Use this article if the Events page has a Create New Event button. If it has a New event button, see the articles in Events and sessions.
View, add, remove and import the attendees of a schedule, and send an email to them. You can also download the lists of booked, waitlisted and cancelled people as CSV files.
Before you start
You need permission to view schedule signups to see the lists, download them and send an email. These are the default roles with this permission: Organisation Admin, Learning Experience Admin (for its learning experiences), Learning Experience Tutor (for its learning experiences), Event Admin (for its events) and Schedule Admin (for its schedules).
You need permission to create schedule signups to add attendees and to import attendees. These are the default roles with this permission: Organisation Admin, Learning Experience Admin (for its learning experiences), Learning Experience Tutor (for its learning experiences), Event Admin (for its events) and Schedule Admin (for its schedules).
You need permission to edit schedule signups to remove attendees. These are the default roles with this permission: Organisation Admin, Learning Experience Admin (for its learning experiences), Learning Experience Tutor (for its learning experiences), Event Admin (for its events) and Schedule Admin (for its schedules).
The name of a draft schedule is not a link.
To import attendees, you must also be allowed to add people to the group that you choose.
View the booked attendees of a schedule
Open the list of booked attendees to see who has a place on a schedule and to download the list as a CSV file.
- Select Events, then open the event.
- If the event has more than one schedule, select the name of a published schedule.
- In the menu, select Registrations, then Booked.
The page shows the heading "Booked Attendees" and the schedule name at the top.
The table has these columns:
| Column | What it shows |
|---|---|
| Last Name | The last name of the attendee. |
| First Name | The first name of the attendee. |
| The email address of the attendee. | |
| Signup | The date and time the attendee signed up. |
| Status | The booking status, for example "Booked" or "Approved by Admin". |
| Booked by | The cell is empty. |
| Sign Up Notes | The note the attendee wrote when they signed up. |
Type in the Search box to find a person. Select Export CSV to download the list.
Add attendees to a schedule
Add people to a schedule yourself when you want to give them a place without waiting for them to sign up.
- Open the schedule, then select Registrations and Booked.
- Select Add Attendees.
- Type in Search for users by name or email to find a person.
- Select the checkbox of each person to add, or select Select all.
- Clear Send registration notification(s) if you do not want new attendees to be told.
- Select Add Attendees.
The panel closes, you see "Attendees added", and the people appear in the Booked list. Send registration notification(s) is selected when the panel opens.
The list shows only people who are enrolled on a learning experience that contains the event and who do not already have a place on this schedule. A person you removed earlier is in the list again, so you can add them back.
Each person you add is booked as approved by an admin. A person who is new on the schedule receives a registration notification when Send registration notification(s) is selected and the Booking Confirmation switch of the event is on.
A person you removed earlier and add back receives the session booking confirmation emails whatever you choose. They do not receive them if the Session Booking Confirmation switch of the event is off.
Remove attendees from a schedule
Remove people from the booked list when they no longer attend. You can remove one person or several people at the same time.
- Open the schedule, then select Registrations and Booked.
- Select the checkbox of each person to remove.
- Select Remove below the table.
- Check the names under "Selected Attendees:" in the dialog "Remove Attendees".
- Select Remove.
The dialog closes, you see "Success", and the people leave the Booked list. They appear in the Cancelled list. Remove below the table is not available until you select at least one person.
Warning
The dialog states "This action cannot be undone." To give a removed person a place again, add them with Add Attendees.
Each person you remove receives a cancellation notification. If the Booking Cancellation switch of the event is off, no cancellation notification is sent. See Change the event email templates.
View the waitlisted users of a schedule
Open the waitlist to see who is waiting for a place on a schedule and to download the list as a CSV file.
- Open the schedule.
- In the menu, select Registrations, then Waitlisted.
The page shows the heading "Waitlisted". The table has the columns Last Name, First Name, Email and Joined Waitlist.
When a place becomes free on a schedule that allows a waitlist, the people who joined the waitlist first are booked first. They move from the Waitlisted list to the Booked list without any action from you. A place becomes free when a booked person cancels, you remove a booked person, a person is unenrolled, or you raise Maximum Bookings. Nobody is booked once any session of the schedule has started.
Type in the Search box to find a person. Select Export CSV to download the list.
View the cancelled bookings of a schedule
Open the cancelled list to see who no longer has a place on a schedule and to download the list as a CSV file.
- Open the schedule.
- In the menu, select Registrations, then Cancelled.
The page shows the heading "Cancelled". People you removed and people who cancelled themselves both appear here. A person who is unenrolled from a learning experience that contains the event also appears here, when the schedule is published and has a session that starts after the unenrolment. They receive a cancellation notification when the Booking Cancellation switch of the event is on.
The table has these columns:
| Column | What it shows |
|---|---|
| Last Name | The last name of the person. |
| First Name | The first name of the person. |
| The email address of the person. | |
| Cancelled | The date and time of the cancellation. |
| Cancelled by | "User" when the person cancelled the booking, and "System" in every other case, including a removal by an admin. |
| Reason | The reason that the person gave. |
Type in the Search box to find a person. Select Export CSV to download the list.
Import attendees from a CSV file
Import many attendees at the same time from a CSV file. The import adds each person to a group of your choice and gives them a place on the schedule.
- Open the schedule, then select Registrations and Booked.
- Select Bulk import attendees.
- Follow the four steps below.
Upload
- Select Choose File and pick a CSV file.
- Check the file name and size under the button.
- Select Next.
The file needs a column for the username, the user ID, or both. Select Remove beside the file name to pick a different file.
Align columns
- Type in Assign attendees to group and pick a group.
- In the table, choose a field for each column of your file.
- Select Next.
For each column, the Select field for each column list offers Username, User ID and Ignore this column. The page picks a field from the column heading, and you can change it. Map each field one time, and map at least one of Username or User ID. The Example column shows a value from your file to help you choose.
Review
The page shows how many rows are ready and how many have errors. Rows with errors are listed first and are skipped by the import. Type in the Search box to find a row.
The Outcome column shows "Ready" for a row that the import accepts. A row with an error shows a sentence that explains the problem, for example "No user was found matching the username or ID in this row." Select Import attendees, or select Previous to go back and change your choices. Import attendees is not available when no row is ready.
Results
The page shows how many attendees are signed up. If some rows failed, a table lists the Row #, Username, User ID, Outcome and Reason of each one. Select Done to return to the Booked list, where the new attendees appear.
Each imported person joins the group and is booked as approved by an admin. If the event is part of one learning experience, the person is also enrolled on it.
The import has no option to turn the emails off. A person who is new on the schedule receives a registration notification when the Booking Confirmation switch of the event is on. A person you removed earlier receives no registration notification.
Each of them receives the session booking confirmation emails when the Session Booking Confirmation switch of the event is on. See Change the event email templates.
Send an email to the attendees of a schedule
Send one email to everyone who has a booked, waitlisted or cancelled place on a schedule.
- Open the schedule.
- In the menu, select Communications.
- Under "Send Email To:", keep the groups that you want.
- Type the Subject.
- Type your message in Write your message here.
- Select Send.
You see "Email has been successfully sent", and the form clears. The groups are All Recipients, All Booked, All Waitlisted and All Cancelled, and each shows how many people it holds. All of them are selected when the page opens.
Select Discard to clear the form without sending. Send is not available until you have typed a subject and a message and selected at least one group. If you leave the Subject or the message box empty, you see "This field is required" under it.
The email goes to all the people in the groups at the same time. The sender name is the name of the schedule. After your message, the email adds "Regards," and the name of the schedule. The email adds no greeting before your message, so start with your own greeting if you want one.
Troubleshooting
If you see "No signups found for this schedule" on the Booked, Waitlisted or Cancelled page, nobody is in that list yet.
If you see "No users found for this schedule" in the Add Attendees panel, no person is available to add. The panel lists only people who are enrolled on a learning experience that contains the event and who do not already have a place on the schedule.
If you see "Error" after you select Remove, nobody is removed. Check that you have permission to edit schedule signups.
If you see "No signups found for this schedule" after you select Send, nobody is in the groups that you selected. Select a group that has people and send the email again.