Purpose: This article explains how to manage learner participation for an Event in Administrate, including adding learners, updating participation, recording attendance, and managing operational changes during delivery.
The Students tab is where learner participation becomes operationally real. This is where administrators manage bookings, attendance, participation status, transfers, and learner outcomes for a specific Event delivery.
Before you begin: Understanding the Event Screen | Event Screen: Students tab
What you can manage
The Students tab allows you to:
- review the full learner roster for the Event
- add new learners to the Event
- update participation and booking status
- move learners to another Event
- cancel or remove learner participation
- record attendance
- review booking and financial context
- review learner communications
- confirm completion and operational outcomes
Review the Event roster
The Students tab lists all learners attached to the Event along with their participation status and operational details.
Common participation states include:
- Interested — learner has expressed interest but is not confirmed
- Reserved — learner has a place held
- Active — learner is confirmed on the Event
- Cancelled — learner participation has been cancelled
Participation states help administrators understand operational readiness, determine learner eligibility for communications, and manage attendance or completion workflows.
Adding learners
Learners can be added directly from the Students tab. Adding a learner creates the participation record used for attendance, achievements, communications, and reporting.
- Open the Event.
- Select the Students tab.
- Choose Add Student.
- Search for and select the learner.
- Confirm participation status if required.
- Save the record.
Once added, the learner becomes part of the Event’s operational roster and may begin receiving Event communications depending on configuration.
See Adding students to an event for detailed instructions.
Moving or transferring learners
Learners can be transferred to another Event delivery when operational needs change. This is commonly used when Events are rescheduled or when learners need to attend a different delivery instance.
When transferring a learner:
- the learner is removed from the current Event
- a new participation record is created for the destination Event
- associated booking and communication records may also update
Caution
Always confirm that the destination Event is operationally suitable before transferring learners, including schedule, location, delivery mode, and capacity.
Removing or cancelling learners
Learners may be removed or cancelled from an Event if they will no longer participate.
Removing a learner:
- changes their participation status
- may trigger communications
- may affect attendance and achievement logic
- may affect booking or financial records
Administrators should review operational and financial implications before cancelling participation on live Events.
Recording attendance
Attendance is typically recorded during or after Event delivery.
Attendance records help determine:
- completion status
- achievement eligibility
- learner reporting outcomes
Accurate attendance tracking is important because attendance often becomes part of the Event’s permanent operational record.
See Recording Attendance for an Event for detailed instructions.
Communications and operational impact
Participation changes may trigger automated communications depending on your communication and trigger configuration.
Operational changes that commonly affect communications include:
- adding learners
- transferring learners
- cancelling participation
- schedule or session changes
After major participation changes, administrators should confirm that learners received the correct operational communications.
Managing learners on live Events
Participation management becomes more operationally sensitive once an Event is active and learners are already engaged in delivery.
During live delivery, administrators commonly need to:
- add late registrations
- move learners between Events
- correct attendance records
- update learner outcomes
Note
Participation records affect reporting, achievements, communications, and learner history. Review changes carefully before finalizing updates on active Events.
Best practices
- Review learner participation states before sending communications.
- Record attendance as soon as possible after delivery.
- Review booking and financial impact before removing learners.
- Use transfer workflows rather than manually recreating learner records.
- Review attendance and completion data before closing the Event.