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Attendees missing, empty sign-in sheet

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Hello,

I have an event where I have uploaded attendees as a site administrator. When anyone who doesn't have site-level permissions such as the seminar trainer (assigned at category level), goes to the "Attendees" tab, it is empty. Similarly, when the trainer selects "Download sign-in sheet," it downloads, but it the result is empty.

If the trainer goes to "add users," they can see the attendees who are have already been booked. After the event, they can see the attendees in the "Take attendance" tab, but still not in the "Attendees" tab.

I have obviously messed up a permissions setting and have spent hours trying to troubleshoot. But I'm at my wits' end.

What am I missing?

Thank you!

Holly

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I have done more troubleshooting and have more information, but still no solution. It appears that the report is to blame. It is not showing the list of booked attendees, but I don't know why. I have another course in the same category where it works perfectly, so I know it is a problem with the settings in this course. I backed up the seminar from the course where it works perfectly and restored it into the course where it is not working. The restored seminar is behaving the same as the original--no attendees show in the report after I have booked them.

What setting could be inhibiting editing trainers from seeing booked attendees in the "Seminars: Event Attendees" report?

Thanks!
Holly

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More testing: the "bad" seminar was put into the "good" course and the report doesn't work there. The "good" seminar was put into the "bad" course and the report does not work there.

This leads me to believe it is a course setting.

I have compared permissions for each role from course to course (I have not changed permissions for any of them at course-level) and they are the same.

One more thing... if the user is enrolled into the course as a learner and has the role of editing trainer, the report attendee list shows for them. As soon as I unenroll them from the course, the report is empty again.

Is there anything else for me to check?

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Hi Holly,

You've checked the areas I would normally suggest. At this point, I'd suggest reaching out to your Totara Partner company for assistance, as they will have more specific information about your implementation like customisations made around role permissions.

Thanks!

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Thanks, Wesley for your response. :)

I did contact them yesterday, but still no answer. I'm glad that it seems like I've checked everything I can check.

A weird thing is that if I also enroll the trainer as a learner in the course, she can then see the list of attendees.

Hopefully I don't have to go back and recreate all of my new courses from the backup of the course that works, but so far that's my only fallback.

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In case anyone ever reads this long post, I did get a solution to this problem.

In the course settings under Audience-based visibility, I had chosen "Enrolled users and members of selected audiences." I had that set to a certain audience of learners for the course. As an aside, that audience is also used to enroll those learners under "Enrolled audiences."

Because of this, editing trainers of courses in this category (who, of course, are not enrolled and are not in the learner's audience) were unable to see the list of event attendees in the seminar activity. They were also not able to download a complete sign-in sheet. This appeared to be the only loss of function experienced for them.

The solution was to create an audience just for editing trainers in order for them to have the ability to see the list of attendees in the report and also download a complete sign-in sheet.

Though it's not a huge lift to do this for every course I create that is restricted by audience, I wonder, is this a bug?

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Hi Holly,

Apologies for the late reply here. When you say (they) 'were unable to see the list of event attendees in the seminar activity. They were also not able to download a complete sign-in sheet', where were they doing this if they were not enrolled in the course? Can you provide steps so I can recreate?

Many thanks,

George.

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Hi George!

My course is overseen by a person with the role of editing trainer.

When I created the Seminar activity, I created an event for the training time and date. In the settings under "Event Roles," I checked the box beside the editing trainer's name.

When I created the course itself, I restricted it under "Audience-based visibility" to an audience of learners--those who are taking the training from a particular location.

Because I did this, the editing trainer (who is not enrolled, but through her role, is assigned to the course at the category level) could not see the list of attendees of the event in the Seminar activity.

So, I had to create an audience for her (and other editing trainers in the category) and add it to the list of audiences under "Audience-based visibility."

Does that help?

Holly

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I've been searching for this for days... When assigning an instructor at category level, they in fact become "Other users" at course level. This is exactly what I want because instructors should not be enrolled, they only need an event role. I had the same problem unless I made the course available to all users.

Since the other users are not enrolled and they may not be part of the audience this causes the undesired effect. In my case I made a trainer dashboard that didn't show any sessions. The trainer had the required event role to see the report but didn't have an enrolment/audience membership to see the sessions.

Solution I chose was to make them a real "other user" like an admin who can see courses without enrolling by adding the privilege moodle/course:view . Let me know if that works for you as well.

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Hi Toby, thanks so much for looking into this! I'd like to avoid altering roles, so I think I'm going to stick with creating a special audience for these trainers. In another set of courses I'm working on, it's the same format, but I had to enroll the trainers anyway (grr) so they could use other features. This sign-in sheet issue won't be a problem in those courses. Have a great day! -Holly

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Hi Holly,

Could you ask your Totara partner to submit a Support ticket for this?

It would be useful if you could include any details about any role modifications & Manager approval in the bookings.

Thanks,

George.

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George, thank you so much for your reply. I believe this has been done as they are the ones that figured out the issue. I asked, and they said they'd submit it. -Holly

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