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It is possible for Site Administrators, Editing Trainers, and Trainers to add Learners as attendees to a seminar event. To do this you will need to:

  1. Go to the seminar activity you wish to add attendees to.
  2. Alongside the corresponding event click the Attendees link.

Seminar event list screen.

Within the attendees tab, the Actions dropdown provides the following options:

  • Add users: Add users manually
  • Add users via file upload: Add users via a CSV file upload
  • Add users via list of IDs: Add users by entering in their ID number, email address, or username
  • Remove users: Remove confirmed attendees from the event

Adding or removing attendees is a two-step process where you select the individuals in step 1 and confirm in step 2.

Adding attendees tab.

Manually adding users

It is possible to manually add users to a seminar event. This is done in two steps, firstly finding and selecting the users then configuring preferences and adding the users. 

  1. Go to the seminar activity you wish to add attendees to.
  2. Alongside the corresponding event click the Attendees link.
  3. Under the Attendees tab use the Action dropdown menu to select Add users
  4. Next, search for the user by first name, last name or email address and/or clicking on their name(s) from the Potential user list.
  5. Once you have found the user, click their name and then select Add.

    You can select multiple individuals using Ctrl/Cmd or Shift click.  You can filter search results within the Potential users area using the 

    You can also choose to Allow scheduling conflicts so learners can be added to an event where they are already booked to attend another event.

  6. Click the Continue button to confirm your updates.
  7. You will then be taken to the next steps where you can update your user selection via the Change selected users link.

  8. Configure any notifications you wish to send to the selected users and their managers.

    Approval request messages (and subsequent confirmation/rejection messages) are always sent when manager or other approval is required for a seminar activity. Therefore if you have approval required then the notification settings for booking confirmation will be disabled. This does not include the self-approval option.

  9. Where custom fields have been added to the Sign-up form you can edit them for all selected users (please see Seminar notifications and Creating custom fields for more information).

    To enter different values for each user, you will need to use the Add users via file upload option.

  10. Select Confirm to add the selected users. 


When a seminar event has wait-listing enabled and attendees are added by a Site Administrator or Trainer, the number of users that may be booked on the event can only be within the event's room capacity.  Any additional learners will remain on the wait-list.

Site Administrators or users with the mod/facetoface:signupwaitlist capability will be able to confirm and book all wait-listed users where an event allows overbooking.


Adding attendees step 1 of 2 - adding list of users.

 Adding attendees step 2 of 2 - confirming users and configuring preferences.

Adding users via a file 

You can add attendees in bulk to an event using the Add users via file upload option. The file should be a CSV containing a heading row and one or more data rows. If a row contains multiple columns they should be separated by a comma (,). Every row must have the same number of columns.

The following fields must be provided:

  • Username, idnumber, or email (choose one, it will act as unique identifier for the user)
  • The unique shortname of any mandatory custom fields added to the sign-up form
  • You can also include any optional sign-up form custom field shortnames

When Select job assignment on sign up is enabled, it will also recognise the field jobassignmentidnumber for job assignments. Please see Learner bookings and Job assignments for more information.

To add users via this method you will need to follow these steps:

  1. Go to the seminar activity you wish to add attendees to.
  2. Alongside the corresponding event click the Attendees link.
  3. Under the Attendees tab use the Action dropdown menu to select Add users via file upload
  4. Use the file picker to upload your CSV file.
  5. Then select the relevant Encoding standard.
  6. Click Continue to move to the next step. 
  7. If you want to you can update your user selection via the Change selected users link.

  8. Next, choose which, if any, confirmation messages you wish to send to the selected users and their managers. 

  9. Finally, click Confirm to add the selected users or Cancel.

CSV upload of users step 1 of 2 - adding the file.

CSV upload of users step 2 of 2 - confirming users and configuring preferences.

Adding users via a list of IDs 

You can add attendees in bulk to an event using the Add users via list of IDs option and entering in their ID number, email address, or username.

To add users via this method you will need to follow these steps:

  1. Go to the seminar activity you wish to add attendees to.
  2. Alongside the corresponding event click the Attendees link.
  3. Under the Attendees tab use the Action dropdown menu to select Add users via list of IDs.
  4. Choose your preferred User identifier from the dropdown list.
  5. Enter the relevant details in the User to add box. Ensure you enter only one identifier per line.
  6. When all details have been entered, click Continue.
  7. If you need to you can update your user selection via the Change selected users link. 

  8. Next, choose which, if any, confirmation messages you wish to send to the selected users and their managers.

  9. Where custom fields have been added to the Sign-up form you can edit them for all selected users.

    To enter different values for each user, you will need to use the Add users via file upload option.

  10. Select Confirm to add the selected users.

Adding users by ID step 1 of 2 - adding list of user IDs.

Adding users by ID step 2 of 2 - confirming users and configuring preferences.

Removing attendees

It is possible to manually remove attendees by searching for the user by first name, last name, or email address.

  1. Go to the seminar activity you wish to remove attendees from.
  2. Alongside the corresponding event click the Attendees link.
  3. Under the Attendees tab use the Action dropdown menu to select Remove users
  4. Next, search for the user by first name, last name or email address and/or clicking on their name(s) from the Current users list.
  5. Once you have found the user, click their name and then select Remove.

    You can select multiple individuals using Ctrl/Cmd or Shift click.

  6. Click the Continue button to confirm your updates.
  7. If required you can update your user selection via the Change selected users link.

  8. Next you can choose which, if any, cancellation messages you wish to send to the selected users and their managers.

  9. If you wish, you can enter a Cancellation note to include in the notification.

  10. Where custom fields have been added to the Cancellation form you can edit them for all selected users. The values entered will be populated for all selected users.

  11. Select Confirm to add the selected users.   

Removing users step 1 of 2 - selecting users to remove. 

Removing users step 2 of 2 - confirming users to remove and configuring preferences.

Confirmation messages

After adding or removing attendees you will be returned to the Attendees page receive an on-screen success message.  You can view a breakdown of all actions by clicking on View results

Confirmation message displayed in green bar at top of screen.   Bulk attendees confirmation screen.

Confirmed attendees

When an event has attendees, they will be displayed below the Actions dropdown list. Their full name, time of sign-up, booking status, and organisation name(s) will display as well as their responses to any sign-up form custom fields.

The edit icon under the Actions heading will allow you to edit an attendees responses to any custom fields within the sign-up form.

List of attendees screen.  Option to edit a note for a specific user.

Export 

When an event is populated by attendees, you may export the attendees list in CSV, Excel, ODS, PDF landscape or PDF portrait format.  

  1. Select the required format from the dropdown list.
  2. Select Export.
  3. You will be prompted to Open or Save the file.

Capabilities

The table below lists information about the capabilities required to work with seminar attendees.

You need to allow View attendance list and attendees in order for any of the other capabilities to take effect.



CapabilityDescriptionNotes
Add attendees to a seminar event
(mod/facetoface:addattendees)
Allows access to the Add users... actions when viewing the attendees list.
 
Allows Confirm booking action on the Wait-list tab.
Attendees may only be added while booking is open.
 
 
Approve any booking requests
(mod/facetoface:approveanyrequest)
Allows access to the Approval required tab and the ability to approve any booking request.Effective when approval is required in Sign-up Workflow.
Change signed up job assignment
(mod/facetoface:changesignedupjobassignment)
Allows the bearer to change the job assignment selected by attendees on sign-up.Effective when Select job assignment on signup is enabled.
 
Job assignment can only be changed on booked signups, not on pending approval requests or wait-listed signups.
Export the seminar session sign-in sheet
(mod/facetoface:exportsessionsigninsheet)
Allows the bearer to download session-by-session sign-in sheets from the Attendees tab.View attendees capability allows export as CSV.
Manage event attendee's notes
(mod/facetoface:manageattendeesnote)
Allows the bearer to update the Requests for session organiser and other sign-up custom fields.
 
Also allows the bearer to manage cancellation notes if they also have View cancellations capability.
View event attendee's notes is not required.
Remove attendees from a seminar event
(mod/facetoface:removeattendees)
Allows access to the Remove users action when viewing the attendees list.
 
Allows Remove from wait-list action on the Wait-list tab.
Bookings may only be cancelled before the start of the first session.
 
There is a separate capability for viewing cancellations.
Sign-up for an event in the past
(mod/facetoface:signuppastevents)
Allows the bearer to add or remove attendees on an event that is in the past.This capability does not allow Learners to sign up for past events, but allows Trainers to fix mistakes on previous events, such as removing an attendee that should not have been added.
Sign-up to full events
(mod/facetoface:signupwaitlist)
Allows the bearer to add attendees to an event that is at full capacity.-
Add attendees to a seminar event before or after the sign-up window
(mod/facetoface:surpasssignupperiod)
Allows the bearer to add attendees even if booking is closed.Once an event is in progress, Sign-up for an event in the past capability is required to add or remove attendees.
Take attendance
(mod/facetoface:takeattendance)
Allows attendance-taking.-
View attendance list and attendees
(mod/facetoface:viewattendees)
Allows access to the attendees listRequired for any actions where the list of attendees is viewed or downloaded.
View event attendee's notes
(mod/facetoface:viewattendeesnote)
Allows the bearer to see Requests for session organiser and other sign-up custom fields when looking at the Approval required tab.This capability only applies to seminars which require manager approval. It can be used to allow managers to see the signup custom field(s) when approving bookings.
 
Note that View attendance list and attendees capability allows users to see the attendee's notes elsewhere.
View cancellations
(mod/facetoface:viewcancellations)
Allows access to the Cancellations tabRequired for any actions where the list of cancelled bookings is viewed.
On this page

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.

Provide feedback about this page using the link in the bottom right of this page. 

Still have questions? Why not post them in the forums of the Totara Community?