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Hello! 👋

I’d love to crowdsource some best practices for using the waitlist with ILT sessions. This was not a feature in our former LMS, so we’re still getting used to it in Docebo. I’ve read the KB article, but I’m curious on any internal controls and processes you might use, such as:

  • How do you manage learner expectations about seat capacity to begin with?
  • At any point prior to a full session, do you send a note to waitlisted learners letting them know that the session has “checked in full” and to register for a future option?
  • How are you moving folks off the waiting list after the session ends?
  • What other best practices have you adopted over time?

 

If you’re feeling generous...

We recently concluded a three-day vILT session. We have four learners who were waitlisted that never made it in. We also had a number of users who enrolled in the course, but never picked a session. This was a pilot session, so there was only one session to choose...and it could be that these folks saw the session was full and therefore didn’t bother to enroll further. 

Now the session is over, and I’ve got some users still on the waitlist and others still in the course but not a session. I’d like to get them “cleared out” so that it doesn’t appear as though they are trapped in “ILT limbo.” How would you handle this?

Hopefully, I can help.  We use the waitlist process and have fine tuned it and it works (for us).

  • How do you manage learner expectations about seat capacity to begin with? We set a maximum of the ILT and we have tied a notification for the learners’ expectations.
  • At any point prior to a full session, do you send a note to waitlisted learners letting them know that the session has “checked in full” and to register for a future option? Yes, done through a notification.
  • How are you moving folks off the waiting list after the session ends? I unenroll them, our unenrollment notification mentions a sentence about why we are unenrolling them.
  • What other best practices have you adopted over time? We constantly keep an eye on our waitlisted people, we feel the notifications help tremendously.

For the scenario - In this scenario, I would unenroll them all.  You could send out an email to all the users who were showing as “not started” to let them know why they received an unenrollment session.

So I read Monica’s response above and felt it may be beneficial to hear a different approach. 

Our use case is we hold quarterly sessions for our trainings. Seat capacity for in person is 8 and vILT has no limit. This is how we utilize the wait list.

  • How do you manage learner expectations about seat capacity to begin with? We clearly state the capacity of the courses in the description and have a the capacity set for display. All enrollments must have the admin approval as well.
  • At any point prior to a full session, do you send a note to waitlisted learners letting them know that the session has “checked in full” and to register for a future option? No, we do not send an email prior to full enrollment, but we will send one once the session is full. Anyone who missed the session would be added to the waitlist for the session. Once the session has completed, we will move the session waitlist to the course waitlist for visibility of demand for future courses.
  • How are you moving folks off the waiting list after the session ends? We do not move them off. We leave these individuals there and send them an e-mail when the next sessions is going to occur so they have the opportunity to enroll. 

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