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A learner can register for a Seminar Event from the corresponding Sign-up link on the course home page (where Events are shown) or via View all events and the corresponding Sign-up link.

Sign-up form

After clicking on Sign-up, a learner will be prompted to add in details for any Custom Fields that have been added to the Sign-up form, before choosing how they would like to be notified of their booking (please see Creating custom fields for more information).  They may choose from:

  • Email with iCalendar appointment
  • Email only
  • Do not send confirmation

The iCal information will be included inline in the email body so the user can accept/decline the invitation from their browser rather than having to download an attached file.

An iCal appointments unique identities are generated using the site's hostname, therefore if the site's hostname changes and then you update or cancel the event the iCal invitations will not send the update as the unique identifies will no longer match.


Where a Seminar Activity does not require Manager approval, after completing Sign-up, the learner will see an onscreen acknowledgement of their booking and be returned to the Events Dashboard.  They will be shown as having a Booked Status and (where cancellations are allowed) can use the Cancel booking link under Options if required.

Signing-up for an event requiring approval

Event role approval

If a Seminar activity requires approval by an assigned Event role then after completing Sign-up, the learner will see an onscreen notification and be returned to the Events Dashboard.  They will be shown as having a Requested Status and (where cancellations are allowed) can use the Cancel booking link under Options if required. The person or people selected with the Event role will receive a notification so they can approve or deny the request. More information about the process from the staff perspective is available on the Sign-up approvals page. 

If the request is approved the learner will receive a confirmation message of their booking in the form they specified during Sign-up and their Booking Status will change from Requested to Booked.

If the request is declined the learner will receive a message advising them of this decision and their Booking Status will no longer be shown as Requested.  They are free to request attendance again via the Sign-up link.

Events requiring manager approval

Where a Seminar Activity does require manager approval, after completing Sign-up, the learner will see an onscreen notification and be returned to the Events Dashboard.  They will be shown as having a Requested Status and (where cancellations are allowed) can use the Cancel booking link under Options if required.  The learner's nominated manager will receive the approval request on submission of the Sign-up form.  Please see  Sign-up approvals for more information about Manager approval.

Should the requesting learner's manager approve their booking, the learner will receive a confirmation message of their booking in the form they specified during Sign-up and their Booking Status will change from Requested to Booked.

Should the requesting learner's manager decline their booking, the learner will receive a message advising them of this decision and their Booking Status will no longer be shown as Requested.  They are free to request attendance again via the Sign-up link.

During Event Sign-up a learner can search for and select their manager from a list of all users on the site.  The selected user will receive the approval request on submission of the Sign-up form.

Your Totara Learn site must have the Users Select Manager option (see Seminar Global Settings) enabled for this option to display.

Events requiring manager and administrative approval

Where a Seminar Activity has been set to require Manager and Administrator approval, the nominated Administrator(s) will only receive an approval request should the learner's manager approve the booking first.  Should both the manager and administrator approve the learner's booking request, the learner will receive a confirmation message and their Status will be updated from Requested to Booked.

Specifying job assignments

Where a learner holds multiple Job Assignments they can specify which Job Assignment they are submitting their booking request against.  This will in turn email the relevant manager their booking request and be captured within the Event reporting.  Please see Job assignments for more information.

Note

Your Totara Learn site must be set to allow users to Select job assignment on sign-up (see Seminar Global Settings) and the Seminar Activity set to use Job Assignments (see Creating a Seminar Activity).


Signing-up for a wait-listed event

Wait-listed Events are learning events which either do not currently have a known date/time or have reached capacity and Allow Overbooking.

Where an Event does not have a known date/time, the learner can still Sign-up for the session, but they will not be confirmed for the session or receive an iCal message until a date/time has been set.  If Manager approval is required, the booking request will be sent to the learner's manager for approval as soon as soon as a date is listed.

Where an Event has been booked to capacity and Allows Overbooking, a learner can Sign-up for the session to be added to the Wait-list. If confirmed learners cancel their booking, then Wait-listed learners can be added to the Event either automatically, manually by the Course Manager/Trainer or randomly using the Wait-list Lottery feature.  Please see Wait-listed events for more information.

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Related pages

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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