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Waitlisting

  1. Jump to

  2. Use Case Information
  3. Enabling Waitlisting
  4. Learner Experience
  5. Adding Learners to Waitlists Manually
  6. Waitlisting in Panorama
  7. Reporting on Waitlisting
  8. API Updates

Waitlisting is a powerful feature to use when content sessions are in high demand.

Use Case Information

Enable waitlisting for individual content sessions to allow learners to join a waitlist and get notified when seats become available. This can be achieved by learners unenrolling or if you decide to increase the seat limit. Use the Enrollment Report to keep track of your waitlist and content demand.

When configured you can control the following:

  • Enable waitlisting for Content such as webinars or access date driven courses
  • Track of your waitlist and manage capacity based on demand

Enabling Waitlisting

Note

Waitlisting is available for all content types except Learning Paths.

Waitlisting_Enable_AdminView_GIF.gif
  1. Go to Content and choose Manage Content.
  2. Click on Content Title > Enrollment Step > Access.
  3. On the the Access tab, enable the setting Limit Enrollments?. The setting is Session specific.
  4. In the exposed field "Maximum number of enrollments", enter the number of enrollments. The setting is Session specific.
  5. Toggle the newly exposed "Enable Waitlisting" setting to "Yes". The setting is Session specific.

    Tip

    The setting will work for Free with Registration. However,It is not recommended to be used in conjunction with the "Accessible to the Public" setting in Article & Video content types.

  6. Click Save at the top of the page.

Note

When content is copied, or a new session is created, the setting copies over to the new content/session.

Note

This setting, Enable Waitlisting, is not available for Panorama Content Authors.

Learner Experience

01

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. Waitlisting_DetailPage_LearnerView.png

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. Waitlisting_AccessWidget_LearnerView.png

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. 

Note

Both the confirmation modal and email confirmation are translatable under our Translations settings.

02

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:

  • 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 Learners to Waitlists Manually

Managers with permissions to provision learner access will see a new container, Waitlisted Content, in the Access tab of the learner’s profile. In the Waitlisted Content container, Managers can see or edit any content an individual learner is waitlisted for. 

01

Adding a Learner to a Waitlist:

  1. Go to Users in the menu and select Learners.
  2. Click on the Learner's name to access profile and Access tab.
  3. On the Access tab in the Learner's profile, find the container, Waitlisted Content, and go to the container right below it.
  4. Search for content with active waitlists. Only content with an active waitlist will appear as an option.
  5. Select content to add and click Add Content.

Note

If learners are bulk imported into content with an active waitlist, they will be added to the waitlist.

02

Removing a Learner from a Waitlist:

 

  • Go to Users in the menu and select Learners.
  • Click on the Learner's name to access profile and Access tab.

 

  1. On the Access tab in the Learner's profile, find the container, Waitlisted Content.
  2. Click the trash icon next to the waitlisted content you'd like to remove the learner from.
  3. Confirm your action.
  4. Once the learner leaves the waitlist, the content will be removed from the list.

Waitlisting in Panorama

Although it is possible to use Waitlisting for content provisioned to Panorama clients, please consider the following points before enabling the feature.

  • The primary setting "Always Display Detail Page" has to be enabled in the panorama client in order for waitlisting to function properly.
  • Only content with Sessions will work with Waitlisting.
  • Purchasable Content can be used as a workaround for the enrollment limitations on single content items.
  • List view of the catalog in Panorama does not display the Join Waitlist CTA. However, the learner can click on the content and join from the detail page.

Note

Client Learners will be able to join waitlists without sessions enabled, but they will not be able to enroll when a seat becomes available.

Reporting on Waitlisting

A content level reporting view will display across all content types (except for Learning Paths). The report is titled Enrollment Report and it will display whether or not Waitlisting is enabled.

    1. To view content level reporting by go to Content and chooseManage Content
    2. Navigate to theRelease Step and Click Reporting in the left sidebar
    3. Click Enrollment.
      Waitlisting_EnrollmentReport_AdminView.png

Enrollment Report Dashboard Details:

01

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)
02

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
03

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

API Updates

01

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.

Tip

You can see the Content List API here

01

User Detail API

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

Tip

You can see the User Detail API here

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