Manage course attendees
Learn how you can manage your course attendees, their batches, progress, and memberships on Wajooba.
In facilitating a course, you need to keep and manage all the members who registered for it. We understand that this can be very time-consuming and daunting as it requires high attention to detail. We'll help you get familiar with your Attendees tab, so you can manage your attendees with ease.
What is the Attendees tab for?
The Attendees tab lists all the members who registered for the course, including those who registered to see the course preview. This helps you quickly manage their memberships, batches, and progress of the course.
- From your Wajooba account, go to Courses and select your course.
- Go to the Attendees tab.
Once you’re there, we’ll help you manage your attendees.
Here are the things that you can do from your Attendees tab.
Manually add course attendees
New and existing members can self-register or you can manually add them as attendees for the course. As soon as they are added, they'll immediately get access to your course, its contents, and its classes. They can start learning and enhancing their skills and expertise.
💡 Members will get access to your course and its classes and contents as soon as you add them as an attendee.
Existing contacts are those who have previously joined your classes or other courses you offer. They are already existing contacts who may want to register for one or more courses you sell.
- Go to Courses and select the course they want to register for.
- Go to the Attendees tab.
- In the search bar, enter the member’s name, email address, or phone number.
- From the suggestions, select their name.
💡 Since they are already an existing member of your organization, they have to use the same login credentials to log in to their profile.
Unless the member has already purchased the course, they will show as an “unpaid” attendee. You can continue processing their payments by selecting the shopping cart 🛒 icon under the Action column to be directed to the Store.
New contacts are students who will register for any of the courses you offer for the first time. As soon as they self-register, they will automatically be added as an attendee and a contact or member of your organization.
- Go to Courses and select the course they want to register for.
- Go to the Attendees tab and select the Add Contact 👤 icon next to the search box.
💡 You would want to make sure that it is their first time registering for the course. In the search box, search for their name, email address, or phone number. If they are an existing contact, the results should show their name. Otherwise, you’ll be asked to Add New Client.
- Enter the following information:
- First Name
- Last Name
- Email Address
- Phone Number
- Select Submit.
🎉 Awesome! They should now show as one of your attendees.
💡 New members will receive an email with their login details, including their member ID, username or email, and password.
They will, however, show as an “unpaid” attendee. Unless you offer the course for free, you can continue processing their payments by selecting the shopping cart 🛒 icon under the Action column to be directed to the Store.
Remove a course attendee
It’s difficult to say goodbye, but sometimes, you won’t have a choice but to remove a member from the course. It can be because of a mistake that happened during their registration, or they no longer want to continue their membership.
Regardless of what the reason is, you and your member should know what will happen after you remove them from the course.
Here’s what will happen after you remove a member from the course.
💡 We highly recommend sending them an agreement or cancellation form with this information, before you remove them from the course.
- The member will lose access to the course.
- The members will lose their progress on the course activities and tests.
- Uploaded files and earned certifications should still be available on the member’s profile unless you delete them as a contact of the organization as well.
- If a member requests a refund, you can process them manually.
- The membership will remain active unless the member requests a cancellation.
- The members will still have access to their previous classes. If they register for an upcoming class, they will automatically be added to the course again.
How to remove an attendee
Now that you’ve already set their expectations about what will happen next, you can now remove them as an attendee.
- From your Wajooba account, go to Courses then to your course.
- Go to Attendees.
- To remove an attendee, select the trash 🗑️ icon under the Action column.
- Select Confirm.
Manage batches
Batches help you group your attendees who enrolled for the course. This also helps you limit the number of attendees who can attend the current batch while allowing registration for the next batches of the course.
This is very helpful especially when you manage multiple batches with different schedules. You would want to plan when the activity will be available to your members. For example, when managing 2 batches of members who started the course in August and September, you'll naturally want your activities to be available to your August batch first.
From the Attendees tab, you can view and move a member to a different batch. We created a separate guide on how to manage batches. Make sure to check it out!
Manage memberships
You can see your attendees’ membership status from the Attendees tab. You can quickly see if they are unpaid or the membership pricing option they registered for.
Unless you offer the course for free, you can process an attendee’s membership from the Attendees tab. Select the shopping cart 🛒 icon under the Action column to be directed to the Store.
If your member has already purchased a new membership, you can also quickly update their membership. Under the Membership column, select the switch 🔀 icon and update their current membership.
To know more about memberships, we created a separate guide on how to process and switch memberships. Make sure to check both out!
Switch to members’ view 👁
When adding content, online tests, or forms as an activity to your course curriculum, we understand that it’s very important that these activities are ready and have no mistakes when your members start completing each.
With this, Wajooba makes it easier for educators to publish their activities that are ready for the members’ use. You can quickly switch to your members’ view and see how your activity appears on their end.
From the Attendees tab, you can select the eye 👁 icon next to a member’s name to view the activity from their perspective.
To go back, select the Admin View from the upper right corner of the member’s view page.
Track members' course progress
Your Attendees tab gives you a quick view of your members’ progress on all the course activities you published.
The progress bar under the Progress column of the tab shows you a percentage of how many activities a member has already completed over the total number of published activities available for their respective batch.
We created a separate guide about the progress report by course. This report displays a more detailed view of your member’s progress. Make sure to check it out!
Send emails or SMS
Occasionally, you’ll need to send emails or SMS to your members especially when you have an important reminder or note that you forgot to announce during the class. You can send an email to specific members for any urgent matters that you need to discuss with them.
We created a separate guide on how to send emails or SMS from the Attendees tab. Make sure to check it out!
Created by: Paul Romuel Danila