Invitation-only tracks: seats and validation

Prerequisite: the track invitation option, opened with your CSM. It is in alpha, so check that it is live on your account before building a programme on it.

Permission required: Allowed to update tracks.

You split a finite number of seats across groups, team leaders assign them, and an approval step can sit in between. Where standard access answers “who is allowed in”, this format answers “how many people can get in”.

You choose at creation

The Track only-invite switch appears only in the creation modal, section Track options. Once the track is saved it is gone, and the Diffusion tab loses Standard access and Promotion in favour of the seats screen: no campaign, no recommendation. In their place, a Paid access block with its Configure offers button.

⚠️ An existing track cannot be turned into an invitation-only one. To move a track already in service onto this mode, create a new one and rebuild its content there.

The perimeter stops at the track’s department

This restriction has no equivalent in standard access. On an account organised into departments, the group tree on the seats screen only lists the groups attached to the track’s Department and to its sub-departments. The Add a group picker under Standard access, by contrast, offers every group on the account.

Nothing on screen explains a group’s absence. If an expected group is missing from the tree, check two things in this order:

1. The track’s department, on the Information tab, Visibility section. A group belongs to exactly one department, and only the track’s department and its sub-departments are listed.
2. The group’s status. A disabled group never appears in the tree, whatever its department.

Set the seats, then split them

Open the track, Diffusion tab. The Number of seats field is required and has no ceiling: it is your budget, not the platform’s. At zero, the screen stays locked behind Start by setting the number of seats. Two counters then follow the pool: Seats distributed and Seats available.

Pick a group in the tree: Distribute sets its envelope, Invitations shows what the team leaders did with it. Sub-groups draw on their parent’s allocation, never on the global pool: a sub-group that has received nothing shows Waiting for seats attribution.

⚠️ Save the track before moving to invitations. Unsaved allocations are not visible to team leaders.

Who assigns, who approves

Team leaders assign the seats within their perimeter. Their assignments run through the Validation rules, opened with Manage rules; an Active or Inactive tag says whether approval is required. Two combinable checkboxes, Validation by validators and Validation by administrators, plus Require sequential approval, which enforces the order Validator → Administrator.

⚠️ The team leader is not offered as an approver here, unlike session invitations.

Following the invitations

The Invitations sub-tab sorts the group’s learners into four tables: Accepted, with Revoke seat; Pending, with Force accept and Force reject; Declined, with Force accept and Resend invitation; Learners, the rest of the group, with Force accept and Invite. A Validators column is added when rules are active.

⚠️ Revoking a seat and forcing an acceptance both require two messages, and both are mandatory: a Message to the team leader and a Message to the learner. The Send button stays inactive while either one is empty.

The trap: the seat is only taken on acceptance

A pending invitation reserves nothing: the seat is counted at acceptance, forced or not. Three people invited for two remaining seats, the first two to answer get in. There is no waiting list and no over-allocation. Lowering the total below the seats already used or distributed gives Cannot reduce seats, inviting beyond the group’s envelope gives Not enough seats available: you have to undo before you can redo.

The counters move in only two situations. Accepting takes a seat; revoking an accepted seat gives it back to the group. A declined or cancelled invitation frees nothing, because it had reserved nothing.

What the learner sees

On their home screen, a Track invitations block; on the track, an A seat is waiting for you modal with the total duration, then Accept or Decline. Accepting puts the track in their list. Declining asks for a free-text reason, which goes back to the team leader.

Going further

• Distributing a track to groups: the default access mode, with no seats and no approval
• Understanding structure and permissions: what a department is, and why it bounds the group tree
• Setting up a team leader: what the person who actually assigns the seats sees