Answers to common questions about managing events in Form LMS.
What is the difference between face-to-face and virtual sessions?
Face-to-face sessions require physical attendance at a specific venue and room. You set the location when creating the session. Learners receive venue details in their booking confirmation.
Virtual sessions are online events accessed via platforms such as Teams, Zoom, or Skype. When creating virtual sessions, you provide:
- Meeting link for learners to join
- Platform name (Teams, Zoom, etc.)
- Virtual access details (meeting ID, password, or download requirements)
Both session types can exist within the same event. This gives learners flexibility to choose their preferred format. Learners only see virtual access details after booking onto the session.
How do waitlists work and when should I use them?
Waitlists track learners who want to attend full sessions. When a session reaches capacity, learners can join a waitlist.
How waitlists function:
- Learners can add or remove themselves from the waitlist.
- The waitlist shows admins how many people want to attend.
- Waitlists help admins decide whether to create additional sessions.
When to use waitlists:
- Popular training sessions that regularly fill up
- Mandatory training with limited session availability
- Events with venue capacity constraints
- When you want to gauge demand before scheduling more sessions
You can monitor waitlist numbers to identify when additional sessions are needed.
Why was my session automatically cancelled?
Sessions can be cancelled when they do not reach the minimum number of bookings by a specified deadline.
Automatic cancellation:
- Sessions can be cancelled if the minimum number of bookings is not reached.
- All learners and trainers are notified of the cancellation.
- You can choose how far in advance Form checks and cancels the session.
To prevent automatic cancellations:
- Set realistic minimum booking limits.
- Allow sufficient booking time before sessions.
- Manually book learners if close to the minimum.
- Adjust the automatic cancellation timeframe in event settings.
Can I move learners from a cancelled session to another session?
Yes. You can copy bookings to other sessions in the same event during the cancellation process.
To move bookings when cancelling:
- Go to Catalogue → Events and find the event.
- Click the three-dot menu next to the session.
- Choose Cancel session.
- Select Cancel session and copy bookings.
- Choose the alternative session from the list.
ℹ️ Bookings can only move to sessions within the same event. The original session is removed from the calendar.
How do I track attendance and mark learners as complete?
Event completion is tracked through attendance registers or trainer assessments, depending on your event settings.
Attendance-based completion:
- When session ends (automatic): All booked attendees are marked as complete when the session ends.
- When all registers are completed: Attendees are marked as present or absent by the trainer or event coordinator.
Trainer assessment:
- Learners are marked as passed or not passed by the trainer or event coordinator.
- You can still enable attendance registers alongside assessments.
To complete a register:
- Go to Catalogue → Events and find the event.
- Apply the Filter Status → Ended.
- Click View on the ended session.
- Go to Attendance and Assessment.
- Click View.
- Mark each learner as present or absent (or passed or not passed).
- Add absence reasons if required.
- Click Save changes.
- Once you are happy with the register, click Submit.
Certificates are awarded to learners upon attendance if configured for the course.
When can I make an event inactive?
You can make an event inactive when there are no sessions that are either Active or Ended with users booked on to them.