Approving session invitations
Required permissions: Session administration for own capsules or Session administration for all capsules.
Validating session registrations
Required permissions: Session administration for own capsules or Session administration for all capsules.
To accept or reject a registration, you also need the Can validate session registration permission.
A session registration can require one or more approvals before it is confirmed. The approval workflow is defined when the session is created, and requests are then managed from the participants table.
To learn more about how sessions work in general, see Training sessions.
Roles that can validate a registration
If no approval is configured, the learner is registered directly for the session, subject to available capacity.
To set up an approval workflow, select one or more roles in the Registration approval section.
| Approval | Who needs to respond? | How is the request received? |
|---|---|---|
| Approval by team managers | Managers of the groups the learner belongs to | An in-app notification and an email containing a link to the request |
| Approval by validators | Validators designated in the relevant groups | An email allowing them to accept or reject the request directly |
| Approval by administrators | Administrators with the Can validate session registration permission in the session’s department | A back-office notification and an email |
Only validators can respond directly from the email they receive.
Team managers must open the link in the email to respond in the application.
Administrators also follow the link and respond from the back office.
Note: no request email is sent to someone who has disabled the corresponding emails in their notification settings.
When is a registration approved?
All selected roles must approve the request for the registration to be validated.
Conversely, a single rejection is enough to reject the registration, regardless of which role rejected it.
By default, all selected roles are asked to respond at the same time.
You can select Require sequential approval to have them respond one after another, in the following order:
Team manager → Validator → Administrator
Roles that are not selected are automatically skipped.
⚠️ Team managers and validators are defined at the user group level.
If you enable an approval role without assigning anyone to the relevant groups, the requests will therefore have no recipients.
See Assign roles in a group to learn how to assign them.
Where to configure the approval workflow?
The workflow can be configured at several levels:
| Level | Setting |
|---|---|
| Account | Settings → Social learning, Session section, Who can approve session registration requests? |
| Capsule | Who can approve registrations?, with the Override configuration settings option |
| Session | Registration approval section in the session settings |
⚠️ A session’s settings are saved when the session is created.
The session uses the setting defined on the capsule if one exists; otherwise, it uses the account setting.
Changing the account or capsule settings after a session has been created therefore does not affect existing sessions.
To change the workflow for an existing session, open the session directly.
Process registration requests
To manage requests, open the session and select Manage registrations.
The participants table is divided into four categories:
- Validated registrations, with the number of places still available
- Registrations awaiting approval
- Pending registrations, for people on the waiting list
- Rejected registrations
The Validators column lets you track the progress of each request.
Open a registration to see details such as:
- Pending
- the approval progress, for example 2 of 3
- Expired
- Force approved
- Force rejected
Available actions
Several actions are available for an individual registration or a selection of registrations:
- Accept
- Reject
- Remind validators
- Force approval
- Force rejection
- Restart approval
- Remind registrants
- Send compliance document
Warning: using Restart approval resets the responses already given and sends the request through the workflow again from the beginning.
Force approval and Force rejection allow you to make a decision directly and leave a record in the Validators column.
⚠️ From the back office, you are acting as an administrator.
You cannot directly change the response given by a team manager or validator.
For these roles, you can only restart the request or use a force action.
A full session blocks approvals
A session’s maximum capacity is calculated based on validated registrations.
Once all places are taken, no new request can be accepted.
The following message is then displayed in the back office:
“This session has reached its maximum capacity. No more participants can be validated.”
The validator also receives a message when attempting to accept a request from their email:
“This session is full. The registration cannot be validated.”
A rejection, on the other hand, frees up a place.
If the waiting list is enabled and Disable automatic promotion is not selected, the first person on the waiting list can then be automatically registered.
Points to watch
No reason for rejection is requested
The approval workflow does not provide a field for entering a reason.
Rejecting a session registration therefore does not allow you to provide an explanation to the learner.
Emails depend on how the session was created
Acceptance, rejection, and waiting-list emails are only sent for sessions created from the back office.
For a session created by a learner, these emails are not sent.
In-app notifications work in both cases.
Notifications can be disabled
An account-level setting allows you to disable registration-related notifications, including emails.
If you do not receive an expected notification, check this setting before concluding that there is an issue.