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).
If you wish to add a new seminar event, follow these steps:
Once you have created a seminar activity you can edit it, by following these steps:
|Date and 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 () 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 (). 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:
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.
You can set the default date and time in the seminar global settings.
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. Note that you can add multiple rooms for a single session, for example if you are using conjoined rooms or require additional breakout rooms.
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.
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. To create rooms within a seminar event users must have the mod/facetoface:manageadhocrooms capability.
|Facilitators||Click on Select facilitators under the Facilitators column to select an existing facilitator, or add a new facilitator if required. Select a facilitator, or multiple facilitators, then click Ok to confirm your selection. Alternatively, click Create to add a new facilitator and add the facilitator's details.|
Only users with the mod/facetoface:manageadhocfacilitators capability can create new facilitators from this page.
In addition to the standard fields you can also select Add to sitewide list if you want to use the facilitator for other events. If this setting is not enabled then the facilitator will only be available for the current event. Facilitators created within an event can only be set as External, meaning they cannot be linked to a user on the site. If you want to create an Internal facilitator linked to a user account this should be done sitewide.
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 seminar activity 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.
If enabled, learners will not be able to sign up for this session until this time has arrived.
|Sign-up closes||If enabled, learners will not be able to sign up for this session once this time has passed.||-|
|Maximum bookings||Sets 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.
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 cancellations||Allow users to cancel their bookings At any time, Never, or Until specified period (x amount of time before the session starts).||-|
|Minimum bookings||If 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 is the amount paid by learners who do not have a discount code.
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.
|Details||Details are tracked per Event. 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.||-|
From the list of events in a seminar activity, or from the course page, learners can click the Go to event button to see that event's Event page.
The event page displays the seminar description at the top of the page, then the event details, and a table of session details. From the sticky menu at the top of the page you can quickly navigate to the Event or Sessions sections, or return to view All events. The event fields are hidden if they are not being used for the selected event.
When viewing this page as a learner, a sign-up card will be displayed in the top-right corner of the page. Here learners can enter any requests for the organiser and select how they want their sign-up to be confirmed, then click Sign-up to register for the event. When learners view an Event page for an event they are already signed up to, this card will be replaced with a card allowing them to Cancel their booking.
From the seminar activity you can view the details of an event by clicking the icon of three dots in the Actions column, then select Event details.
This will take you to the Event details tab. This tab shows you at a glance how many people have booked onto the event (and the maximum capacity for the event) and the status and time/date of each session. This page will also show any facilitators or assets that have been assigned to the event. Here you can click Edit event to change the event settings or add rooms, facilitators and assets.
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.
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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