--- title: "Seminar sign-up approvals" slug: "seminar-sign-up-approvals" tags: ["Participant", "Manager", "Totara Learn", "Explainer"] updated: 2026-08-13T16:01:21Z published: 2026-08-13T16:01:21Z canonical: "totara.help/seminar-sign-up-approvals" --- > ## Documentation Index > Fetch the complete documentation index at: https://totara.help/llms.txt > Use this file to discover all available pages before exploring further. # Seminar sign-up approvals It is possible to require approval for learner event bookings either by the user's manager, a specific event role, or using two-stage approval with a manager and nominated approver(s). Note that Site Administrators can always approve or deny sign-up requests, regardless of which approval option is used. ## Event role approval It is possible to enable certain roles (such as Trainer or Editing Trainer) as **Event roles** in a seminar. When an event role is selected to provide approval, all users assigned to the role in the event will be immediately sent a notification with instructions to approve the user's request to sign-up for the event. Before this can be set up in a seminar you will need to ensure that the correct settings are configured within *Quick-access menu > Seminars > Global settings*. You will need to select (by ticking the box) any roles you want to include as **Event roles** and you will also need to ensure these roles are then selected under the **Available approval options** setting. ![Event roles and approval options for an event.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-1675256701433.png?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A43Z&se=2026-11-06T07%3A09%3A43Z&sr=c&sp=r&sig=EGD3HXm0aLR286nT9ys4Ho2lq4dcTwPR6f4xJfWUNYk%3D) You can then follow these steps in the seminar activity on the desired course: 1. In the Seminar settings go to the **Approval Options** section. 2. Set **Require approval by** to which ever role(s) you have set up as **Event role(s)**. 3. Click the **Save and return to course** or **Save and display** button. When adding an event to the seminar you will have the option **Event roles**, where you can select which role holders you want to be required for approval (you can choose them by name). ## Manager-only approval You can set this up by following these steps: 1. In the [seminar settings](/totara-20/docs/seminar-activity-settings) go to the **Approval options** section. 2. Set **Require approval by** to **Manager Approval**. 3. Click the **Save and return to course** or **Save and display** button. ## Two-stage approval If you prefer you can have two (or more) people approve the learner's request to sign up for the seminar event. Before this can be set up on the course it needs to be enabled by a Site Administrator under *Quick-access menu* *> Seminars > Global settings.* Make sure that **Manager and Administrative approval** is ticked for **Available approval options** so it will be enabled in the course. Once it is enabled at the site level you can then enable two-stage approval in the seminar activity by following these steps: 1. In the [seminar settings](/totara-20/docs/seminar-activity-settings) go to the **Approval options** section. 2. Set **Require approval by** to **Manager and Administrator approval**. 3. You can now use the **Add approver** button to add one or more approver(s) (you can pick from a list of all users enrolled on the course). To remove an approve simple click the cross icon (![](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-1635331302698.png?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A43Z&se=2026-11-06T07%3A09%3A43Z&sr=c&sp=r&sig=EGD3HXm0aLR286nT9ys4Ho2lq4dcTwPR6f4xJfWUNYk%3D)) next to their name. 4. Click the **Save and return to course** or **Save and display** button. All users selected as an approver will be immediately sent a notification with instructions to approve the user's request to sign up for the event. Approval can then be given by the Manager followed by the Administrator, or the Administrator may finalise the request without Manager approval. ## Accepting/rejecting requests When a learner next books into the seminar event whoever has been set to approve (event role, manager and/or approver(s)) will receive a message requiring them to **Accept** or **Reject** an event booking request. If two-stage approval has been set up then both the manager and the approver(s) will receive the request at the same time. This notification will be sent via email and includes an **Accept** and **Reject** link within message. Additionally, the approver(s) will see the **Event** **b****ooking** **r****equest** within their **Tasks** block on their **Dashboard**. Clicking the information icon (![](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-1635331609378.png?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A43Z&se=2026-11-06T07%3A09%3A43Z&sr=c&sp=r&sig=EGD3HXm0aLR286nT9ys4Ho2lq4dcTwPR6f4xJfWUNYk%3D)) next to the **Task** opens a dialogue box which provides options to **Accept** or **Reject** the request or **Cancel** or **Dismiss** the notification. ![An event approval request in the tasks block.](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/image-1635331676816.png?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A43Z&se=2026-11-06T07%3A09%3A43Z&sr=c&sp=r&sig=EGD3HXm0aLR286nT9ys4Ho2lq4dcTwPR6f4xJfWUNYk%3D) If accepted/approved the learner will be booked or wait-listed for the seminar event then sent an email confirmation and calendar invite. If rejected/denied the learner will be sent a cancellation email and their **Booking Status** of **Requested** will be removed. A learner can request attendance again if appropriate. ![Course badge](https://cdn.document360.io/a007399b-031e-436b-999a-528240e16f58/Images/Documentation/course-badge_seminar-management(1).svg?sv=2026-02-06&spr=https&st=2026-11-06T06%3A09%3A43Z&se=2026-11-06T07%3A09%3A43Z&sr=c&sp=r&sig=EGD3HXm0aLR286nT9ys4Ho2lq4dcTwPR6f4xJfWUNYk%3D)Why not visit the Totara Academy for our latest course on [Seminar Management](https://totara.community/course/view.php?id=958) in Totara Learn. Here you can learn more about how to use seminars, see best practice, and give it a go yourself. Join the [Totara Community](https://totara.community/) for more resources to help you get the most out of Totara. © Copyright 2025 Totara Learning Solutions. All rights reserved. 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