Invite Learners to Workshops in the LifeLabs Learning Platform

Woohoo - your team list is ready to go and now it's time to invite your learners to workshops! The article below will detail processes for both inviting learners and removing learners from events within the LifeLabs Learning Platform.

Invite Learners to Workshops

(1) From the Admin Hub, click into "Events" from the left side navigation.

(2) Review your organization's events within the Upcoming List view or click the blue "Explore All Events" button for a grid view. For Membership workshops, you will need to click into "Explore All Events" to see the full schedule of available sessions. 

(3) Click on the specific event you're looking for by using the search bar at the top of the page or the filters on the left side.

(4) Click the blue "Add Learners" button in the top right corner.

(5) Invite your learners by selecting one of the options from the dropdown:

Option 1: Add manually

• Select an invite type to set attendance as either required or optional. 
  • Want to invite some learners as required and some as optional? We recommend the CSV upload! If you prefer to add learners manually, you'll complete the steps below once selecting 'Required' to invite relevant learners and then repeat the process and select 'Optional' to invite the relevant learners.

• Select from your list of learners in the platform by checking the box next to their name(s) or click 'Select All' at the bottom of the pop-up to register all your learners.
  
• Filter by location, department, or keyword as needed using the filters in the left side column.

• Click "Add learners" in the bottom right corner of the pop up.

Option 2: Upload CSV

• Download the example CSV from the dropdown and populate it with the email addresses of the learners you want to assign. 
• Set the event attendance in the second column and save. 
  • For learners you want to invite as 'Required', insert "TRUE" in column B. 
  • For learners you want to invite as 'Optional' insert "FALSE" in column B. 
• You can set event attendance expectations for each learner individually. This is helpful when attendance is expected for one group of learners and optional for another group. 

• Upload the .CSV from your device.

Once added, learners receive an email invite with a call to action. 

• Within the email, learners are prompted to either confirm/accept the invite or indicate if they are unable to attend.
• ONLY learners who confirm/accept the assigned registration will receive an event on their calendar.Learners who initially decline/mark as unavailable or don't respond will not see this event on their calendar.
  • Learners can accept or decline the calendar event, but that status on their individual calendar event will not be reflected in the platform responses. 
• If event details are changed after a learner is registered, the learner will receive an email notification and will see the new details reflected on their calendar.
  
  

(6) View confirmed and declined registrations in the platform:

• In the Events tab of the Admin hub, find an overview [per event] of 
  • Registered: # of learners who confirmed/accepted the invite (or self-registered, if available for that event) 
  • Available: # of available/remaining open seats
  • Sent: # of learners invited
  • Declined: # of learners who declined the invite/marked themself as unavailable
  • No Response: # of learners who have not responded

• Find detailed breakdowns for each learners' status by clicking into an event:
  • In the Event overview box, "Registered" represents the total number of learners who confirmed/accepted the invite and/or self registered for the event (if available).
  • In the Attendance rate box, you see this represented as % of Registered learners who are marked as attended, and you can also see the #attendees/#registered at the bottom of the box.
  • In the Engagement column, icons indicate each learner's status for whether they: registered , attended the event , or submitted feedback
  • In the Source column, you'll see one of four values:
    1. Admin Required = Learners you sent a 'Required' invite to
    2. Admin Optional = Learners you sent an 'Optional' invite to
    3. Self registered = Learners who registered directly from the Learning Center without an invite. This is only possible for discoverable events. Reach out to support@lifelabslearning.com to learn more about discoverable events.
    4. Other = Learners who were A) Registered for the event by an admin prior to 5/12/2025 (i.e., prior to the invite feature launch), B) not invited or self registered for the event, but are manually marked as "attended" by an admin after the event is completed, or C) not invited or self registered for the event, but do attend and fill out a feedback survey after the event.

Repeat steps 1-3 as needed to register learners for other events.

Remove Learners from Workshops

If needed, you can remove a learner from a workshop they have been invited to, regardless of the learner's confirmation status (accepted/declined/no response).

When might this feature be helpful?

• Accidental adds
• Scheduling conflicts
• Roster reshuffles

(1) From the Admin Hub, click into "Events".

(2) Open the event page for the workshop of interest. Your company's upcoming events will be listed in chronological order by default. Use the search bar at the top of the page or simply click on the appropriate event from the list.

(3) Click the vertical ellipsis for the relevant learner on the right side of the page and select "Remove learner from event". 

(4) You will see a confirmation banner at the top of the page to indicate this action has been completed successfully. 

• The removed learner(s) will not receive an email notification. If a learner attempts to RSVP to the event after they are removed, they will receive an error message stating "This invitation is no longer valid". They will not be able to register for the event or accept the invite, unless they are re-invited. 

Repeat steps 1-4 as needed to register learners for other events.

FAQs:

Can I register learners for multiple events in a single upload?

No, that is not a feature we have at the moment. You will need to click into each event that you want to register your learners for, and then follow the steps above to register your learners.

Can I invite multiple learners to the same event with different invite types (i.e., some learners are set as 'required' and some learners are set as 'optional'?

Yes. Follow the steps above in Step (5) Invite Your Learners. 

Can I invite more learners than there are available seats (e.g., can I invite 20 learners to an event with 10 available seats)?

Yes. Registration will operate on a first come, first served basis. Once the event is full, no more learners will be able to confirm or accept the invite and they will see a note on the event page that the event is full. 

Can I un-invite or un-register a learner to an event?

Yes. You can remove a learner from a workshop they have been invited to, regardless of the learner's confirmation status (accepted/declined/no response). Please follow the instructions listed above in the Remove Learners from Workshops section. 

    Notes:

• An email invite is triggered when you invite a learner, and there is no way to recall the email. If you accidentally invite a learner you don't want to attend a specific event, we recommend removing them from the event list and if appropriate, communicating with them directly to share that the invite was in error. 
• Removed learners do not receive an email notification to communicate the status change. This is to help limit email fatigue and inbox clutter. Where appropriate, please communicate directly with learners so they are aware of changes to attendance expectations. 
• Unregistered learners' calendar events are not automatically removed from the learner's calendar. If an unregistered learner clicks into the event link in their calendar invite, they will receive an error message and will be blocked from joining the workshop. 

Can I send a reminder to learners who have not responded to an invite?

Yes. You can remind learners to respond to an invite for a specific event by clicking into the event and then selecting 'Resend [required/optional] invite' from the dropdown ellipsis on the right side of the row for that specific learner. This will trigger the exact same email as the originally sent email. See example email copy above in this article.

Will learners receive an email invite if you have notifications disabled for your account?

No. If you have notifications disabled for your account, learners will not receive a notification that you invited them to this event. In this case, learners will need to access the platform directly to respond to the invite.

Is there a way to add an event to learners' calendars before they confirm/accept an invite?

No. Events are only added to learners' calendars after they confirm/accept an invite. This helps to ensure you have visibility to learners' attendance intentions since learners' RSVP status to the event on their individual calendar does not impact their RSVP status in the platform.

If a learner changes their RSVP status on their individual calendar event, will I have visibility to that in the platform?

No. You can't see RSVPs from learners' calendar events. When a learner accepts an invite, it's a one-way action. It's like adding a webinar to your calendar where the organizer doesn't get a confirmation from you when you accept that calendar invite. If a learner needs to change their RSVP status in the platform, they will need to do so from the event page, which can be accessed from the calendar event or the original invite email.

If an event is rescheduled, will all invited learners receive a notification?

No. Only registered learners will receive this notification. Registered learners include learners who self registered and learners who have accepted an event invite from an admin. Learners who have not responded to an event invite and learners who decline an event invite will not receive a notification.

• IF you want to notify learners who declined and/or did not respond to the invite, then you can resend the invite to those learners individually from the event page (see related FAQ above). 
• IF you want to resend a new invite to all invited learners, then LifeLabs will need to delete the original event and create a new one in the system. Then you'll re-invite all relevant learners to the new event. If applicable, please share this request with the LifeLabs Client Success team during the rescheduling process so we can accommodate.