Waitlisting for ILT Courses
This feature allows learners to add themselves to a waitlist for an instructor-led training course which is noted as “Full”.
Which courses have a waitlist?
Currently, all courses marked as ILT (Instructor-Led Training) and don’t require a payment have the waitlist functionality. In the future, this may be expanded to Paid and Online courses.
How does a learner get on a waitlist?
When a course becomes full, a Waitlist link appears next to “Schedule full” on the course's Detail tab. Clicking that link brings up a list of all full schedules.
How do they select a schedule?
The learner clicks the checkbox under the heading Add To Waitlist next to the desired schedule(s). Learners may choose more than one. The Waitlist link changes to a Remove From Waitlist link.
What if they change their mind?
Clicking the Remove From Waitlist next to the “Schedule Full” notation on the selected schedule(s) on the course Detail tab will remove the learner from the schedule.
Can a user be both enrolled AND waitlisted?
What happens if a spot opens up?
If more than 24 hours before course is scheduled to start:
The first priority person on the waitlist is automatically enrolled. By default, the first priority is the person with the oldest request. This priority can be manually changed by the admin.
The system will send an email informing the learner they have been enrolled in the course. The system will also send an email to the course instructor notifying them a person has been added from the waitlist.
If less than 24 hours before course is scheduled to start:
The learner will NOT be automatically enrolled. The system will notify the course instructor, who is responsible for enrolling/notifying the learner.
Administrator Waitlist Management:
Who can view/manage the waitlist?
Anyone with course enrollment privileges for that course, such as:
Group course editors
How do I find the waitlist?
There are two ways:
Training >Manage Enrollments (previously named Course Enrollments) > ILT > [selected course] > Waitlist
Training > Training Calendar > [sort by selected criteria]
NOTE: The Waitlist link displays only when any upcoming schedule becomes full. It is possible there will not be anyone on the waitlist yet. This allows you to manually add a learner to the waitlist for a full schedule.
How is the waitlist organized?
By default, the oldest entry is listed first.
An entry is automatically removed if the waitlisted person gets enrolled, or when the date/time of the schedule passes.
Can I change the priority order of the waitlist?
Yes. Just click & hold the double arrow under the heading "Drag To Re-Order" at the far left and move the learner to whichever position you want them in.
How can I add or remove users from the waitlist?
- Select Add Learner at the top.
- Enter the learner’s name then select from the list.
- Click the Select button next to the appropriate schedule.
- Click the Remove link next to the name of the learner.
Can I enroll users into the course from the waitlist?
Yes. Just select Approve on the appropriate line.
NOTE: You do not need to increase seats in a course before adding a learner from the waitlist. This happens automatically.