Registering Users for an Event

Academy Admins, Training Managers with the Invite/register members to Academy Events permission enabled, and Managers with the Register Members to Events permission enabled, are able to register users to events through the Instructor-Led Training page.

How to get there

In the left navigation, make sure you are in the Team Workspace.

When in the Team Workspace, select Instructor-Led Training.

• Locate the event and its offers.

• Click the three-dot menu next to the offer title.

• Select Register team members.

Now you can start registering users. This can be either done by individual registration (By person), advanced registration (By criteria), or you can use Mass Registration through an Excel sheet.

By person

To register individuals to an event, select By person. Users that are not yet registered will have a plus next to their name. Click the plus to add them. You can click the minus in the list of selected users to deselect them. Scroll down, write out a message if you'd like, and click Register.

By criteria

If you want to select a group of users based on their job(s) and (above) units, or through a pre-made Organizational Template (see also: Creating Organizational Templates) you can use By criteria page. Go to the By Criteria tab and make your selection. Scroll down, leave a message if you want to, and click Register to register the users.

Note: When registering users for an event By Criteria using an Organizational Template, the user performing the registration may also be included if they match the selected criteria.

Mass Registration

To proceed:

• Navigate to the Team Workspace and select Instructor-Led Training from the left-hand menu.

• Locate the desired event and its corresponding offer.

• Click the three-dot menu next to the offer title and select Manage registrants.
  
  

• Open the three-dot menu within the registration page and choose Download template to obtain the Excel file.
  

• Complete the template with the required information for each participant.

• Return to the same menu, select Upload template, and upload the completed file to finalize the mass registration.
  

Note: There is no limit to the number of records that can be added through the template.

User Registration - Notes

• Please note that you will also have the option to add registrants after the completion of the event.
• You will not be able to add registrants if your event is an invitation-based event.
• You will still be able to add registrants while your event is in progress.
• When a user is deactivated, they are automatically unregistered from any upcoming events where they have not yet been marked as attended. The seats released by this action become available for other registrants. If the user is later reactivated, they will not be automatically re-enrolled in those events.
   

Registering Multiple Users to Multiple Events

Users with the Invite/register members or Register team members to events permissions can quickly register multiple users across multiple event offers at the same time by uploading a single spreadsheet file. This bulk registration functionality helps reduce repetitive manual work and makes large enrollment processes faster, more efficient, and easier to manage.

The template available for download depends on whether the user has the Manage Participants permission.

• Full Template (9 Fields): Available to users with the Manage Participants permission and includes fields related to registration, attendance, and scores.
• Basic Template (5 Fields): Available to users without the Manage Participants permission and includes registration-related fields only.

For Admins OR Training managers with both “Invite/register members” and “Manage Participants” permissions or Custom roles with both “Register team members to events” and “Manage Participants” permissions:

• Offer ID
• Event type
• User ID
• External ID
• Email
• Attended
• Score
• User Evaluation
• Attended minutes

For Training managers with only “Invite/register members” permission AND Custom roles with only “Register team members to events” permission(Meaning that TM or Custom role don’t have “Manage Participants” permission):

• Offer ID
• Event type
• User ID
• External ID
• Email

Once the template has been filled out and uploaded, the system will check for errors and generate a CSV report. 

Notes: 

• If a user appears multiple times for the same event and the event repetition rule is set to “User can attend only one offer”, the system will process only the first valid entry for that user and event combination. Any additional entries for the same user and event will fail and return an error message.

• If a user is included in an event offer that belongs to an event where the attendance rule is set to “Users must attend all offers”, the system will automatically register the user for all offers within that event.

• For course-connected events, users must first be assigned to the associated course before they can be registered for the event through the bulk import process. 

• If the actor (Training Manager or custom role) does not have the “Assign Training” permission, users can only be registered for course-connected or learning path-connected events if they are already assigned to the associated course or learning path. If the required assignment does not exist, the registration is not processed and the corresponding row is marked as failed in the generated CSV report.

• If the actor (Training Manager or custom role) has the “Assign Training” permission and the learner is not already assigned to the associated course or learning path, the system will automatically assign the course or learning path to the learner and then register them for the selected event offer.

• If any attendance-related fields in the uploaded template, such as Attended, Score, User Evaluation, or Attended Minutes, are left blank for a user who is already registered for the selected offer, the system will not override any existing values for those fields. Existing attendance data remains unchanged unless new values are provided in the uploaded template.

• If the “Score”, “User Evaluation”, or “Attended Minutes” fields in the uploaded template contain valid values while the “Attended” field is left blank, the system checks the learner’s current attendance status for the selected offer. If the learner is already marked as attended, the attendance-related fields are updated successfully. However, if the learner is not marked as attended (either because attendance has not been set yet or the learner is marked as absent), the row is skipped and marked as failed in the report with the following error message: “We skipped this row because we couldn’t update the attendance fields since the team member is not attended”.

• When no attendance data is provided for a row in the uploaded template, the corresponding “Change Attendance Data Status” field in the generated CSV report remains empty. Since no attendance information is submitted, the existing attendance data for that user is not updated or overridden.

• When the “Score” field is left empty for a row in the uploaded template, the corresponding “Score” field in the generated CSV report remains blank. Since no score value is provided, the system does not assign or display a default value.

   

Notification

Once the bulk import process is completed, you will receive a “Your bulk event import was successful” or “Your bulk event import failed” notification, provided that the notification is enabled in your academy. You can find it under Academy Workspace > Notifications > Academy, using the Events filter.

The notification includes a link to download a copy of the uploaded template with three additional columns that help identify the result of each processed row:

• Register User Status: Shows whether the user registration was completed successfully or failed.
  • Success
  • Failed
• Change Attendance Data Status: Shows whether the attendance data update was completed successfully or failed.
  • Success
  • Failed
• Error Message: Provides a detailed explanation for any row that could not be processed successfully.

Important: If at least one row in the uploaded template contains failed registration or attendance update data, you will receive the “Your bulk event import failed” notification email. The “Your bulk event import was successful” notification email is sent only when all rows are processed successfully.

 

Additional notes

• For course-connected events, the associated course must be set to Public in order for managers to register members for the events.

• Learners are automatically registered for In-Class Training events when they are assigned to a course in which the event is the only course step. This behavior applies exclusively to In-Class Training events and only when no additional steps are included in the course. The system does not consider whether the event is designated as required for course completion.

• If you register a user using a template and you leave the 'Attended' column empty, it will simply register the user. They will not have neither Attended or Absent selected.
• Let’s also clarify the meaning of two permissions related to user registration for events:
• Manage event members: This permission allows you to manage users listed on an event’s Registrants page. Training Managers can manage event registrants only if the Manage Participants permission is enabled for their role.
• If you are a Manager with the Manage Event Members permission enabled, you can approve or decline participant requests only for users within your organizational structure.
• Register members to events after the registration deadline: This permission enables you to add users to the registrants' page after the registration deadline has passed. Please note that this permission can only be enabled if the "Register Members to Events" permission is already activated.
• As an Administrator, you can also use the Report Builder to generate a report that identifies users currently awaiting approval on an event’s waiting list. For detailed instructions, please refer to the Waiting List Reports article.