When you include seminar events and classroom training as part of your courses you can configure the event settings to change how sign-ups are handled. Learners can sign up for seminar events using the relevant Sign-up link on the list of events or the course home page.
If enabled, you can allow learners to declare their interest (and subsequently withdraw it) in a seminar. This can be useful if you want to determine whether there will be enough learners to run a session, particularly if there are costs associated with running the session. Editing Trainers, Trainers and Site Administrators can view who has declared their interest and their reasons for doing so using the declared interest report.
You can also set up seminar events to allow waitlists, meaning learners can sign up for the event even if it is currently full. If attendees can no longer attend the event, learners on the waitlist will automatically take their place. Learners who are moved from the waitlist to the booked attendee list are notified that they will be able to attend the event. Waitlists can also be used to allow learners to sign up for events without a confirmed date and time - once a date is confirmed they will be added to the event. There are multiple ways to handle how people are added to the event. By default waitlisted users will be booked in the order they were added to the waitlist. You can enable Everyone on waiting list (facetoface_allowwaitlisteveryone) and then manually transfer attendees to the booked attendee list. Alternatively you can use a lottery to add waitlisted users at random.
You can configure event bookings to require sign-up approval, either with manager-only approval or two-step approval, meaning sign-ups must be approved by both a manager and a Site Administrator. Approvers can accept or reject sign-up requests.
If required, managers can also reserve or allocate spaces on events for their teams, or other managers.
Learners can keep track of their event bookings in a number of ways - using the site calendar, course calendar, event dashboard, user dashboard, or viewing their past and future bookings in their Bookings area. If required, learners can cancel bookings for any events they have signed up for, or events that their manager has signed them up for.
Archived seminar bookings
When a course's completion data is archived, any associated seminar signups will also be archived. This means that they cannot be changed or removed from the system.
In some cases you may need to remove or update seminar signups which are no longer accessible, for example when entered incorrectly. Users with the mod/facetoface:managearchivedattendees capability can unarchive seminar signups by following these steps:
- Navigate to the seminar for which you need to modify signups.
- Navigate to the Attendees tab.
- Select Manage archived users from the dropdown menu.
- Select the archived signups you want to restore.
Any restored signups will have no assigned grade, and the attendance will be set to Not set. You can then change the grade or attendance, or simply remove the signup.
An attendee note cannot be edited for an archived seminar signup - the attendee note will be presented as read-only. The only way to edit the note is prior to archiving, or by restoring the signup using the Manage archived users option via the Attendees tab.
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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