Seat Limitation

Unlike the seat allocation functionality, the seat limitation can assist in restricting specific users or user groups when it comes to course and learning path bookings. In a separate manager, it can be defined whether users with particular user attributes or entire group structures are considered for the limitation. The limitation defined here can then be applied to course templates, courses, learning path templates, or learning paths, where this restriction takes effect. Unlike seat allocation, seat limitation does not function as a reservation of seats but rather as a restriction that applies only to the defined users.

Configuration

Navigation setup for seat limitation

New Standard menu in navigation manager

A new default menu, "Seat Limitations," was introduced in the navigation manager. When creating a new standard menu of menu type = "Default menu," it is possible to select "Seat Limitations," which adds the new manager to the navigation bar.

New Manager Seat Limitation

It is possible to create, edit, delete, or set clearances for Seat Limitation entries within the Manager Seat Limitation.

Within one entry, there are the following options:

• Description: Set a name and a description for your seat limitation entry. Decide if the seat limitation is shared across all courses and learning paths

• Person Attributes: Select one or multiple person attributes' values for which the defined number of places will be applied. Person attributes selected here cannot be combined with the chosen groups on the Groups tab (→ See chapter "Logic of Seat Limitation")

• Groups: Select one or multiple groups (system groups, target groups, or BUs) for which the defined number of places will be applied. It's possible to select a whole structure of groups. Groups selected here cannot be combined with the person chosen attributes on the Person attributes tab (→ See chapter "Logic of Seat Limitation")

• Filter: Add additional person attributes as a filter. They will work with each defined seat entry for group or person attributes independently. 

Radio Buttons when selecting a group (structure) 

• When a new group limitation is created or edited, a pop-up window will be opened:

  • A pop-up will open in which one or multiple groups (BU/system group/target group) can be selected

  • Additionally, three radio buttons control how the settings of the groups are applied to subordinate groups (only one button can be selected).

• Button 1: The Limit is only assigned to the selected and its subordinate groups. The defined number of seats will apply to each of those groups.

  • Example 1: There is a BU structure called “USA” where US states are listed, and under each state, specific BU’s are listed as well as US cities. If the node

    “USA” is selected, all BU’s listed under the main node, including

    the selected node (USA, all states, cities, BU’s), are selected and added. Nested groups are not visible after adding.

  • Example 2: There is a BU structure labeled “USA,” where US states are listed, and under each state, specific BU’s are listed along with their cities. If two cities are selected, all BU’s listed under those city nodes, including the

    selected nodes, are also selected and added. Nested groups are not visible after

    adding.

• Button 2: Limit is assigned to all groups on the lowest level (i.e.: those having no subordinates/children)

  • Example: There is a BU structure “Germany” under which German states are

    listed under which German cities are listed under which specific BU’s are

    listed. If the node “Germany” was selected, all BU’s on the lowest level are

    selected and added, the cities, states and the country-BU is not selected,

    as there are nested groups underneath

• Button 3: Limit is assigned to all groups on the next level (i: possible children share the limit of the parent)

  • Example 1:

    • There is a BU structure “China” under which Chinese regions are

      listed under which Chinese cities are listed under which specific BU’s are

      listed. If the node “China” was selected, all BU’s on the next level

      (=Regions) are selected and added

  • Example 2:

    • There is a BU structure “China” under which Chinese regions are listed (No evaluation in BU-Checkbox, checkbox is active) under which Chinese cities are listed under which specific BU’s are listed. If the node “China” was selected, all BU’s on the next but one level (=Cities) are selected and added

New meta tag Seat Limitation (11988)

A new meta tag, "Seat Limitation," was added to the meta tag manager. When adding the meta tag to a course template/learning path template, it is possible to select one Seat Limitation entry that was previously created in the Seat Limitation manager.

• Name: Seat Limitation

• ID: 11988

• Description: Will be used to allocate seat limitations to a course or a learning path

• Type: Single Selection

New checkbox BU selection

The groups in imc Learning Suite can be identified as groups that are not targeted for the Seat Limitation, although the group was selected in the Seat Limitation entry.

Therefore, a new checkbox "Business Unit is visible, but cannot be evaluated for the Seat Limitation. It only serves structural purposes." was added within existing and new groups. If you select the checkbox in a group, this particular group will not be influenced by the Seat Limitation.

Example:

You have a whole BU-structure of a country. If you set the Seat Limitation for the entire structure by selecting the group node and setting it to "Limit is assigned to all groups on the next level (i: possible children share the limit of the parent)", then all of the groups underneath will be considered. If there are a few groups just for structural purposes that should not be involved in the Seat Limitation process, you can deactivate them by selecting the checkbox in the corresponding group.

Logic of Seat Limitation

The Seat Limitation can be modified after its initial creation in the imc Learn Suite in the Seat Limitation Manager.

In general, there will be four tabs (see also "New Manager "Seat Limitation"):

• Description

• Person Attributes

• Groups

• Filter 

In the Person Attributes & Groups Tabs, you will be able to select the values and set the number of Seats. The Filter tab will function as an additional "And-Condition" to the other values in the "User Attributes" and "Groups" tabs.

If  “Share seat limits across all courses and learning paths” checkbox is enabled, then the seat limitation configured will be applied across all linked courses and learning paths simultaneously. In this case, the available seats are shared among all associated courses and learning paths, and the total number of seats is used collectively. If disabled, the seat limitation will be applied separately to each course and learning path, so the specified number of seats will be available individually for each.

Example: A 5-seat limitation is applied to the Learner group. This means that only 5 users from the Learner group can enroll. For instance, 3 users can enroll in a course while the remaining 2 enroll in a learning path, or all 5 users can enroll in a course. In the latter case, no additional enrollments will be allowed for a learning path under the same seat limitation. Users who are not part of this group are not subject to any enrollment limits.

The following logic applies:

Seat capacity check during enrolment

During enrollment processes in both the frontend and backend, a check is conducted to determine whether a user is allowed to enroll due to seat limitations and whether all seats are in use or still available.

Therefore, all users with status enrolled, started, or passed are considered to count towards the seat limitation capacity.

Move enrolment capability is also taken into account when moving learners from one course to another where seat limitations are configured. If there are insufficient seats available for the groups defined in the seat limitation configuration, the enrolment move will not be successful and informative messages will be displayed.

Capacity check in the frontend

The capacity check in the frontend occurs in any given context if the enrollment is conducted for a course or learning path with a defined seat limitation. The seat limitation capacity check is added as first check in the enrolment process because all following checks only make sense afterwards and can be avoided if the user is not allowed to enroll at all.

Frontend warning for learner

• When a defined Seat Limitation was added to a course, the following logic shall be applied in the Frontend enrollment process

• New logic of the Seat Limitation that provides a defined amount of capacity for users to a course or learning path

• Rules:

  • Enroll a user ≠ defined attribute/group → work (if overall max. capacity is not yet reached)

  • Enroll as many users = defined attribute/group as seats defined in the rule → work (if overall max. capacity is not yet reached)

  • Attempt to enroll one more user = defined attribute → does not work

  • Attempt to enroll one more user ≠ defined attribute → work (if overall max. capacity is not yet reached)

  • Cancel some users and attempt to enroll again a valid user → work (if overall max. capacity is not yet reached)

If the capacity of the person attributes value or of the group is used up, and the user of this specific person attributes value/group wants to enroll via Frontend, they get an error message

• The Number of available places reached. The available places have already been taken up. No booking is possible.

• The new pop-up, similar to the existing one for the course template Seat Allocation, refers to the quarterly/monthly/annual amount.

Frontend warning for supervisor

• When a defined Seat Limitation was added to a course, the following logic shall be applied in the Frontend enrollment process for supervisors

• New logic of the Seat Limitation that provides a defined amount of capacity for users to a course or learning path

• Rules:

  • Enroll a user ≠ defined attribute → work (if overall max. capacity is not yet reached)

  • Enroll as many users = defined attribute as seats defined in the rule → work (if overall max. capacity is not yet reached)

  • Attempt to enroll one more user = defined attribute → does not work

  • Attempt to enroll one more user ≠ defined attribute → work (if overall max. capacity is not yet reached)

  • Cancel some users and attempt to enroll again a valid user → work (if overall max. capacity is not yet reached)

If the capacity of the person’s attributes value is used up, and a supervisor wants to enrol a user with the defined person attributes value via Frontend, they get an error message.

• The number of available places reached. The available number of 2 places has already been taken up. No booking is possible.

• The new pop-up, similar to the existing one for the course template Seat Allocation, refers to the quarterly/monthly/annual amount.

Backend warning

During enrollment processes in the frontend as well as the backend, a check is conducted to determine whether a user is allowed to enroll because they are part of a seat limitation and whether all seats are in use or still available. Therefore, all users with status enrolled, started, or passed are considered to count towards the seat limitation capacity.

The warning in the backend is shown if,

The seat limitation entry was added to the course/learning path

AND

• Only users who have relations with the groups/person attribute in the Seat Limitation manager, where the number of seats is not sufficient

• A warning is shown that for these users, the number of seats is not sufficient

The warning will not be shown if:

• The user is not part of the defined group in the seat limitation manager

• The user doesn't have the person attribute value, which is defined in the seat limitation manager

• There are enough places to enroll the users

Limitations 

• Seat limitation does not automatically apply to move up from the waiting list to the participant list.

• Seat limitation is not applied when using the CSV batch enrolment feature

• Seat limitation do not apply to users who are enrolled through automatic course registration.

• For an existing seat limitation with existing bookings, the setting ’Apply Seat Limits to all Courses & Learning paths’ cannot be enabled.