Event programmes group a series of events together. They collect limited data, while detailed data from individual events is logged and reported. Completion dates reflect the event programme’s creation date since contained events have multiple, changing dates. The system does not log historical attendance, so cancelling users from an event programme marks them as not having attended any events.
Create an event programme
To create an event programme, watch the video or follow the below steps.
Switch to admin view.
Click Content, then select All Content.
Click Events, click the Event Programme tab.
Click New Events Programme, then enter a name and code for the event programme. The code links event programmes to any events with the same code.
Toggle on Automatic Registration to enable automatic registrations, then select the relevant option below.
Register users to the next available event.
Register users to a holding event.
Click Next, then click Finish.
Click the Details tab. Select whether users must attend all events in the programme to complete it.
Click Save.
Manage users on an event programme
Use the events programme area to view and manage event programmes, and the events within them, from a central point, enabling you to view and manage users registered to events effectively.
Administrators, line managers and trainers can utilise these functions while reviewing users, managing statuses or attendance, editing participation, and transferring users to alternative events within the same program.
📌 Note: You will only be able to view users within your reporting scope, which for most line managers will be direct or all reports.
To access the event programmes area, follow the below steps.
Switch to admin view.
Click Content, then click All Content.
Search for and select the relevant event.
Click Event Programmes, then click View.
The table below details the available functions to manage users within the selected event programme.
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Set Success Status | To set the success status of users registered to an event within an event programme, follow the below steps.
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Mark Attendance | To set users attendance status on an event within the event programme, follow the below steps.
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Cancel Participation | To cancel a user's participation in an event within the event programme, follow the below steps.
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Move to Another Event | To move a user from one event to another event within the event programme, follow the below steps.
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Archive an event programme
Administrators can archive unneeded event programmes.
To do this, follow the below steps.
Click Content then click All Content.
Click Manage, then search for and select the relevant event programme.
Click Details, then click Archive.
Event programme due dates
If users have been automatically set a due date for an event programme, but there are no registration rules in place for this, it's due to current functionality and is expected behaviour.
When a due date is manually set or is set from a registration rule on the event programme, it should appear as it was manually input for the user, or in line with the rule criteria.
When no due date is set, and the user is registered to an event within the event programme, the due date is automatically generated as the date of the event they're registered to.
When no due date is set, and the user isn't registered to an event within the event programme either, the due date will automatically generate as the final event date that is within the event programme at any time.
Event registrations not completing on event programme
To help resolve and prevent future occurrences of an issue in which user event registrations are not completing on the event programme.
Cause
This issue occurs when a user registers for an event but has their progress on the event programme reset before completing it. The reset may result from a registration rule or manual action by an administrator. When progress is reset, the user's event registration becomes linked to the earlier registration of the event programme. This creates a new, unlinked data entry separate from any previous event registrations.
From the user's perspective, the event registration appears disconnected from the event programme before the reset. As a result, it may seem that event completion is not rolling up correctly.
Resolving
Resolve this issue by cancelling the user’s registration to the event, then re-registering them. This action links the event registration to the current registration data for the event programme, ensuring completion rolls up correctly.
Prevention
To prevent progress tracking issues in annual event programmes (e.g. fire safety training), two setup methods are recommended.
Holding Event with Manual Allocation
Users auto-register to a holding event. Admins manually move them to actual events. This method requires no self-registration. Upon reset, users return to the holding event. Manual admin management is required. Reporting is recommended.
In the event programme.
Enable Automatic Registration.
Select Register users to a holding event.
Add holding event.
Add annual progress reset rule
Events (excluding holding).
Disable Enable Registration.
Self-Registration with Approval
Users self-register; approvals control access based on status. This method requires more automation and give more user flexibility, but requires line manager input and proper training.
In the event programme.
Disable Automatic Registration.
Enable Self Registration.
Add annual progress reset rule.
Events.
Enable Enable Registration.
Enable Requires Approval.
Approval Rules:
Approve: Not Attempted users
Reject: completed users
Reset progress before approval if early re-completion is needed