2026-10-22 Release Notes

Moving to our new pages

Over the last year we've been modernising the technology behind Administrate. The original Administrate was written in PHP, and most of it has since been rebuilt in Python, but some PHP code remains. On 21 October, the PHP project announced critical security vulnerabilities and released patched versions, and CERT-EU advised patching immediately. We have already patched to a secure version. Because we were close to removing PHP entirely, we're now speeding up that work, so that no customer is exposed to PHP and we can shut down the remaining PHP code.

As we emailed customers on 21 October, this means we're switching everyone to the new versions of our remaining legacy pages sooner than planned. Starting Monday 26 October, we'll switch over these pages. The exact date for each page may vary by customer.

Links inside Administrate will take you to the new pages automatically. If you've bookmarked a legacy address, update the bookmark once the page has switched.

We don't expect any change to what you can already do on these pages. With an urgent move away from a legacy codebase we may not catch everything, so if something is missing or doesn't work as you expect, please tell our support team and explain how it affects your business, so we can prioritise the fix appropriately.

What's New?

Assisted Event Creation

Assisted Event Creation finds dates for a Course for you. You choose a Course Template, and Administrate checks every possible start date against the template's Sessions, your qualified and available Personnel, and Resources that are free and large enough. It then shows you the dates that work, with Personnel and Resources already chosen. It also creates the draft Event and books everyone and everything on it in one step.

To start, select + in the menu bar, then Event > Assisted. On the Events list, Create Event is now a menu with the same choice. Manual opens the Create Event screen you already use.

1. Tell Administrate what you need

On the Schedule a Course page, fill in:

• Course (required): the Course Template to schedule. Only Courses with classroom Sessions are listed, so LMS-only Courses don't appear.
• Location: if you leave this blank, Administrate searches every active Location. This can take longer.
• Date Range: choose Next 7 Days, Next 30 Days, Next 60 Days or Any Time, or enter your own Starting From and Ending At dates. With no dates, Administrate searches the next 90 days.
• Learners: the number of learners you expect. Administrate then only offers Resources that can hold them all.
• Include Other Valid Starting Days: by default, Administrate only offers the Course Template's preferred starting day. Tick this to also see the other days the Course can start on.

Then select Find Dates.

For each date, Administrate:

• lays out the Sessions as the Course Template defines them. Each Session keeps its day number and times, and the whole Course must fit inside your date range.
• fills each Personnel requirement with people who hold the staff role, are qualified for the Course for its whole length and have no clashing bookings. It favours the least-booked people and never gives one person two roles.
• fills each Resource requirement with Resources of the right type that are in service, at the Location (or not tied to one), large enough and free.
• runs your Custom Business Rules on the suggested Personnel. Any issues they find appear as warnings but don't stop you scheduling. A rule that needs a real Event runs on the draft Event once it's created.

2. Pick an option

The day strip shows how many options each day has:

• Green days have options. Pale green days aren't the preferred starting day.
• Red days have none. Hover over a red day, or select it, to see why.
• Select a day to show only its options, or move through months with the month buttons.

You can sort options by Earliest Date, Lowest Personnel Cost, Highest Capacity or Preferred Starting Day. You can also filter them by Location, Personnel, Minimum Capacity and Maximum Personnel Cost.

Each option shows:

• its date, and whether it starts on the preferred day
• its Sessions (select View Times for the full timetable)
• its Location and capacity
• its Personnel cost, if you can see Event financials
• the Personnel and Resources Administrate chose

To swap a person or Resource for another one that's free, select Alternatives.

If nothing fits, Administrate tells you what stopped each date and what to try next. For example, it might suggest lowering the number of learners, widening the date range or checking the Course Template's requirements.

3. Schedule the Event

Select Schedule This Option and review the summary. Check Maximum Students, which Administrate fills in from your learner count and the capacity of the Course and its Resources. Then choose a Tax Type and select Schedule Event.

Administrate checks once more that everything is still free. It then creates a draft public Event at the Location, books the Personnel and Resources on it and opens the Event so you can finish setting it up.

Good to know

• You need permission to edit Events, and to book Personnel and Resources if the option includes them.
• Results come from how your Course Template is set up: its Sessions, preferred starting day, and Personnel and Resource requirements. If you're not getting the options you expect, check those first.
• A Course that needs the same staff role or Resource type for different Sessions can't be scheduled this way yet. Create it with Manual instead.

The + menu

The new + in the menu bar lets you start common records from any page:

• Event (Manual or Assisted)
• Course Template
• Learning Path
• Account
• Contact
• Booking
• Invoice

You only see the records you have permission to create.

Product Updates

• From Monday 26 October, the Docebo integration syncs instructors at the right level in Docebo. Currently, every instructor is added only to the Docebo events for the Sessions they teach. After the change, an instructor who teaches every Session of an Event becomes an instructor on the whole Docebo session, and other instructors stay on the Docebo events for the Sessions they teach.
• The Instructor, Fill Rate and Custom Rule tags in the Event header now open the issues modal, which lists the reasons behind each tag.
• New Custom Business Rules now start with a working example context query for the chosen rule type, with saved queries pretty-printed and a taller editor.

Bug Fixes

• Fixed Microsoft room calendars only offering the first 100 rooms when adding them, so tenants with hundreds of rooms now see every delegated room.
• Fixed Receive Payment, Make Refund and Allocate Credit Note being greyed out on the Account Financials tab while open invoices or Credit Notes remained.
• Fixed the Account contacts section omitting secondary members, so every active member Contact is now listed.