Waitlisting

Catalog Experience:

When a learner is viewing the catalog and content has an active waitlist, the learner will see the translatable CTA "Join Waitlist" instead of the "View Details" CTA. When the learner navigates to the detail page of the content, the learner can select to join the waitlist.

Once a learner clicks to join the waitlist, they will see a confirmation modal. The content is then added to the learner’s access widget in the new Waitlisted tab. The learner will also receive a translatable email confirmation upon joining the waitlist.

When the learner is notified that a seat is available, the learner will be able to enroll into the content by purchasing or by a manager manually provisioning the content to the learner. 

When a Seat Becomes Available:

Once a seat becomes available either by a learner unenrolling from the content, or by a manager increasing the enrollment limit for the content, the learner will receive another translatable email prompting them to either enroll in the content or unenroll from the waitlist.

Notifications, and access to enroll in the content, will send for open spots in the following increments in time intervals of 2 hours:

• Sent immediately: Number of spots open OR top 10 learners on waitlist in instances where open spots less than 10.
• Increments following that should then be number from previous batch + 10 (ie: if 5 spots are open, we first email top 10 users followed by top 20) until waitlist has been fully pinged.
• In instances where full waitlist has been contacted, waitlist is continuously pinged until seats have been filled.
• There is not a time limit for the learner to enroll in the content.
• The learner is not enrolled in the content until they purchase the content or a manager provisions them access.

Adding a Learner to a Waitlist:

1. From your homepage, select Users > Learners.
2. Click on the Learner's name to access their profile > click Access tab.
3. Scroll down the page to Waitlisted Content.
4. Search for content with active waitlists. Only content with an active waitlist will appear as an option.
5. Select content to add > click Add Content.
   

Removing a Learner from a Waitlist:

1. From your homepage, select Users > Learners.
2. Click on the Learner's name > Access tab.
3. Scroll down the page to Waitlisted Content.
4. Click the trash icon next to the waitlisted content you'd like to remove the learner from.
5. Confirm your action.
6. Once the learner leaves the waitlist, the content will be removed from the list.
   

Filters on Dashboard

• Content ID
• Action Date, default to 7 days
• Action Learner
• Action Type, default to enrollment and revoked_access
• Action Source
• Waitlist Date, default to any time (if Waitlisting is enabled on the content)
• Waitlist Learner (If waitlisting is enabled on the content)

Dashboard Tiles

Enrollment Trends Tile

• Line graph showing enrollments each day over the course of the past 7 days.
• Utilizes the filters Content ID & Action Date.

Seats Used

• Count of number of seats used.
• Enrollment capacity met in percentage form.

Seats Available

• Count of number of seats available based on the amount of seats used subtract the amount of currently enrollments.
• Enrollment capacity available in percentage form.

Users on Waitlist

• Count of number of users on the waitlist.
• If Waitlisting is disabled, the look will not display.
• If Waitlisting is enabled, and there are 0 learners on the waitlist, the number will show 0.

Enrollment Actions

A table view of learner enrollment actions for the content object.

• Actions Types associated:
  • Enrollment
  • Access Granted
  • Access Revoked/Unenroll (either by learner or the admin/client admin)
    • Note: this should only be learners enrolling/un-enrolling in courses. NOT the waitlist.

Waitlist

A table view of all learners actively enrolled on the waitlist. While content level reports currently filter out all Panorama client learners, they will be exposed here. This means any learner attached to a client license will still display in this waitlist report.

The Waitlist report only displays when the waitlist is enabled. If no learner has enrolled in the waitlist the report header and table header still display.

• Fields in Tile:
  • Last Name
  • First Name
  • Email
  • Client
  • Timestamp

• The Tile utilizes the following filters:
  • Content ID
  • Waitlist Date
  • Waitlist Learner

Waitlist Reporting Statuses:

When a learner enrolls in content having been on the waitlist, they should be designated one of the following two sources associated with the enrollment action type.

• course_enrollment_waitlist: This is for those who enroll in a course following their time on the waitlist that didn't require purchase.
• course_purchase_waitlist: This is for those learners who enrolled in a course following their time on the waitlist and had to purchase it.

This status should apply and be visible in the following places:

• In-platform Reporting, places this status display include (but not limited to):
  • Course Actions
  • Learners
• API, places this status will display in our notifications API include (but not limited to):
  • Course Enrollments: https://api.thoughtindustries.com/#course-enrollments
  • Course Purchases: https://api.thoughtindustries.com/#course-purchases

Content List API

• Addition of a field in the content list API titled 'waitlist'.
  • The value should be a True/False value, signaling if the waitlist is enabled on that content object or not.
• Addition of a 'waitlistCount' field
  • The value should be the amount of users enrolled in the waitlist.
• The addition of a seat limit field titled 'enrollmentLimit'.
  • If enabled users should see the configured enrollment limit for the content item.
• The addition of an enrollment count title 'enrollmentCount'.
  • Users should see the number of learners enrolled in content.
• The ability to see how many are enrolled on the waitlist (if enabled).
  • If waitlist is not enabled or no users are enrolled the value should be null or 0.

User Detail API

• Addition of a field titled 'waitlistedCourses'.
  • The value should display all content objects a user is enrolled on the waitlist for.