Learner seminar sign-ups
  • 13 Jan 2023
  • 4 minutes to read

Learner seminar sign-ups


A learner can register for a seminar event by navigating to the seminar activity in the course. From the course page learners can either click Go to event on the event for which they would like to sign up, or click View all events to see more events.

Viewing seminar events on the course page.

Viewing all events for a seminar activity.

Event details page

The event details page shows the number of available seats and status of the event, as well as all sessions for the chosen event in a table. Here you can see the Status and time and date for each session. Learners can sign up for the event via the panel on the right-hand side of the page.

The event details page with the sign-up form on the right-hand side.

Where a seminar activity does not require manager approval, after completing sign-up, the learner will see an onscreen confirmation of their booking. If cancellations are allowed for this event, booked attendees can click Cancel booking if they no longer wish to attend this event via the right-hand panel (which previously contained the sign-up form).

Signing-up for an event requiring approval

Event role approval

If a seminar activity requires approval by an assigned event role then after completing sign-up, the learner will see an onscreen notification and be returned to the Events dashboard. They will be shown as having a Requested status and (where cancellations are allowed) can use the Cancel booking button on the event details page if required. The person or people selected with the Event role will receive a notification so they can approve or deny the request. More information about the process from the staff perspective is available on the Sign-up approvals page. 

If the request is approved the learner will receive a confirmation message of their booking in the form they specified during sign-up, and their Booking status will change from Requested to Booked.

If the request is declined the learner will receive a message advising them of this decision and their Booking status will no longer be shown as Requested. They are free to request attendance again via the event details page.

Events requiring manager approval

Where a seminar activity does require manager approval, after completing sign-up, the learner will see an onscreen notification and be returned to the Events dashboard. They will be shown as having a Requested status and (where cancellations are allowed) can use the Cancel booking button on the event details page if required. The learner's nominated manager will receive the approval request on submission of the Sign-up form. Please see Sign-up approvals for more information about Manager approval.

Should the requesting learner's manager approve their booking, the learner will receive a confirmation message of their booking in the form they specified during Sign-up and their Booking status will change from Requested to Booked.

Should the requesting learner's manager decline their booking, the learner will receive a message advising them of this decision and their Booking status will no longer be shown as Requested. They are free to request attendance again via the event details page.

During event sign-up a learner can search for and select their manager from a list of all users on the site. The selected user will receive the approval request on submission of the Sign-up form.

Your Totara Learn site must have the Users Select Manager option (see Seminar global settings) enabled for this option to display.

Events requiring manager and administrative approval

Where a seminar activity has been set to require Manager and Administrator approval, the nominated Administrator(s) will only receive an approval request should the learner's manager approve the booking first. Should both the manager and administrator approve the learner's booking request, the learner will receive a confirmation message and their Status will be updated from Requested to Booked.

Specifying job assignments

Where a learner holds multiple job assignments they can specify which job assignment they are submitting their booking request against. This will in turn email the relevant manager their booking request and be captured within the Event reporting.

Your Totara Learn site must be set to allow users to Select job assignment on sign-up (see Seminar global settings) and the seminar activity set to use job assignments (see Set up a seminar).

Signing up for a wait-listed event

Wait-listed events are learning events which either do not currently have a known date/time, or have reached capacity and allow overbooking.

Where an event does not have a known date/time, the learner can still sign up for the session, but they will not be confirmed for the session or receive an iCal message until a date/time has been set. If manager approval is required, the booking request will be sent to the learner's manager for approval as soon as soon as a date is listed.

Where an event has been booked to capacity and allows overbooking, a learner can sign-up for the session to be added to the wait-list. If confirmed learners cancel their booking, then wait-listed learners can be added to the event either automatically, manually by the Course Manager/Trainer or randomly using the wait-list lottery feature. Please see Wait-listed events for more information.

C005 - Seminar Management(1)The Totara Academy has a whole course dedicated to using Seminar Management in Totara Learn. Here you can learn more about how to use seminars, see best practice, and give it a go yourself.


© Copyright 2022 Totara Learning Solutions. All rights reserved. Some content originally obtained via GPLv3 license and continues to be available under GPLv3. All other content is the sole copyright of Totara Learning Solutions. 


Was this article helpful?

Changing your password will log you out immediately. Use the new password to log back in.
First name must have atleast 2 characters. Numbers and special characters are not allowed.
Last name must have atleast 1 characters. Numbers and special characters are not allowed.
Enter a valid email
Enter a valid password
Your profile has been successfully updated.