Registration Details and Capacity - Article

What Registration Details helps you control

Registration Details is an activity-level feature for the commercial and operational boundary around a Training Activity.

It can answer five different questions:

1. Until when may somebody register?
2. Until when may a participant cancel themselves?
3. What is the maximum overall capacity?
4. What minimum attendance makes the delivery viable?
5. How should limited places be distributed and refilled?

Use it for classroom sessions, virtual workshops, examinations, coached programs, limited licenses, customer allocations, and any other delivery where timing or capacity matters.

Self-paced training can also use Registration Details when enrollment is time-limited or seats represent a commercial or contractual allocation. Do not add a finite limit without an operating process for full activities, cancellations, waiting lists, and exceptions.

Keep the related controls separate

Do not confuse a minimum with a maximum. Seats and organization limits restrict enrollment. Minimum seats helps administrators decide whether a delivery is viable.

Configure Registration Details

1. Open Course Administration → Activities.
2. Open the intended Training Activity and edit it.
3. Add or enable Registration details at activity level.
4. Configure only the fields needed for the operating model.
5. Save the activity.
6. Review the Activity page, detailed Activity list, Activity Description, and Storefront.
7. Test enrollment with available capacity, no capacity, and any relevant organization allocation.

The feature can provide:

• Latest registration
• Latest cancellation
• Seats
• Minimum seats
• Minimum seats notification
• Limit seats per organization
• Automatically enroll waiting list requests, when waiting lists are enabled for the platform

Set Latest registration

Latest registration defines when new registration should close.

Choose:

• Days before start
• At specific date

Use Days before start when every delivery should close the same amount of time before its scheduled activity start. Use At specific date for a fixed campaign or deadline that does not need to move with the schedule.

After Latest registration passes:

• Self-enrollment closes even if seats remain.
• Automatic waiting-list promotion does not register another person.
• The Invite action is unavailable.
• Participant-facing enrollment routes can disappear or show that registration is closed.
• Administrators can still evaluate permitted exceptions through the relevant administrative process.

Schedule dependency

Days before start needs an activity-level Schedule with a usable start date. Module dates do not replace the activity start for this calculation.

When the activity start changes, review the derived registration deadline and all already-sent participant communication.

Where the deadline appears

The registration deadline can appear:

• On the Activity page
• On the Activity Description
• In the detailed Activity list under Registration

The Activity-list value can show:

• Never when no Latest registration applies
• Time remaining before registration closes
• Closed after the deadline

Registration status is not the same as activity status. An activity can be Open or scheduled in the future while registration is already Closed.

Set Latest cancellation

Latest cancellation defines how late an enrolled participant may cancel their own participation.

Use it when the organization needs preparation time for:

• Catering or accommodation
• Instructor and room commitments
• External-provider charges
• Materials or equipment
• Replacement from the waiting list
• Customer billing or cancellation terms

After the participant cancellation deadline, the self-service action is no longer available. Administrators can still manage the signup according to their permissions and approved policy.

Latest cancellation does not automatically:

• Cancel the participant
• Refund payment
• Remove a Transaction
• Release a reserved resource before anybody acts
• Move another person from the waiting list
• Change certificate or progress records

State the cancellation terms clearly on the Activity Description and in commercial or joining communication. A technical deadline without an explained policy creates avoidable support work.

Set overall Seats

Seats is the maximum overall capacity of the Training Activity.

Use a finite value when delivery is constrained by:

• Room or venue capacity
• Instructor-to-participant ratio
• Webinar or external-service license
• Equipment
• Assessment capacity
• Contracted places
• Support or facilitation workload

Leave capacity unlimited when there is no meaningful maximum. The Activity page then shows occupied seats against infinity. With a finite value, it shows occupied seats against the configured maximum. The Activity list also contains a Seats column.

Seats is not the same as room or equipment capacity

A room can hold 30 and the activity can be limited to 20. Eurekos does not replace operational reconciliation between activity Seats, room capacity, instructor availability, equipment, external licenses, and safety policy.

Understand which records occupy seats

Use the participant and invitation status filters before concluding that the counter is wrong. Reserved and Expired records are common reasons the occupied number exceeds the visible Registered count.

Supported administrative exception actions can increase the configured maximum when a full activity is deliberately overbooked. Check the Change log before treating a larger seat count as an error.

Understand what happens when the activity is full

The result depends on the platform waiting-list setting.

Waiting list enabled

Additional eligible participants can enter Waiting list status when overall Seats are full. The activity can remain visible and explain the waiting-list action.

Waiting list disabled

A full activity is not shown in the Storefront. A direct Activity Description route may still explain why enrollment is unavailable, depending on other visibility settings. Different administrative and integration routes can respond differently. Do not assume that every full-capacity operation creates a waiting-list record.

For more detail, see Waiting list.

Configure Minimum seats

Minimum seats records the number of participants required for the delivery to be operationally viable.

Examples:

• A workshop needs at least eight participants to justify the instructor cost.
• A classroom must reach ten registrations before travel is confirmed.
• A customer cohort requires five attendees before a private delivery proceeds.

Minimum seats does not:

• Limit the number of registrations
• Place anyone on a waiting list
• Close self-enrollment
• Cancel the activity automatically
• Cancel or move participants
• Guarantee that every registered participant will attend

It is a decision threshold for the Course Administrator.

Seats is required for Minimum seats to work. Choose a minimum that does not exceed the intended maximum and define what the administrator should do when it is not reached.

Configure Minimum seats notification

Minimum seats notification warns the responsible Course Administrator when the threshold has not been reached by the configured time before the activity begins.

It requires:

• A finite Seats value
• Minimum seats
• An activity-level Schedule with a Start date
• A responsible Course Administrator

If the activity has no activity-level Start date, Eurekos prevents the notification configuration from being saved because it cannot calculate the warning time.

When the threshold is not reached, the responsible Course Administrator receives:

Settings → Email Sending → Activities → Activity minimum seats isn't booked – course administrator

The email can provide an action to cancel the activity. It does not cancel automatically.

Design the operational decision

The responsible administrator should know whether to:

• Continue recruitment
• Run with fewer participants
• Ask a customer to nominate more people
• Move participants to another linked delivery
• Change venue or facilitator arrangements
• Cancel the activity

Configure the warning early enough for that decision and for participant communication. A notice on the morning of an international workshop is technically valid but operationally useless.

Limit seats per organization

Enable Limit seats per organization when the total activity capacity must be distributed across customers, departments, regions, partners, or other organizations.

Choose either:

• Specific organizations with individual limits
• Same seats limit for all organizations

An organization allocation is a maximum within the overall activity capacity. It does not reserve that number exclusively for the organization unless the complete enrollment design and timing produce that outcome.

Example:

• Overall Seats: 30
• Organization A limit: 10
• Organization B limit: 10
• Organization C limit: 10

If Organization A occupies all 10 of its places while the activity has only 20 overall occupied seats, another Organization A user can be waitlisted while an eligible Organization B user can still register.

Existing participants constrain new limits

You cannot set an organization limit below the number of places already occupied by that organization.

Before adding or lowering limits:

1. Filter participants by organization and signup status.
2. Include Reserved and Expired records where they occupy capacity.
3. Identify users who belong to more than one organization.
4. Compare each proposed allocation with current occupancy.
5. Decide how untagged or differently related users should be handled.

Do not use organization limits as a substitute for Storefront audience targeting. The limit controls capacity; Organization visibility controls who can discover or access the offer.

Understand organization-limit outcomes by enrollment route

When an organization's allocation is full:

Integration behavior is not uniform. Design imports and APIs to inspect the resulting signup or error rather than assuming registration.

Enable automatic waiting-list promotion

When a seat becomes available, a scheduled background process changes an eligible signup from Waiting list to Registered.

The process follows oldest eligible first.

An earlier waiting-list entry can be skipped when:

• The user account is blocked.
• The signup is Cancelled.
• Latest registration has passed.
• The activity is no longer available for self-enrollment for another reason.
• The user's organization allocation remains full.

The skipped person remains on the waiting list unless another action changes the signup.

Automatic promotion applies to both:

• Overall activity Seats
• Seats available under an organization limit

Promotion is asynchronous. A seat can be released before the next eligible Waiting list record changes to Registered.

Choose manual promotion instead when

• A person must reconfirm availability.
• Travel or visa lead time matters.
• Payment must be checked first.
• Business priority outweighs waiting time.
• The next participant must preserve organization balance.
• Approval evidence requires another review.

Do not enable automation merely to remove manual work when the next-seat decision is not actually first-eligible-first.

Coordinate capacity with Participation Approval

A Pending or Potential fit request does not occupy a seat.

When the request is approved, Eurekos checks current capacity. If no applicable seat is available and waiting lists are enabled, the approver can add the person to the waiting list or use an authorized Enroll anyway exception.

The request can be Approved while the signup is Waiting list. Report these as separate states.

Post-approval confirmation can delay the final capacity outcome. Do not assume the place is held while the participant is deciding unless a separate reservation exists.

Coordinate capacity with commerce

A price, payment authorization, Coupon, invoice arrangement, or Transaction does not independently create capacity.

For paid activities:

• Define whether a waiting-list action occurs before or during checkout.
• Avoid capturing payment for access that cannot be delivered without an approved policy.
• Recheck seat availability before retrying or manually correcting a Transaction.
• Keep refunds and cancellations as separate controlled processes.

A Waiting list signup does not mean the participant has a confirmed paid place.

Coordinate capacity with linked and nested activities

Each linked or recurring Training Activity has its own:

• Seats
• Organization allocations
• Registration and cancellation deadlines
• Waiting list

A free seat in another date does not satisfy the current activity's queue. Offer or move the participant through the appropriate linked-date process.

An Existing Training module connects a parent activity to an independent child activity. Parent enrollment does not create capacity in the child. If automatic child enrollment reaches a full child activity, the child can create its own waiting-list outcome.

Review parent and child signups separately.

Change Registration Details on a live activity

Before changing dates or capacity:

1. Review all participant, invitation, request, and waiting-list statuses.
2. Compare occupied seats with the new maximum.
3. Compare organization occupancy with new allocations.
4. Identify participants already promised a place.
5. Review paid Transactions and contractual commitments.
6. Check scheduled communication and Latest registration.
7. Review Minimum seats and its notification timing.
8. Decide whether automatic promotion may act after the change.
9. Record the reason and approver.
10. Verify the Change log and participant-facing result.

Changes to Seats are recorded in the activity Change log. Do not repeatedly increase capacity to resolve one enrollment without reviewing venue, facilitator, equipment, external license, and safety limits.

Practical configuration patterns

Check: Repeat copies starting values; verify every new delivery before publication.

Verify the configuration

Use representative accounts and the routes enabled for your delivery. Check the relevant outcomes before launch and after a material change; an administrator preview alone does not verify the participant experience.

Troubleshooting