Summary
A waitlist for instructor-led training (ILT) lets you enroll learners to course containing ILTs before you add the ILT sessions.
It also lets you publish a course to gauge interest in a course topic. Your waitlist can tell you how many sessions to set up to meet your learners' needs.
ILT Center features are available to all customers.
Webinar integrations and required session attendance are available depending on your LearnUpon plan.
Your Customer Success Manager (CSM) or the support team adds the ILT Center to your portal.
See ILT Center: overview and features for background about the ILT Center.
Overview
A waitlist can help you to plan future sessions, manage cancellations and prevent fully-booked ILT sessions from blocking course enrollments.
For courses with a lot of attendees, use the waitlist to show how many attendees are waiting for a cancellation.
You can add attendees automatically or manually to sessions, if cancellations happen.
If you do not use a waitlist: once a course's numbers are met, you can't add more users to a course. LearnUpon stops showing the course in the internal catalog or making it available for enrollments.
Note: consider setting up ILTs without the waitlist if your session capacity is limited, and you can’t increase the number of sessions.
You can’t set a limit on waitlist numbers. After turning on a waitlist for an ILT, the waitlist holds all the learners who sign up, or are enrolled.
How a waitlist works in the ILT Center
When an admin or training owner creates an ILT, they can turn on the waitlist option for the ILT sessions. The option is available at the ILT module level, rather than being a course setting or a session setting.
By default, the waitlist option is turned off: you need to turn it on to use it for your ILT.
See ILT Center: create and edit an ILT module for instructions.
When you, as admin or training owner, enroll a learner onto a course with an ILT, LearnUpon checks for session availability, including:
- are there sessions set in the future?
- do those sessions have capacity?
If a session is available immediately, LearnUpon can enroll the learner.
If no sessions are available, and your ILT has a waitlist option, then LearnUpon can enroll the learner in the course. The learner appears on the Unregistered learners list in the ILT Center, to wait for new sessions.
LearnUpon sends the learner a notification to say they are enrolled on the course, but no sessions are available yet.
When sessions become available LearnUpon adds learners according to the settings in the ILT:
- automatic registration - enrolls learners in the first available sessions
- manual registration by admin
- self-registration by learners
You can offer both manual options at the same time. You can't offer automatic and manual registration at the same time.
If no sessions are available, and no waitlist is available for the ILT, then LearnUpon can’t enroll the learner in the course, and generates an error during the enrollment process.
The following screenshot is an example of an ILT that offers manual registration and self-registration, and has a waitlist.
Prerequisites
You need to turn on ILTs for your portal. See Instructor Led Training (ILT): overview.
Your Customer Success Manager (CSM) or the support team adds the ILT Center to your portal.
The ILT Center is separate from LearnUpon's legacy ILT features.
Access permissions to create and edit ILT modules
Admins can create and edit training in the ILT Center freely, without restrictions.
Instructors can create and edit training in the ILT Center if their permissions are turned on. These settings let them become course and training owners. See Users: create an instructor, and assign them to a course.
Managers can create and edit training in the ILT Center if they have instructor permissions. These settings let them become course and training owners. See Managers: set permissions to manage groups.
Add a waitlist to an ILT
See ILT Center: create and edit an ILT module, where the waitlist option is part of creating an ILT.
After you create the ILT module, you:
- add it to a course. See ILT Center: add an ILT module to a course
- publish the course. See Publish a course
- create sessions for the ILT. See ILT Center: create and edit sessions
Note: using the ILT Center you can add sessions before or after publishing a course, without republishing the course.
See: