Purpose: This article explains how to monitor course and event occupancy so you can evaluate capacity performance, identify under-filled deliveries, and take action before the delivery date.
Related: Managing courses in Administrate | Configure capacity and target fill rate
Mental model: occupancy is measured at the event level
Courses (templates) define planning defaults, but occupancy is realized on events (deliveries). Occupancy reporting helps you compare:
- Capacity (available places)
- Registrations (learners enrolled)
- Target fill rate (planning benchmark for public events)
This distinction is important: decisions about delivery, profitability, and scheduling are made at the event level, not the course template level.
Why occupancy matters
Monitoring occupancy is not just about filling seats — it directly impacts the financial and operational performance of your training business.
- Identify under-performing courses that may need promotion, pricing changes, or retirement
- Compare occupancy trends across courses, locations, or time periods
- Support decisions about whether events should run, be rescheduled, or be cancelled
- Evaluate overall training profitability when combined with cost and revenue data
In reporting, occupancy is commonly used alongside revenue and cost data to assess which courses are worth continuing, expanding, or reworking. [oai_citation:0‡index.html](sediment://file_000000004ad471f5b90ca5168d8f79ba)
Where to review occupancy
- Training → Events (list view for filtering and scanning multiple deliveries)
- Event record (to review and act on a specific delivery)
- Training Dashboard (to monitor flagged issues such as under-target fill)
- Reporting Engine (to analyze occupancy trends across multiple events and courses)
Review occupancy from the Events list
- Go to Training → Events.
- Use filters to narrow your view (date range, course, location/region, status).
- Review capacity and registration indicators to identify under-filled events.
- Open an event to take action (adjust capacity, review registrations, update communications, or make scheduling decisions).
Review occupancy on an event
- Open the event you want to review.
- Locate capacity and registration values (limited places, min/max learners, enrolled learners).
- If the event is public and uses target fill rate, compare registrations against the target benchmark.
Using reporting for occupancy analysis
For deeper analysis, use the Reporting Engine to evaluate occupancy across multiple events and courses.
- Build reports using the Event entity as the data source
- Compare occupancy rates across courses, instructors, or locations
- Combine occupancy with revenue data to assess profitability
- Avoid duplicate rows by filtering out session-level data (for example, excluding session dispositions when needed)
This level of analysis helps training managers identify which courses are performing well and which require intervention.
Common actions when occupancy is off track
- Low registrations: send communications, adjust marketing windows, or coordinate with sales/ops.
- Over capacity risk: increase maximum places (if feasible) or schedule an additional delivery.
- Wrong benchmark: adjust target fill rate at the template level (or override on the event for exceptions).
- Consistently low-performing courses: review pricing, positioning, or consider retiring the course.