Purpose: Use this article to understand how Events work in Administrate, how they relate to Course Templates, and where operational delivery activity is managed across the Event Screen.
The Event Screen is the operational control surface for a scheduled delivery. It is where administrators manage configuration, scheduling, learners, communications, finances, achievements, and audit history for a live Event.
Events inherit structure and defaults from Course Templates, but operational delivery activity happens at the Event level.
In this article
What Events are
An Event is a scheduled delivery of a Course Template.
While Course Templates define reusable course structure and defaults, Events represent the real operational delivery record used to manage:
- dates and sessions
- learners and attendance
- communications
- finances
- personnel and resources
- completion and achievements
- audit and operational history
Most day-to-day operational activity happens at the Event level.
Event versus Course Template
- Course Template: reusable structure, defaults, requirements, and delivery configuration
- Event: the actual scheduled delivery with dates, learners, attendance, finances, communications, and operational activity
Note
If a change should apply to future deliveries of the course, update the Course Template. If the change applies only to one scheduled delivery, update the Event instead.
For a broader explanation of inheritance and delivery structure, see Courses, Course Templates, and Events: Structure and Inheritance .
Event lifecycle overview
Events typically move through an operational lifecycle:
- Create the Event from a Course Template.
- Configure Setup, Outline, personnel, resources, and pricing.
- Publish the Event for enrollment.
- Manage learners, communications, attendance, and delivery operations.
- Record completion, achievements, and financial outcomes.
- Review Audit history and operational changes.
Different organizations may operate this lifecycle differently depending on automation, scheduling workflows, finance rules, and operational processes.
How the Event Screen is structured
The Event Screen is organized into operational tabs. Each tab manages a different aspect of Event delivery.
Dashboard and actions
The Event header and dashboard provide a high-level operational snapshot of the Event, including learner counts, finances, issues, status, and quick-access actions.
Detailed guide: Event Screen — Dashboard and actions
Setup
The Setup tab controls Event configuration including status, visibility, registration settings, personnel, resources, pricing, and inherited delivery settings.
Detailed guide: Event Screen — Setup
Outline
The Outline tab manages the delivery structure of the Event, including sessions, instructors, scheduling, locations, resources, and session-level operational planning.
Detailed guide: Event Screen — Outline
Students
The Students tab manages learner participation including enrollment, booking status, attendance, scores, feedback, and learner operational activity.
Detailed guide: Event Screen — Students
Finances
The Finances tab provides visibility into Event revenue, costs, booking-related financial activity, and commercial performance.
Detailed guide: Event Screen — Finances
Communications and Audit
The Communications and Audit tabs provide operational visibility into Event messaging, trigger behavior, delivery history, and Event change tracking.
Detailed guide: Event Screen — Communications and Audit
Achievements
The Achievements tab manages learner completion outcomes, certifications, pass/fail status, and achievement issuance for the Event.
Detailed guide: Achievements
How the tabs work together
- Dashboard — operational snapshot and global actions
- Setup — status, visibility, capacity, pricing, personnel, and core controls
- Outline — sessions, instructors, locations, resources, and delivery structure
- Students — participation, attendance, results, feedback, and learner actions
- Finances — revenue, costs, and commercial performance
- Communications — triggered and manual Event messaging
- Achievements — learner completion outcomes and certifications
- Audit — traceability of operational changes
Typical Event management workflow
- Create the Event from the correct Course Template.
- Review Setup and inherited Event configuration.
- Confirm Outline structure, sessions, instructors, and resources.
- Review pricing, finances, and operational readiness.
- Publish the Event and begin learner enrollment.
- Manage attendance, communications, and learner participation.
- Record achievements, completion outcomes, and financial results.
- Review Audit history when troubleshooting operational changes.
Safe operation pattern
Safe Event Management Pattern:
- Complete Setup and Outline before publishing.
- Verify instructors, sessions, and resources.
- Confirm pricing and capacity accuracy.
- Publish only after structural review.
- After enrollment begins, review financial and communication impact before editing.
Event Screen guides
- Event Screen — Dashboard and actions
- Event Screen — Setup
- Event Screen — Outline
- Event Screen — Students
- Event Screen — Finances
- Event Screen — Communications and Audit
- Achievements
Related Event workflows
- Create an Event
- Publish or unpublish an Event
- Cancel or delete an Event
- Recording Attendance for an Event
- Events: Lifecycle, Inheritance, Conflicts, and Operational Reality
Tips and gotchas
- Make core Setup changes early to avoid downstream cleanup.
- Verify sessions and resources in Outline before enrolling or sending communications.
- Keep attendance up to date to ensure reporting and completions stay accurate.
- Review communications and automation behavior before publishing Events with active learners.
- Be cautious when editing published Events that already contain enrollments, attendance, achievements, or financial activity.