Note: for support for our previous Events system, please see our legacy Events system documentation.
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.
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||Numbers of students registered to the Events, out of the Maximum Students allowable (see Limit Number of Students in Setup fields).|
|Finance||Event profitability, taken as Cash Flow = Revenue - Costs.|
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. As you apply or make changes to the filters or checkboxes, the list of Events automatically updates.
|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 are markers in your Event that define the learning mode and delivery style of the Event:
|Flag||Learning and Delivery by|
|Learning Mode||Classroom if held in Classroom only, Self-Paced (LMS) if exclusively Online, and Blended if it's a combination.|
|State||Published (Confirmed Events in the past, present, and future - you can book and register students), Draft (provisionally set up on the system but may not go ahead - you can’t book or register students onto these Events) or Cancelled (the event is no longer going ahead).|
|Type||Tick Public to see only Public, Private to see only Private, or both to see both.|
In this view you can see general information in the Event table:
|Type||Whether the Event is Public (open) or Private (closed).|
|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)).|
|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.|
|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).|
|State||Whether the event is Published, Draft or Cancelled.|
This is the default tab from Operations and Financials.
When you select the Financials tab on the Events list, you can see how profitable your Events are. This information is provided by the columns:
- Revenue: the invoiceable totals of your Events through Student Registrations, related Mapped Items and Linked Event Invoices.
- Cost: specified Costs, through default costs, and any that are added, amounting to your Purchase Orders.
- Cash Flow: the sum of your Revenue - Costs.
- 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.
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.|
|Access Duration||✔||✔||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).|
|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
- Blended events have a Start Date and End Date which are defined by either the LMS access or the sessions:
- 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.