Introducing the new Events

Overview

We are excited to introduce Events, our brand new, fully redesigned interface for managing all your virtual and in-person training events, built directly within the Learning Platform.

We're retiring the legacy Event Management system to bring you a more intuitive, user-friendly, and seamless experience. This ground-up rebuild makes creating and managing face-to-face training significantly easier and more efficient, freeing you up to focus on what matters most: delivering great learning. 

Best of all, this powerful new functionality is available to every single Learning Pool customer, regardless of your subscription tier.

To enable new Events in your organisation, simply raise a ticket with Learning Pool Support.

How it works

To get the most out of Events, it’s important to understand the new structure. We’ve introduced a three-tiered system: Events, Schedules, and Sessions.

• Event: This is the main container for your overall training topic (e.g., 'Health and Safety Training')
• Schedule: Schedules live within an Event and are used to group sessions, often by location, date range, or a specific cohort. Learners sign up at the Schedule level and automatically get access to all the sessions within it.
• Session: Sessions are the individual training instances that your learners attend. Each Session contains the specific details like date, time, location (physical or virtual), and joining links.

Let's look at a couple of examples:

Example 1: A course running in multiple locations

Imagine you need to run 'Health and Safety Training' at your Derry, Belfast, and Dublin offices.

1. You would create one overarching Event called 'Health and Safety'.
2. Inside this, you would create three separate Schedules: 'Derry - Health & Safety', 'Belfast - Health & Safety', and 'Dublin - Health & Safety'.
3. Finally, you would add the individual Sessions (e.g., 'Basic First Aid', 'Fire Safety') to each of those location-based Schedules.

This keeps everything organised under a single event, while making it simple to manage delivery across different locations.

Example 2: An onboarding programme

You're building an onboarding programme for new starters and want them to sign up just once for the entire programme.

1. Create one Event called 'New Employee Orientation'.
2. Create a Schedule for the relevant intake, for example, 'September 2025 NEO Programme'.
3. Add all the individual Sessions to this schedule, such as 'Welcome and Kick-off', 'Company Policies', and 'Benefits and Compensation'.

This allows learners to enrol in the whole programme with a single click, giving administrators a clear and manageable overview.

Transition from Legacy Event Management

To ensure a smooth transition for all our customers, we are rolling out the new Events feature in carefully planned phases.

Please be aware that there will be no automatic migration of events from the legacy system to the new one. Once the new Events feature is live, you should create all new events within the new system.

Here is the transition timeline:

• Phase 1: Starting 28th August 2025
  • The new Events system will be available to all customers. Please contact Learning Pool Support to have this enabled on your organisation(s).
  • Existing customers can still access and use the legacy system during the transition period.
  • New customers joining Learning Pool from this date will only have access to the new Events system.
• Phase 2: Starting 1st January 2026
  • You will no longer be able to create new events in the legacy system.
  • You will still be able to access and manage your existing events and records in the legacy system.
• Phase 3: Starting 31st August 2026
  • The legacy Event Management system will be fully retired and will no longer be accessible.
  • All historical learner event records from the legacy system will be safely retained and accessible.

Note: the 'My Events' page for the new Events functionality does not currently display events created using the legacy Event Management functionality. Update coming soon to unify this experience. If you have legacy events that your learners need to see, we recommend you do not tick the 'Enable front-end Events' checkbox in the 'Events' service: 

FAQs

Q: Where do I find the new Events area in the platform? 

You will see a new 'Events' icon in the main navigation menu within the Admin UI. This is your new central hub for managing all events. 

Q: How do I access legacy Events Management once I have new Events enabled? 

During the transition period, you will find a link within new Events to take you directly to the legacy system if needed.

Q: Do I have to pay extra for the new Events feature? 

No. The new Events functionality is available to every customer at no additional cost, regardless of your tier.

Q: When can I start using the new Events feature? 

Events will be available for all customers from the 28th August 2025.

Q: What happens to my existing events in the old system? 

Your existing events will not be migrated to the new system. You can continue to manage them in the legacy system until 31st August 2026. We recommend you create all new events in the new Events system as soon as it is available.

Q: Will I lose my learners' past attendance records from the old system? 

No. All learner event records will be safely retained and will remain accessible after the legacy system is retired.

Q: Who can create and manage events? 

Users with 'Organisation Admin' permissions will have full administrative control to create and manage events. 'Course Admins' and 'Course Tutors' can view and manage attendees for schedules that are part of a Learning Experience they administer.

Q: How do I automate processes, send advanced communications and personalise learning journeys based on Events functionality? 

 If you would like send advanced notifications, integrate events with third-party
 applications, or personalise your learner's journeys based on events, check out
 this guide to using Events triggers in Automation.