Manage an Event

Managing events is for administrators and event creators. You manage an event from its Activity screen, which gives you a complete view of registrations, attendance, and waitlists across every occurrence.

To open it, go to an event and select Activity in the top right. The Activity screen has five tabs: Overview, People, Activity, Settings, and Waitlist.

Overview Tab

The Overview tab gives a summary of activity across all occurrences:

• Registrations: The total number of users registered, shown against available capacity.

• Attended: The number of users who have been marked as attended.

• Waitlist: The number of users currently on the waitlist.

• Page views: The total lifetime views for the event page.

The Attendance section lists each occurrence. Click View attendance next to an occurrence to review its attendee status and session attendance detail.

Attendance

The Attendance section lists each upcoming occurrence.

Toggle Allow learners to mark attendance using a QR code to let attendees mark their own attendance by scanning a code, rather than you marking it manually. This applies to every occurrence of the event – scanning during a scheduled session marks the learner as attended for the whole occurrence.

Note:

Turning this setting off invalidates every QR code for the event, including ones already in use. Turning it back on generates new codes – the old ones won't work again.

With the setting on, each upcoming occurrence gets a Show QR code button. Click it to open a window showing the code, along with:

• Copy attendance link: Copy a link to the code instead of displaying it.

• Download QR code: Save the code as an image – print it for an in-person session, or add it to a slide to display during a virtual session.

• Regenerate QR code: Replace the code with a new one. Do this if the old code has been shared too widely – once regenerated, the old code stops working.

Attendance only opens once the occurrence's session starts.

Click View attendance next to an occurrence to go to the People tab, pre-filtered to that occurrence, where you can review who's registered and their attendance status.

People Tab

The People tab shows a Registrations table listing all users registered across every occurrence. The table includes each user's name, the occurrence they are registered for, their registration date, and current status.

Clicking View attendance next to an occurrence on the Overview tab brings you here pre-filtered to that occurrence, so you can review and search its registrations without filtering manually.

To view a user's profile, click View on their row. From here you can see their team structure and manage their account details.

Activity Tab

The Activity tab shows a chronological log of actions taken on the event, including registrations, waitlist changes, and attendance updates.

Settings Tab

The Settings tab displays the current registration settings for the event in a read-only view:

• Self-registration: Whether learners can register themselves

• Manager team enrolment: Whether managers and audience managers can enrol their team or managed audience

• Manager self enrolment: Whether a manager can include themselves when enrolling their team – only shown when Manager team enrolment is on

• Waitlist: Whether a waitlist is enabled

• Cancellation restricted: Whether cancellations are restricted

• Cancellation period: How far in advance of the event attendees can cancel

To change these settings, click Edit event from the event page.

Waitlist Tab

The Waitlist tab shows all users currently on the waitlist. The table lists each user's name, email address, and the date they joined the waitlist.

To add a user to the waitlist manually:

1. In the Search for available user field, search for the user you want to add.

2. Select the checkbox next to their name.

3. Click Add to waitlist.

To promote a user from the waitlist, click Promote on their row. They will be moved from the waitlist and registered for the event.

Note:

Only an individual user can remove themselves from a Waitlist.