Events are the Courses that run on a specific date(s), in a Location and with Personnel, such as Administrators and Instructors. In addition, your Events may be delivered online through our LMS. You book and register students onto Events, and you invoice your students through these registrations. Thus, the Event system is central to your Administrate operations, and it’s important to have a setup that reflects your organisation.
To maximise your use of the Events system, you should understand and have created appropriate data for your organisation:
- Course Templates
- Contacts as Administrators and Instructors
- Regions and Locations, in the context of Event Operating Areas
- Communication Triggers
This page documents the features available and the information displayed on the main Events screen. Please select what you’re interested in on this page:
This page documents the main Events and listing screen. If you want to see Event-specific documentation, please also see:
You can define the operating areas for Events based on geographical and/or business rules. Defining your operating areas is a key component of Administrate, and before you start creating Events, we recommend you give some thought to the areas that your organisation operates in.
Regions & Countries
The Regions are the financial zones that you operate in, e.g., Europe trading in Euros. These may contain multiple Locations and multiple Countries. The Countries are where you conduct your training in, and must belong to a Region.
This is the screen you see when you navigate: Events → Events.
The Events List displays the Events that you created. By default, you’ll see a list of all your Events that have yet to start.
Here you can see:
Once you have the filtered, or unfiltered, list of Events you wish to see, you can select a tab for different table views of:
There are 3 information boxes at the top of the Events screen that provide a snapshot of how many Events you have set up and how well they are doing, both in terms of bookings and financially. These boxes provide statistical overviews about:
|Events||What Events you have set up on the system, for when, and the status of them.|
|Students||Active: Students registered to the event. If event has LMS expiry date, this shows the total students who still have access to the LMS.
Reserved: How many places are Reserved through an Opportunity’s Interest: this number counts towards the Max number of Students allowed (see below)
Interested: # of Students listed through an Opportunity’s Interest: Interested Students don’t count towards the Max number of Students allowed.
Cancelled: # of Students cancelled on the event
Expired: Applies to LMS access. If student's access has expired they will be marked on the Student tab as Expired and the totals will be noted here
Max Places: Maximum number of places allowed on an event before it is sold out
Min Places: The minimum number of students to make the event viable to run. Used for reporting. (Note: the event will still stay active if this threshold has not been met)
|Finance||Event profitability, taken as Cash Flow = Revenue - Costs.|
Filters and Flags
You can filter your list of Events. This is useful if you have a lot of Events and need to narrow the list down through filters and checkboxes to find the one you need to access.
|Filter||Narrows your Events by....|
|Period||A date range defined by yourself, or a preset: Future; YTD (Year to Date); This Quarter; Next Quarter; Previous Quarter; This Month; Next Month; Previous Month (Default: Future).|
|Title||The title of the Event.|
|Category||The Course Category.|
|Code||The Event Code.|
|Personnel||The name of the Administrator or Instructor of the Event(s).|
|Company||The Company who created the Event.|
|Region||The Region where the Event is being held.|
|Location||The Location where the Event is being held.|
Flags / Learning Modes
Flags are markers in your Event that define the learning mode and delivery style of the Event:
|Flag||Learning and Delivery by|
Using the Tools » Edit Table menu, you can configure the columns you see:
|State||Whether the event is Published, Draft or Cancelled.|
|Type||Whether the Event is Public (open) or Private (closed).|
|Learning Mode||The Event Learning Mode: Classroom , Self-Paced (LMS) , or Blended.|
|Sold Out||Whether the Event has been set to Sold Out (See Sold Out in the Setup Fields).|
|Start [Date]||When the Event Starts.|
|End [Date]||When the Event Ends (not displayed if the Learning Mode is Self-Paced(LMS)).|
|Classroom Start [Date]||When the first scheduled session begins.|
|Classroom End [Date]||When the last scheduled session ends.|
|LMS Start [Date]||When the LMS content becomes available.|
|LMS End [Date]||The last date when the LMS content is available.|
|[Event] Code||The Code specified in the Event.|
|[Event] Title||The Name of the Event (you can edit this when you edit the Event).|
|[Event] Personnel||Administrators, Instructors, and Partners make up your Event Personnel.|
|Instructors||A subset of Personnel, limited to the Instructors that are assigned to teach the Event.|
|Administrators||A subset of Personnel, limited to the Administrators assigned to manage the Event.|
|Partners||A subset of Personnel, limited to the Partners associated with the Event.|
|Location||Where the Event is held, which is usually predefined for Public Events, or self-defined for Private Events.|
|Booked||How many Students are officially registered to the Event.|
|Reserved||How many places are Reserved through an Opportunity’s Interest: this number counts towards the Max number of Students allowed (see below).|
|Interested||How many Students are listed through an Opportunity’s Interest: Interested Students don’t count towards the Max number of Students allowed (see below).|
|Max||The maximum number of students bookable for this Event (you can edit this when you edit the Event).|
|Remaining||The number of available seats on the Event.|
|Event ID||The Administrate numeric ID assigned to the event.|
|Account||(Private Events Only) The Account that the Event is scheduled for and billed to.|
|Default Price||The price for the event at the Normal Price Level.|
|Revenue||The total amount of anticipated income (including direct event fees and linked items) for the Event.|
|Cost||The total amount of recorded expenditure for the Event.|
|Profit||The net of the revenue and associated costs.|
Add an Event
You can add an Event from the Events List screen. See Event Setup Fields, for extra descriptions of the fields.
- Set the Type to Public or Private
- Set the Status to Draft , Active
- Set the Learning Mode to Classroom, Self Paced (LMS), or Blended
- For Classroom aspects of your Event, once you select the Course and Classroom Start Date you can use the Session Editor to view and edit when you hold your in-person training
- Fill in the other fields as appropriate, using the tooltips (‘i’) or see Event Setup Fields for extra help
You’ll have created an Event that will appear in your Events List. From here please also see documentation for:
Once you’ve selected the Course and the Classroom Start Date (assuming you’re not using the Self-Paced Learning Mode), you’ll be given an option to Edit Sessions. Please note that once you’ve finalised creating the Event you should use the Event’s Outline tab to manage your Sessions.
The default values are based off the Course Templates Schedule settings. However, some Events may have slight variance in when the classroom aspect of the training will be held, which is when the Session Scheduler is useful.
For further information on how to use the Bulk Session Scheduler, please see Course Templates Schedule tab.
Event Setup Fields
The following is a reference table of the fields available for Public and Private Events:
Note: Once you make your selection for this and save it, it will be locked to this selection.
Public Events: open to any number of students from any number of organisations. Each student is billed individually for the price of the Event.
Private Events: all the students belong to the same organisation, and this organisation (Account) alone will be invoiced for the entire Event at a fixed price, regardless of the number of students.
|Course||✔||✔||The Course Template that the Event will pull preset information from.|
|Code||✔||✔||The Course Code, taken from the above Course Template.|
|Title||✔||✔||The title of the Event, this is taken from the above Course Template however, you can change this to suit your needs.|
Classroom: Traditional physical classroom(s) and instructors(s)
Self-Paced(LMS): Exclusively LMS
Blended: A combination of Classroom and LMS
|Start||✔||✔||Enter the Start Date and Time of the Event. End dates are taken from the Course Template.|
Enter the number of days the student will be able to access this Event for once they have registered or been booked onto the Event (LMS Mode only).
If the student registered for the LMS event with a Training Pass, the access duration will be overridden by the Training Pass duration (i.e: The student will continue to access the LMS content as long as their Training Pass is active)
|LMS Start Date||✔||✔||Enter the date at which the LMS content will be open for access (LMS and Blended Modes only).|
|LMS End Date||✔||✔||Enter the date at which the LMS content will be closed for access (LMS and Blended Modes only).|
|Expected Students||✔||Select the number of students expected to turn up to the Private Event. You can enter your own value if you select Other.|
Draft: Provisional Event, may not go ahead, still needs to be organised, e.g. still to find a venue - can’t book students onto Draft Events, and they won’t be displayed on your website through any of our web integrations.
Active: Event is definitely going ahead - can book students onto Active Events.
Inactive: Event has past.
Cancelled: Event is no longer going ahead.
|Scores Template||✔||✔||Select your Student Scores template to record the performance of the students for this Event.|
|Location||✔||✔||Select your predefined Location. If you need to use an undefined Location, e.g., for a Private Event, then just type in the name of the Location then hit Enter (if you click away, it will not store the custom text).|
|Venue||✔||✔||Select a predefined Venue, if you are renting a space from one of your suppliers to hold your Event.|
|Tax Type||✔||✔||Select the Tax Type that you wish to charge for this Event.|
|Region||✔||Select the Region that this Private Event is being held in.|
|Account||✔||Select the Account you are holding this Private Event for. This will be the Account you will be invoicing for the Event, and will be the Account displayed in the Event title.|
|Price||✔||Enter the price agreed upon between you and your Account for the Private Event.|
|Date Contract Sent||✔||Enter the date that you sent the contract between you and your Account for the Private Event.|
|Date Contract Signed||✔||Enter the date the contract between you and your Account was signed for the Private Event.|
|Sold Out||✔||✔||Select yes if you want to prevent further bookings being made for this Event.|
|Limit Number of Students||✔||✔||Select yes if you have a maximum class size for this Event. You’ll also need to enter the maximum number of students. This will help prevent overbooking places for your Event.|
|LMS (LMS and Blended Learning Modes only)|
|Image||✔||✔||This image will be displayed next to the Course Title when the students log into their LMS.|
|Pass Mark (%)||✔||✔||Enter the pass mark for the LMS Quizzes on this Event.|
When creating a Classroom or Blended event, the Start Date defines how the initial session will be scheduled.
LMS events have a Start Date and optionally an End Date which define when the event is available for registering students.
Classroom events have a Start Date and End Date which are defined by the constituent sessions:
- Start Date: The earliest session start date
- End Date: The latest session end date
- Start Date: The earlier of the Classroom Start Date (which is defined using the classroom logic above) and the LMS Start Date
- End Date: The latter of the Classroom End Date (as defined above) and the LMS End Date.
Blended Event Dates can be set to equal the classroom dates OR the Start Date and End Date are defined by either the LMS access or the sessions:
- If you would like your Blended Event dates to equal the classroom dates, please reach out to support or your account manager.
- If you do not want a public event to show on your website, you can remove the price or choose a registration deadline date in the past.
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