Events and sessions (legacy functionality)

This page refers to legacy Event Management. Please refer to the new Events pages for the most up-to-date functionality within your organisation.

Prerequisites: If event management is not available to you, contact support@learningpool.com or talk to your account manager to discuss getting it switched on.

Events are found within schedules and sessions are found within events. Once you create events and sessions, they’ll appear in your schedule, which appears as a resource.

Note: learners will only be able to sign up to one event per a schedule.

Creating an event

Within your Schedule, click + CREATE NEW EVENT.

Fill in the required fields on the create new event page.

Sign-up opens: If learners access the schedule prior to the date set here, the event will display a notice informing them when sign ups will open.
Sign-up closes: If learners access the schedule after this date, they’ll see a notice saying “Sign-up period closed”.
Maximum capacity: You can either click USE ROOM CAPACITY or you can override the room capacity by filling in the Maximum bookings box. This prevents too many people booking on to the event.
Enable waitlist: If this is on, there will be a waitlist even if there is no sign-up opens date or any sessions booked in.

If you click CREATE at this point, attendees will be able to sign up for a waitlist. If you do, it’ll look like the image below.

Or, if you’re ready to add your sessions, click ADD NEW SESSION.

Creating a session

When you click ADD NEW SESSION in an event, you’ll see this menu:

Start date / time: Self-explanatory.
Finish date / time: Self-explanatory.
Select room: You can either select an existing room that you created in the room menu or click ADD NEW.
Virtual meeting URL: If you’re hosting an online or hybrid event, add the joining link here.

Once you're done, click ADD NEW SESSION.

Managing attendees

Once you’ve created your event, you can manage your attendees in various ways. To open the Manage attendees menu, click on the next to your event and select Manage attendees.

In the Manage attendees menu you can view different pages by clicking on them.

Attendees

Attendees displays a list of people that have booked onto your event.

You can manually add attendees here by pressing ADD ATTENDEE(S).

Clicking DOWNLOAD SIGN-IN SHEET will generate a nicely formatted PDF that you can print off and use as a sign in sheet at in-person events.

Wait-list

Wait-list displays a list of people on the wait-list and allows you to either accept or reject them from joining the event.

To accept a user on the wait-list as an attendee, click the icon (1). To deny them and remove them from the list, click the cross icon (2). The user will not be notified of either of these actions.
If you want to randomly select users to be accepted as attendees, select at least 2 of them using the checkboxes (3) and then click PLAY LOTTERY (4). This will randomly select enough users to fill the event’s capacity.

Cancellations

Cancellations displays a list of those who have cancelled their booking along with when and why they did so.

Take attendance

Take attendance can be used once the session has begun to set each attendee’s status to No show, Partially attended, or Attended.

Message users

Message users lets you email your attendees.

What the learner sees

Depending on whether the sessions are on going, the user has signed up, and sign up is open or closed, the learner will see slightly different screens.

If the event is in progress and the learner hasn’t signed up:

The learner has signed up but the event hasn’t started:

The learner has signed up and the event is in progress:

The learner is viewing an event that is fully booked: