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After adding a Seminar activity to a course page, events should be created that contain the specific date, time, and location (sessions) for the instructor-led/classroom based training (when known).  

Any number of events may be added to a seminar activity with all activity settings applicable to each event.  

An event can be made up of any number of sessions.


(This video is taken from the Seminar management course in the Totara Academy, where you can access more resources and learning materials - including other videos). 

Add a new seminar event

If you wish to add a new seminar event, follow these steps:

  1. Log in as a Site Administrator or Editing Trainer and navigate to (or create) the required course. 
  2. Click on the name of the seminar event or View all events from the course homepage.
  3. Click the Add a new event link.
  4. Enter the relevant details for the event as per the below, including any custom fields.
  5. Click Save changes to add the event or Cancel to discard your changes 

Edit a seminar event

Once you have created a seminar activity you can edit it, by following these steps:

  1. Log in as a Site Administrator or Editing Trainer and navigate to the required course.
  2. Where the event is not displayed on the course front page, click on the name of the seminar activity or View all events from the course homepage.
  3. Select the corresponding edit icon () under the Options column.
  4. Make the required changes.
  5. Click Save changes to add the event or Cancel to discard your changes. 

General settings

SettingDescriptionNotes
Date/time

By default, tomorrow's date and 9am-10am will be given as the (first) Date and time (Session) of the Event.  Use the edit icon (cog) to open the Start and Finish Date time selector and enter the required dates.  

Select Add a new date if additional sessions are required or use the Copy icon (two pieces of paper) to duplicate a Session Date/Time and make the required edits.

To create an Event without a known date (or remove a Date/Time) use the corresponding Delete icon (a cross).  This will allow attendees to Sign-up to the Waitlist for this Event where they will be booked automatically once one or more Sessions are added.

When editing a Date and time or adding a new date the Select date dialogue box will display the following options:

  • Timezone: Select the timezone you want this Event to be displayed in e.g. 'Pacific/Auckland'. This will display the start time, finish time and timezone in accordance with the timezone selected. If you choose User timezone, this will display the start time, finish date and timezone in relation to the timezone of the user viewing the event.

  • Start time: When creating or editing a Event, the event timezone may differ from the timezone for the Start time. This is because the timezone for Start time is determined by the timezone of the user creating or editing the Event. The timezone of the user creating or editing the event does not affect the event timezone itself.  Use the calendar icon to open the calendar view date selector. 

  • Finish time: When creating or editing a Event, the event timezone may differ from the timezone for the Finish time. This is because the timezone for Finish time is determined by the timezone of the user creating or editing the Event. The timezone of the user creating or editing the event does not affect the event timezone itself.

Duplicating a session is helpful where only one or two details will be different from the original session such as the day or the Room.

If your Event spans several days, you can create one Session with a different day for start and finish time, although you should indicate when breaks/lunch will be offered within the Event Details area.  

If you will be in a different Room and/or require different Assets on different days, it would be best to create several Sessions.


Room

Click on Select room under the Room column to choose an existing Room for this Event Session or, if needed, Create a new room. Click Ok to save your selection(s) or Cancel to close the box without saving. (Please see Manage Rooms for more information).

If you Create a new room within a Seminar Event, the Room will only be available for the current Event unless the 'Publish for reuse by other events' checkbox is enabled. This room can be made available to other Events at any time via the Edit Event dialog box.

If your Event is run regularly over a set period of time (for example every Monday for a month) you should create a different Session for each day so you don't book a Room or for the entire month and calendar invites reflect the split training period.


Assets

Click on Select assets under the Assets column to book existing assets for this event or, if needed select Create new asset. Click Save to save your selection(s) or Cancel to close the box without saving. (Please see Manage assets for more information).

Assets added via the Create new asset option will only be available within the current event unless Add to sitewide list button is submitted. This asset can be made available to other events at any time via the edit event dialog box.

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Sign-up opens

If enabled, learners will not be able to sign up for this session until this time has arrived.

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Sign-up closesIf enabled, learners will not be able to sign up for this session once this time has passed.-
Maximum bookingsSets the number of seats available at an Event. When a Seminar event reaches capacity, the event details no longer appear on the course page. The details will appear greyed out on the View all events page and the learner cannot enrol on the event.   You can either use the selected room capacity or manually override the maximum bookings allowed.

If you expect a certain number of attendees to cancel or not attend the session, you might want to allow overbooking to ensure a full session. If you need to keep seats free for moderators or other trainers, you might choose to reduce the number of bookings available.

Enable Waitlist

When checked, learners will be able to sign up for a Seminar event even if it is already full.  When a learner signs up for a event that is already full, they will receive an email advising that they have been waitlisted for the event and will be notified when a booking becomes available.   (Please see Wait-listed Events for more information).

When manager approval is required and a manager has the mod/facetoface/signupwaitlist capability then the user on approval will go directly into the session.

When manager approval is required and the manager doesn't have the mod/facetoface/signupwaitlist capability then the user on approval will go to the wait-list.

To stop an Editing trainer, Trainer, or Course creator adding learners to the waitlist when it has been disabled, the capability mod/facetoface:signupwaitlist must be switch off in the role.

Learners will only be wait-listed if they have signed up for a session themselves. If the learner is booked by a Site Administrator, Editing Trainer, Trainer, or Course Creator, they will be automatically booked into the course, regardless of whether the session is over capacity or not. Learners who have the Sign up to full events (mod/facetoface/signupwaitlist) capability set to Allow, will be signed up to the event instead of joining the waitlist.

Allow cancellationsAllow users to cancel their bookings At any time, Never, or Until specified period (x amount of time before the session starts). -
Minimum bookingsIf the minimum bookings has not been reached by the cut-off point, then the appropriate users will be automatically notified. -
Notify about minimum bookings

If the minimum bookings have not been reached by the cut-off point, then the appropriate users will be notified. 

Users to be notified is determined by role assignments and the configuration setting under Site administration > Seminars > General Settings > Notification recipients.

Normal cost

Normal cost is the amount paid by learners who do not have a discount code.

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Discount cost

The discount cost is the amount paid by learners with a discount code.

If a discount cost is entered, the learner will be required to enter a discount code when signing up for a session.

DetailsDetails are tracked per Event basis. If text is populated in the Details field, the text will be displayed on the user signup page. By default, the details text also appears in the confirmation, reminder, waitlist and cancellation email messages.-

Scheduling Conflicts

When updating the day or time of a Seminar Event, resulting in a scheduling conflict for one or more confirmed Attendees, you will be presented with a dialog box confirming whether you would like to Cancel your update, or Save changes and ignore all conflicts.

User schedule conflict management

On this page

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