Live Session Learners

Overview

A learner that is involved in a live session can go through different states that are signaled in Nifty by a status property.

Status	Description
Not Invited	Base learner status
Invited	A calendar event email was sent and the learner needs to respond
Declined	The learner has answered with "No"
Needs Approval	An approver needs to validate the learners' attendance request
Approval Declined	The approver has declined the registration request
Waiting List	If enabled and the session maximum capacity was reached the registration process will be blocked and learners will be added to the waiting list
Registered	The registration process is completed and the learner is part of the session roster
Cancelled	A previously registered learner decides to cancel
Absent	Learner was not present at the training event
Attended	Learner was present at the training event
Go Show	A learner that was not previously registered ended up attending the training event

Learner Statuses Flow

Statuses change based on external events but can also be updated manually. You can also adapt the automation flow to trigger status changes based on various events.

From	To	Common Trigger
-	Not invited	When an admin adds learner to a Draft state session
Not invited	Invited	Automatic - when Admin changes Live Session status to Ready and invitation email is sent to learner
-	Invited	When the admin adds a learner to a session that has the calendar integration functionality enabled
Invited	Registered	When a learner confirm participation from a calendar invitation
Invited	Declined	When a learner declines participation from a calendar invitation
-	Registered	When a learner completes the registration flow
Registered	Attended	When a trainer marks the attendance from Attendance form
Registered	Absent	When trainer marks the attendance from Attendance form
Registered	Cancelled	When a learner cancels the attendance from a reminder or from the portal
-	Waiting List	When learner registers to a live session (with Enable Waiting List checked) from learner interface and the capacity is already reached
Waiting List	Invited	When spots become available for the session, first learner from the waiting list is invited via email based on "first come, first served" flow
-	Go Show	When trainer adds a learner without a previous registration, from the attendance form
-	Needs approval	When learner registers to a live session with approval
Needs approval	Registered	When an approver confirms learner's registration via email form
Needs approval	Approval Declined	When an approver declines learner's registration via email form

Manage Learners

Session learners can be managed from the Live Session View page. Just go to the Session Learners Card and you can view all the employees involved in the event.

From this section you can add learners, update their status or directly communicate with them.

Fill Rate

You will notice that the Learners Card also calculates a fill rate for your session. The number is determined based on the following formula: Number of learners with the status Registered, Go Show or Attended / Session maximum capacity

Add Learners

Learners can be added by clicking on the Add icon button from the top right of the Learners Card. For a complete guide on each add method please check the following guide

Update Learner Status

Go to the Session Learners Card
Select the learners that should have the status changed
Click on the Update Status button from the table actions menu
A new modal will appear in which you need to specify the new status value

Communicate with Learners

You can send various messages and reminders to your learners using the predefined templates. Just select the learners, click on the Send Email option and the fill the required fields.

There are several types of emails that you can send based on the state a learner and the actions that they should perform.

Email Types

Name	Details	Conditions
Registration form	For cases where you add a learner manually but you still want the registration form to be filled	The session needs to have a registration form set
Attendance reminder	When you want to remind learners of the session. The email can include Confirm/Decline buttons so that the learner can specify whether they can still attend	The learner status needs to be Registered
Follow-Up	Email that can be sent after session has ended	Learner status should be Attended or Go Show
Feedback Form	Email that contains a link to the feedback form of the session.	Available only for learners with status Attended or Go Show in sessions that have feedback forms set
Feedback Form Reminder	Email that contains a link to the feedback form of the session, sent after feedback form was sent but the learner has not filled it.	Available only for learners with status Attended or Go Show in sessions that have feedback forms set
Custom Notifications	Notification that can be sent to any type of session learner
Waiting Learners Invitation	Email sent to learners that can move from the *Waiting List	Learner should have the status Waiting List

Export the list of learners

Go to the Session Learners Card
Select the learners that should have the status changed
Click on the Export button from the table actions menu
An .xlsx file with your requested data will begin to download

Copy Learners

In some cases you might want to add learners that did not manage to attend a training session to another event on the same course (learners that remained on the waiting list, learners that canceled). For this you can use the Copy Learners functionality.

Go to the Session Learners Card
Select the learners that should have the status changed
Click on the Copy button from the table actions menu
A new modal will appear where you can specify the session where the learners should be added and the status that they should have

Keep in mind that the status might change at the destination session based on automation triggers