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Managing events in Administrate

Updated

Managing Events in Administrate means managing the real delivery instance of training: schedule, setup, instructors, learners, communications, attendance, and finances.

If a Course Template defines the reusable design, the Event is where that design becomes operational.

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What an Event represents

An Event represents a scheduled or delivered instance of a Course Template. It is where you manage:

  • dates and session timing
  • delivery format and location
  • instructors and personnel
  • learner participation
  • communications
  • attendance, results, and achievements
  • event-level financial activity

Events are central to Administrate operations because they connect delivery, registrations, learner activity, and invoicing.

Before you manage Events

To use the Events area effectively, make sure the supporting setup is already in place.

  • Course Templates to define the reusable training design
  • Contacts for administrators and instructors
  • Regions, Countries, and Locations to support delivery setup
  • Communication Triggers for event messaging
  • Resources if your events depend on rooms, equipment, or other allocations

Core Event areas

Setup

Use Setup to manage event settings, registration controls, personnel, resources, capacity, visibility, and other structural controls.

Outline

Use Outline to review sessions, instructors, required resources, documents, and any linked content or delivery structure.

Students

Use Students to manage enrollment, attendance, results, feedback, and learner operations tied to the Event.

Finances

Use Finances to review event-level revenue and costs.

Communications

Use Communications to manage event-related messaging and confirm it still reflects the actual delivery details.

Audit

Use Audit to review event activity and change history.

Operating areas

Before creating Events, define the operating areas your organization uses.

Regions and Countries

Regions are the financial or operating zones your business uses. Countries belong to Regions and represent where training is delivered.

Locations

Locations are the towns or cities where Events are held. Locations also belong to Regions.

This matters because Event setup, filtering, reporting, and pricing logic often depend on Region and Location structure. 

Event states, types, and learning modes

State

  • Draft — provisional; not ready for learner registration
  • Published / Active — ready to use operationally
  • Cancelled — no longer going ahead

Type

  • Public — available for broader registration and typically exposed through storefront workflows
  • Private — delivered for a single Account and usually billed to that Account

Learning mode

  • Classroom — in-person delivery
  • Self-Paced (LMS) — online-only delivery
  • Blended — classroom plus LMS components

Event list and filtering

The Events list is the main operational index for reviewing and locating Events. By default, it is oriented toward upcoming Events.

Common filters include:

  • period
  • title
  • category
  • code
  • personnel
  • company
  • region
  • location
  • search across titles and codes

Common list columns and indicators include:

  • state
  • type
  • learning mode
  • start and end dates
  • personnel
  • location
  • booked, reserved, and interested counts
  • capacity and remaining places
  • revenue, cost, and profit

Operational guardrails

Newly created Events should normally remain in Draft status until:

  • Setup configuration is complete
  • sessions and instructors are confirmed
  • capacity and pricing are verified

Pre-publication checklist:

  • Confirm all session dates and times.
  • Verify instructor availability.
  • Review capacity limits.
  • Confirm pricing configuration.
  • Ensure visibility settings match intended exposure.

Changes to session dates after enrollment begins can require communication updates, and changing live Events becomes progressively higher impact over time.

Safe Event Management Pattern

  1. Complete Setup and Outline before publishing.
  2. Verify instructors, sessions, and resources.
  3. Confirm pricing and capacity accuracy.
  4. Publish only after structural review.
  5. After enrollment begins, review financial and communication impact before editing.

Practical tips

  • For classroom and blended Events, session structure drives operational date logic.
  • LMS Events use LMS start and end rules differently from classroom Events.
  • If a public Event should not appear on your website, review registration visibility, pricing, and deadline settings carefully.
  • Pagination and list state matter when reviewing large event sets, so use filters intentionally before opening individual records.

Event guides

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