Manage Events & Sessions - Waitlists

The Waitlisted Users page allows ILT administrators to view and act upon waitlist requests.

Design Note: An updated interface is available for this page, which can be enabled by administrators in Feature Activation Preferences. With the new design, the functionality of the page is unchanged.

To access the Waitlists page, go to ILT > Manage Events & Sessions. Then, click the Waitlists button.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Waitlists - Manage Grants ability to approve or deny instructor led training waitlist requests. This permission works in conjunction with the Events - View and Waitlists - View permissions. This is an administrator permission. Learning - Administration
Waitlists - View Grants view-only access to instructor led training session waitlists, via the ILT Events and Sessions screen, enabling the user to view the waitlists for various ILT sessions. This permission works in conjunction with Events - View and Sessions - View permissions. Learning - Administration
EMAIL NAME EMAIL DESCRIPTION ACTION TYPE
Grant Waitlist Request

Once a user has submitted a Waitlist Request, they will remain in Waitlisted status until an administrator makes the decision to grant or deny the request. If the ILT administrator grants a user's request to attend a session, this email will be triggered.

When a user withdraws from a session and a seat becomes available, users on the waitlist are removed from the waitlist, they are granted the option to register for the open seat, and this email is triggered, if enabled. The waitlisted users will see the session on their transcripts in "Registration Pending" status.

  • As soon as one of the user registers, all other users are moved back to the waiting list. In this scenario, if another user withdraws, the process is completed again for the users remaining on the waitlist.
  • If none of the users register, the previously waitlisted users are not moved back to the waiting list. In this scenario, if another user withdraws, since no users are on the waiting list in that moment, this email is not triggered.

When a user withdraws from a session after the registration deadline, this email is not triggered.

 Instructor Led Training

Waitlisted Users

The following tabs are available on the Waitlisted Users page and they control the information that is displayed:

  • Current by User - This view displays all waitlisted user for any session. On this tab, you can click the View link to respond to waitlisted users. See Session Roster - Roster - Waitlists.
  • Current by Session - This view displays how many users are waitlisted for a particular session. Only sessions that have a waitlist are displayed. On this tab, you can copy a session by clicking the Copy icon in the Copy Session column. This creates an identical session and automatically enrolls the waitlisted users into the copied session. You can make changes to the copied session and select specific users for the new session. Users that are added to the new session are automatically denied from the waitlist for the original session. See Session Roster - Roster - Waitlists.
  • Past Requests - This view displays all past waitlist requests. For each request, the details of the request are displayed, including the decision that was made for the request (granted or denied).

Click the Export to Excel link to view the list of waitlisted users (Current by User, Current by Session, and Past Requests) in an Excel spreadsheet. The spreadsheet will download to your computer in .xlsx format.

On each tab, you can search for waitlist requests by event title, vendor, session ID, and locator number.

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