. You can now use the Add approver button to add one or more approver(s) (you can pick from a list of all users enrolled on the course). 
    • To remove an approve simple click the remove icon () alongside their name. 
  4. Click the Save and return to course or Save and display button. 

All users selected as an approver will be immediately sent a notification with instructions to approve the user's request to sign up for the event. Approval can then be given by the Manager followed by the Administrator, or the Administrator may finalise the request without Manager approval.

Manager and Administrative approval selected.

Accepting/rejecting a request

When a learner next books into the seminar event who ever has been set to approve (event role, manager and/or approver(s)) will receive a message requiring them to Accept or Reject an event booking request. If there is two-stage approval set up then both the manager and the approver(s) will receive the request at the same time. 

This notification will be sent via email and includes an Accept and Reject link within message. Additionally, the approver(s) will see the Event Booking Request within their Tasks block on their Dashboard. Clicking the information icon () next to the Task opens a dialogue box which provides options to Accept or Reject the request or Cancel or Dismiss the notification.

An event approval request in the tasks block.

If Accepted/approved the learner will be Booked or Wait-listed for the Seminar event then sent an email confirmation and calendar invite.

If Rejected/denied the learner will be sent a cancellation email and their Booking Status of Requested will be removed. A learner can request attendance again if appropriate.

Reviewing an event approval request.

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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