Let learners join a waitlist for a specific Live Learning session
For popular courses, learners can join a waitlist for a specific session.
Track demand for a specific time and date: either add capacity to a popular session, or swap in learners for existing registrations.
Availability: all customers
Help learners find the sessions they need with a waitlist
For sessions with limited capacity, where learners register for sessions themselves, you can let learners join a waitlist for a session at a specific time and date.
Offer the waitlist through course content details
Learners see the waitlist option when they view the session details from their course Content details page, as shown in this screenshot.
When a space becomes available LearnUpon adds learners from the waitlist automatically. Learners get the standard confirmation email that they’re registered for the session.
Add learners to a session from the waitlist
Optionally, you can manually add learners to a specific session through 1 of 2 options:
- add capacity to a session, and add individual learners to fill that capacity
- swap in learners for people already registered: for example, if the session is required for some learners and optional for others, you can manually swap registrations
The following screenshots show an admin accessing a session’s Unregistered learners > Waitlist, and viewing the 2 options. The first option is to increase the session capacity for the selected learners on the waitlist. This option is effective if your capacity is flexible to accommodate more learners.
The second option is to select and replace registered learners. This option is effective when you cannot change the capacity: for example, for a licensed course for a fixed number of learners.
The waitlist closes a minimum of 1 hour before the session, and during that time you can’t add more capacity or change any registrations. You can make this closure time longer, but not shorter.
Optional: use a waitlist with manual registration only
In most waitlist settings, you’re setting up learners to self-register and cancel, so learners can manage their own session choices.
When you need manual control over registrations, you can turn on Manual registration by an admin or the event owner only, without giving learners access to self-register or to cancel their registrations.
The admin or event owners adds learners to waitlists, and the waitlists register learners for sessions in case of cancellations.
Prerequisites
Set up your Live Learning events and sessions to take advantage of waitlists. The waitlist feature requires Event overbook turned on.
See:
These options apply for sessions with a max capacity set. If session registration is unlimited, then you don’t need a waitlist.
- enable Event overbook in the Live Learning event
- set Learner registration to Manual registration by an admin or the event owner
- for learner self-registration, turn on one or both of the associated settings:
- Give learner the option to self register and join the session waitlist if is enabled
- Give learners the option to cancel registration
The following screenshot shows the settings required at the event level, so you can create sessions with waitlists.
Access permissions for session waitlists
The access permissions are the same as for Live Learning events and sessions:
- admins: can create and edit events and sessions by default
- instructors, with permissions turned on: can create and edit events and sessions
- managers with instructor permissions: can create and edit events and sessions
See:
- Users: create an instructor, and assign them to a course
- Managers: set permissions to manage groups
- Courses: course owners and module owners explained
Add a waitlist to a session
See Prerequisites for the settings required to make waitlists available in a session.
- From main navigation go to Live Learning > your event.
- Create a session for your event, or edit an existing session.
- From the Schedule session page:
- for Capacity, set a Max number of attendees
- for Session waitlist select Enabled
- optional: for Waitlist Closure Time set a new time for hour(s) before the session. Default closure time is 1 hour
- Select Schedule to finish.
See: