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How to manage event enrollments automatically
How to manage event enrollments automatically

Learn how to automatically enroll people in your scheduled events.

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Written by Jonathan Allston
Updated over a week ago

Scenario

You want to set up rules that automatically enroll people into some of your events (for example, an onboarding track), so that you don't have to perform these enrollments manually.

Solution

Set up automated rules to manage event enrollments, following the steps below.

But first, if you want a general understanding of how automated rules works, see PlusPlus 101: Create automated rules for repetitive workflows.

  1. Create People dashboard segments to define the people you want to enroll in events.

  2. Create automated rules, using Enroll into all upcoming events of a track or Enroll to an upcoming event of an event type as the rule's action.
    See the Go deeper section for more on the difference between these two actions.

  3. Select the Event Type (or Track) whose events you want to assign to those who meet the rule's condition.

  4. Optionally, configure the following options to help enroll people into the proper scheduled event:

    • Locations - select locations where those who meet the rule's condition can attend
      If you leave this blank, people can be enrolled in the event in any location.

    • Overcapacity Policy - select what to do if the event the rule attempts to enroll people in is already full.
      For a list of options available, see the Go deeper section.

    • Day Offset - enter the number of days after the rule is evaluated or after a person's hire date (whichever is later) to consider matching events to enroll people in

  5. Select a Preferred Attendance Method, either Online or In person.
    If the first matching event is at capacity for the preferred attendance method, the rule uses your selected Overcapacity Policy and, if applicable to the policy, sees the alternative attendance method for the first matching event as the next enrollment option.

    In the future, this will be treated as a filter and will only match events with your selected attendance method.

  6. Click Publish.
    The rule runs on a nightly basis, evaluating the People Segment and enrolling those who meet the condition into the appropriate event.

Go deeper

Automatically enrolling via track v. event type

If you want those who meet the rule condition to be enrolled in events whose types are included in a specific track, use the Enroll into all upcoming events of a track action. The system uses the logic you set up in the rule to enroll people into all upcoming events that are part of the track (that is, all the scheduled events of the event types included in the track).

Note that this action enrolls people into events that are part of a track, while Assign a content item can only assign people to the event types that may be part of an assigned track. If you assign a track to people via an automated rule, you may want to set up a second automated rule that enrolls them into any events in the track, using the Enroll into all upcoming events of a track option.

If you want those who meet the rule condition to be enrolled in events, irrespective of their event type's inclusion in a track, use the Enroll to an upcoming event of an event type action.

Overcapacity Policy options

If the event the rule attempts to enroll people in is already full, you have the following options for what the system should do.

  • Automatically increase event capacity - ensures all those who meet the rule's condition are enrolled into the first matching event by increasing the event capacity

  • Attempt to waitlist - adds people to the waitlist for the event
    If the waitlist is full, no further action is taken. If people get on the waitlist but no space opens up for enrollment, no further action is taken.

  • Look for the next event with sufficient capacity - enrolls people into the next matching event that is not yet at capacity
    If there is not another matching event with capacity, no further action is taken.

  • Attempt to waitlist or look for the next event with sufficient capacity - waitlists people in the first matching event, but if the waitlist is full, people are enrolled in the next matching event with sufficient capacity

    The process looks like this:

    1. Attempt to enroll.

    2. If full, attempt to waitlist.

    3. If the waitlist is full, look for the next matching event.

    4. Go back to step #1.
      If there is not another matching event with capacity, no further action is taken.

  • Skip enrollment when full - takes no further action to enroll people into a matching event if the first matching event is full

Other actions

In addition to content assignments, with automated rules you can automate content assignments, group management, and (coming soon) badge assignments.

See also

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