Managing Waiting Lists on a Course

When is a user placed on a Course’s Waiting List?

A user can be placed on the waiting list of a course due to enrolment capacities or enrolment policies, depending on how you as the Admin have configured the course’s Advanced Settings. A user will be placed on a course’s waiting list in the following scenarios:

• If the maximum enrolment capacity is met.
• If the enrolment policy is set to Self-enrolment pending Admin Approval.
• If a user has self-enrolled into a Webinar or Classroom course but did not choose a session while enrolling.
• When is a user placed on a Session’s Waiting List?

A user can be placed on the waiting list of an ILT or webinar due to enrolment capacities or enrolment policies, depending on how you as the Admin have configured the course’s Advanced Settings. A user will be placed on a session’s waiting list in the following scenarios:

• If you have set a maximum enrolment capacity for a webinar or classroom session.
• Managing a Waiting List.
• Every course in the platform has an active waiting list, and Admins have full control on how to populate and manage it for every course.  Begin by accessing the Admin Menu from the cog icon in the top right corner, then select the Course Management sub-item from the E-Learning section. Find the course in the list on the main Course Management table, click on the course description, and move to the Advanced Properties tab.

Access the Catalogue Options section. In the Waiting List section, set whether users enrolling in this course from the catalogue are placed into a waiting list when the max enrolment capacity is met or if the Self-enrolment pending Admin Approval or Free enrolment policies are active. You can also flag the option to automatically enrol one wait-listed learner when another learner is unenrolled. The system will select wait listed learners based on the enrolment date (see the section below).

Next, set the Max Subscription Quota of the course by typing the maximum number of enrolled learners that can be in the course at one time into the corresponding section in the tab. If a user attempts to enrol into the course after the max quota has been filled, he or she will not be able to access the course. Finally, set the enrolment policy. Who can enrol users to the course? Only the Administrator, Self-enrolment with Admin Approval, or Free Self-registration. Please note that the waitlist feature only works with the Self-enrolment with Admin Approval or Free enrolment policies. Refer to this article for further information on the available options for self-registration.

Automatic Allocation of Seats for Wait-listed Users

Admins can flag the option to automatically enrol a wait-listed user when another learner self-unenrols. This option works on both course wait-lists and session wait-lists for ILT Classroom and Webinar courses. Please note that this option is disabled by default, so you will need to enable it manually. 

To flag this option, access the Advanced Properties tab of the course, move to the Catalogue Options section, and flag both options in the Waiting List section. Automatic reallocation of wait-listed users occurs in three situations:

• An Admin unenrols an active user from the session.
• If a user unenrols him/herself from a session in an ILT or Webinar course.
• If the Admin increases the max number of users for an ILT or Webinar session.
• Please note the following prioritisation rule: If there are multiple users on the wait-list for a course or a session, priority is given to who enrolled the earliest (thus, they were on the wait-list first).

Managing the Waiting List for Courses

To manage your waiting users, access the Admin Menu, then choose the Course Management sub-item from the E-Learning section. On the main Course Management page, flag the option to view courses With Users in Waiting List in the filter area. Now either click on the description of the course and move to the Waiting List tab or directly click on the number in the Waiting List column.

From the Waiting List page, for an E-Learning course, you can approve (green check mark) or deny (red x) the user’s request for enrolment into the course using the corresponding icons in the user’s row.

Managing the Waitlist for an ILT or Webinar Sessions

If you have enrolled users into an ILT Classroom or Webinar course, but you have not yet assigned them to a specific session within that course, you will see a small red box in the top right corner of the Wait-list button in the action bar at the top of the Sessions and Enrolments page for that course. The number in the red box will indicate how many users are waiting to be assigned to a session.

Press the Wait-list button. On the Wait-list page, you will see a list of users waiting to be assigned. If you want to assign them all to the same session, flag the box at the top of the Username column to select all of the users at once. Then, in the action dropdown menu, select Assign to a Session (you can also delete the users in bulk if you wish to unenrol them from the course). Then, in the pop-up box, flag the session and press Confirm.

If you want to assign one user at a time, press the Assign item in the user’s row, press the Assign button in the user’s row to assign him or her to a session. In the pop-up box, flag the session in which you would like to enrol the users, then press the Assign button.

Learners Being Placed on the Waiting List

Once the enrolment capacities and policies have been set for a course, and the course is in a catalogue, users can press the Enrol (Waiting List) button on the course’s page in the catalogue. If the user cannot be enrolled directly into the course and will be placed on the course’s waiting list (either due to enrolment capacities or policies, as described above), a message will appear to let the users know that they’ve been placed on the waiting list.

The course will still appear in the My Courses and Learning Plans area of their platforms, but they will only be able to access a Waiting List page, which displays general course information and a list of course content but does not give users access to any training material or sessions. In the course’s tile in the My Courses and Learning Plans area or in a course catalogue, the user will see that they are In Waiting List.