Admin Reserved Spaces

Overview

Admin Reserved Spaces allow you to set aside a portion of session capacity exclusively for learners enrolled by administrators. This ensures that key participants always have a guaranteed spot, even when an event is popular and filling up fast.

This feature is ideal for mandatory training where certain individuals must attend, or when you need to ensure senior leaders or specific team members have priority access.

Functionality Breakdown

How Admin Reserved Spaces Work

When you enable limited capacity for a session, you can optionally reserve a number of those spaces for admin-only enrolment:

• Total Spaces – The maximum number of attendees

• Admin Reserved – Spaces only admins can fill

• Self-Enrol Spaces – Remaining spaces available for self-enrolment

For example, with 20 total spaces and 5 admin reserved:

• 15 spaces are available for self-enrolment

• 5 spaces can only be filled by administrators enrolling learners

Space Allocation

Administrators can use both regular and reserved spaces, while self-enrolling learners can only access non-reserved spaces.

When All Spaces Fill

• If only regular spaces are full, self-enrolling learners see "No spaces available" but admins can still enrol into reserved spaces

• If all spaces (including reserved) are full, no further enrolments are possible

• Waitlists operate independently—if enabled, learners can join regardless of reserved space settings

Pre-requisites

Feature Requirements

• The session must have Limited Capacity enabled

• Total spaces must be greater than the number of reserved spaces

Role Requirements

Quick Start Guide

Enabling Admin Reserved Spaces

1. Navigate to your event

2. Edit the session you want to configure

3. Enable Limited Space and set the total number of spaces

4. Check Add reserved spaces for admin enrolment

5. Enter the number of spaces to reserve

6. Click Save

Checking Reserved Space Availability

1. Open the event session

2. View the enrolment summary

3. Reserved and regular spaces are shown separately:

   • "X of Y admin spaces used"

   • "X of Y regular spaces used"

Adjusting Reserved Spaces

1. Edit the session

2. Update the Admin Reserved Spaces number

3. Click Save

💡 Note: You cannot reduce reserved spaces below the number of admin enrolments already using them.

FAQs

What happens if admin reserved spaces aren't used?
Unused reserved spaces remain empty unless an admin enrols someone. Self-enrolling learners cannot access them, even if regular spaces are full.

Can I convert reserved spaces to regular spaces?
Yes, edit the session and reduce the admin reserved number. This frees those spaces for self-enrolment.

Do reserved spaces appear on the waitlist?
No, the waitlist is independent of space allocation. Waitlisted learners are enrolled into the next available space (regular or reserved, depending on who enrols them).

Can managers use reserved spaces?
Only if managers have enrolment permissions for the session. By default, reserved spaces are for admin-level enrolments.

What if I set reserved spaces equal to total spaces?
The session becomes "Admin Only"—no self-enrolment is possible. Consider using the Admin Only enrolment type instead.

Are reserved spaces visible to learners?
Learners see the total available spaces for self-enrolment. They're not shown the reserved allocation explicitly.

Can I reserve spaces after enrolments have started?
Yes, but you cannot reserve more spaces than are currently available. Existing enrolments are not affected.

Troubleshooting