Manage events and participants

Before you start

You need a published course with topics and lessons. Until you publish the event, the course does not appear in My learning. An event defines how and for whom the course is offered. A Scheduled event also defines when and where it runs and its capacity; an Available anytime event does not use those details. Registration statuses do not prove a training outcome.

Browse training events

1. Open Training events.
2. The directory filters by Year and, when you open it, shows the current year.
3. You can also filter by event or course name and by status: Draft, Published, or Cancelled.
4. If the list is empty, try another Year before assuming there are no events.

Available anytime events have no dates, so they appear in every year.

Use this directory to manage existing events. To create one, open the course in the catalog.

Create and publish an event

1. Open a published course in Course catalog.
2. Select Create event.
3. Choose Scheduled event.
4. Under Event details, enter the name, hours, and description.
5. Under When and where, complete location, start and end dates, and whether people attend online, onsite, or both.
6. Under Enrollment, set whether it is mandatory, capacity, entity if needed, and open or closed registration.
7. Define Who can participate.
8. Under Final survey, select feedback if needed.
9. Publish.

Dates must be coherent and in the future, the course must have valid content, and the audience needs an inclusive rule. Publication shows the event, sends notices, and can automatically register a mandatory audience.

Make an event available anytime

On the published course page, select Create event, then choose Available anytime. Configure the inclusive audience, mandatory status, estimated hours, instructions, and surveys, then publish the event. This event type is online, open, unlimited, and has no dates, location, entity, capacity, waitlist, calendar booking, or upcoming-event reminder. When and where and the capacity rules in Enrollment do not apply.

While the event remains a draft, you can switch between Scheduled event and Available anytime. Changing to anytime clears dates, location, entity, capacity, and incompatible registration settings, and confirms active waitlisted registrations. Confirmed, withdrawn, cancelled, and deleted registration records, outcomes, and completions are preserved without sending notices before publication. Changing back to scheduled requires a start date, and capacity cannot be lower than the confirmed-registration count. If validation fails, no event or registration data is changed.

After an event is published or cancelled, its type is read-only. Each course version can have only one anytime event, even when that event is cancelled. If one already exists, the option is disabled and links to the existing event.

Publishing a mandatory anytime event enrolls its visible audience immediately. Talento also reconciles eligible employees nightly and whenever visibility changes. Cancelling is final for that course version: access stops, incomplete enrollments are cancelled and notified, and completion history remains. Publish a new course version if availability must be restored.

Manage registrations and seats

1. Open participants.
2. Review Confirmed and Waitlisted states.
3. Add or change participants individually or in a batch.
4. Confirm people without exceeding capacity.

In a scheduled event with open registration, free seats confirm people and a withdrawal promotes the oldest waiting registration. Closed registration needs manual confirmation. Anytime events are open and unlimited, so registrations are confirmed without a waiting list or calendar booking. Only confirmed people can open content.

Record outcomes

1. Select one or more participants.
2. Record the correct outcome.
3. Use Attended or Approved only when justified.
4. Check the created completions.

Confirmed and Waitlisted are registration states. Only Attended and Approved create completions and can grant skills or documents. If one change is invalid, Talento does not apply the batch.

Cancel an event

1. Check affected participants, calendars, and messages.
2. Cancel the event and review pending registrations.

!Warning

Cancelling closes registration and content, cancels participants whose outcome is still pending, and notifies affected people. History with Attended or Approved remains available.

Common problems

• Publication fails: check future dates, content, and an inclusive audience.
• The directory looks empty: change the Year filter; Available anytime events appear in every year.
• Available anytime cannot be selected: this course version already has an anytime event; use the link to the existing event, even if it is cancelled.
• Changing back to Scheduled event fails: add a start date and check that capacity covers every confirmed registration.
• A freed seat promotes nobody: closed registration is manual.
• Content is unavailable: the participant must be confirmed.
• A batch fails: correct the invalid transition and retry the full group.