The following article explains how you can edit and manage your courses in Arlo, including managing draft courses, editing and courses and course sessions, adding notes and documents to courses, and more.
The following process describes how to approve or delete courses that have yet to be approved (draft). You can either approve courses individually or as part of a batch process.
- Open the Courses menu item.
- Select the Draft view.
- Select the courses you would like to approve/delete by ticking the box in each row or opening an individual course.
- If multiple courses are selected, press Actions and select Approve course or Delete course.
- If an individual course record has been opened, from the toolbar, press Approve or Delete.
Arlo allows you to easily get an overview of your course's information.
- Find and select the course you want to view.
- The summary section on the left of the screen gives you the basic course information.
- To view more information about the course, including the course's description and the information stored in the course's custom fields, click Show extended info.
Arlo allows you to easily make changes to existing courses. Certain changes will trigger automated change notifications to ensure that all relevant parties are kept up to date.
If you change the presenter, the old presenter will receive a presenter cancellation notification and the new presenter will receive a presenter confirmation notification.
If the venue is changed, the venue contact on the old venue will receive a venue booking cancellation notification and the venue contact on the new venue will receive a venue booking confirmation notification.
If you reschedule the date, a change notification will be sent to the registrants with an updated calendar appointment that edits the original.
To make a change to a course:
- Open the Courses menu item.
- Find and select the course you would like to edit.
- Press Edit.
- Navigate to the course's settings that you need to make changes to, for example:
- For changes to the course price, select the General settings.
- For the course date, time or presenter select the Schedule settings.
- To make changes to the General or Website settings, you will need to edit the courses shared settings. Learn more about shared settings.
- Make the required changes.
- Press Save.
If there has been a change of the venue, schedule, or presenter, Arlo will ask if you would like to send out change notifications.
Arlo allows you to cancel courses that are no longer running. Arlo automatically sends out cancellation emails for cancelled courses to registrants, presenters and booking contacts. Cancelled courses are also removed from your website automatically. The following process describes how to cancel a course.
There is no way to remove the cancelled status from a course once it is cancelled, even if you change the date to a future date.
- Open the Courses menu item.
- Find and select the course you would like to cancel.
- If there are registrations for the course, you may wish to transfer them to another course first.
- Press Cancel.
- Select the communication you would like to send. View a preview of the cancellation emails.
- Press Cancel course.
Arlo allows you to edit sessions on a multi-session course.
Once edited, administrators will have the option to send course change notifications to registrants, presenters, support staff, and, where applicable, venue contacts and Zoom hosts to advise of the new session details.
Webinar sessions with a Custom URL cannot be changed to another delivery method, including changing the session to a Zoom session.
- Open the Courses menu item.
- Find and select the course you would like to edit.
- Press Edit.
- Select the Schedule tab.
- For the sessions you would like to change, press Edit.
- Make the required changes.
- Press Save session.
- Press Save or Save and close.
You must press Save or Save and close at the course level or changes made to sessions will not be saved.
Arlo allows you to add new sessions to an existing multi-session course (provided the course is not already completed).
For multi-session courses with no choice of sessions (where registrants are required to attend all sessions), administrators will have the option to send course change notifications to registrants, presenters, support staff, and, where applicable, venue contacts and Zoom hosts to advise of any new sessions.
- Open the Courses menu item.
- Find and select the course you would like to edit.
- Select the Schedule tab.
- Press Add session.
- Fill in the session information as required.
- Press Save session.
- Press Save or Save and close.
You must press Save or Save and close at the course level or changes made to sessions will not be saved.
Arlo allows you to cancel sessions on a multi-session course.
Once edited, administrators will have the option to send course change notifications to registrants, presenters, support staff, and, where applicable, venue contacts and Zoom hosts to advise of the new session details.
- Open the Courses menu item.
- Find and select the course you would like to edit.
- Press Edit.
- Select the Schedule tab.
- For the sessions you would like to change, press Cancel.
- Press Cancel session.
- Press Save or Save and close.
You must press Save or Save and close at the course level or changes made to sessions will not be saved.
The following process describes how to close website registrations for a scheduled course manually.
Learn how to choose when to open/close course registrations automatically.
- Open the Courses menu item.
- Find and select the course you would like to edit.
- Press Edit.
- Navigate to the Registrations tab.
- Deselect Accept website registrations.
- Press Save or Save and close.
If people already have access to the Registration URL (for example it is advertised on another website), you will also need to Change the registration method (see section below).
If your customers already have access to the Registration URL (for example it is advertised on another website or the link has been emailed out), then they can still access the checkout for the course (unless it is full). To prevent them registering you will need to change the registration method.
- Open the Courses menu item.
- Find and select the course you would like to edit.
- Press Edit.
- Navigate to the Registrations tab.
- For the Registration method field, click Edit.
- From the dropdown list, select Custom message, and type a registrations closed message.
- Press Save.
Arlo allows you to add and manage catering and room setup requirements for a course and then produce a report which includes this information for a set of upcoming courses.
The following instructions describe how to add a special note which can be displayed, with a course, on the website. These notes are useful to display important information about an individual course.
Special course notes may not be supported with all website integrations and may not be active on your platform. Contact Arlo Support for more information.
- Open the Courses menu item.
- Find and select the course you would like to edit.
- Press Edit.
- Navigate to the Website tab.
- For the Special course note, click Add.
- Enter the note you would like to display on the website.
- Press Save and close.
The special course note will now be displayed with the registration control on the course.
The following instructions describe how to add a note to a course.
- Open the Courses menu item.
- Find and select the course you would like to add a note too.
- Press Note.
- Add in the details of your note and press Save note.
- To view a list of all notes associated with a course, select the Notes tab.
Arlo allows you to store documents against courses that you can access relevant files when you need them.
To download a calendar appointment so you can add it to your electronic calendar, simply click the calendar icon on the course page.
- Open the Courses menu item.
- Find and select the course you would like to download the appointment for.
- Click on the Calendar icon.
The following instructions explain how to use the website links from within the course page.
The View on website link will take the registrant to the course template page on your website so they can view all available dates.
- Open the Courses menu item.
- Find and select the course you would like to generate the website link for.
- Click on the View on website link on the course page to view the course from the website, or click on the Email icon to generate a blank email with the link.
The Registration link will take a user directly to a course's registration form.
- Open the Courses menu item.
- Find and select the course you would like to generate the registration link for.
- Right-click on the Registration link and select Copy link address to copy the registration link.
- If you want to email the link to somebody press the Email icon to generate a blank email with the link.
In some cases, you may need to put a course on hold to decide what future action to take i.e to cancel or change the date. This could come as a result of the minimum numbers not being reached, or the inability to run the course on the preferred date.
- Open the Courses menu item.
- Find and select the course you would like to place on hold.
- Remove the course from the website to prevent further registrations.
- Press Edit.
- Navigate to the Schedule tab.
- Change the date of the course to a future 'holding' date. This date needs to be far enough in future to provide ample time to decide what to do.
- Press Save or Save and close.
- Untick all the change communication options.
You should not send any automated Arlo communication to avoid confusion (as a change notification will reflect a new date). You should email them separately informing them of the status of the course.
- When you are ready to run the course again, change it to the new date. Arlo will send out a change confirmation with the details of the new course date.
Arlo allows you to record fixed and variable prices for a course, and report on the total cost of the course - allowing you to see whether or not it is profitable.
Learn more about how to report on course expenses.
This process is only available for customers on Professional or Enterprise plans. If you would like to upgrade, contact Arlo Sales.
The following process describes how to export your course template or course details to a spreadsheet (CSV format).
You can also export data using Arlo reports.
- Open the All courses or Templates menu item.
- If you would like top filter the list of courses, press the filter arrow and choose the filter you would like to apply.
- Press the export arrow and choose the type of export you would like to perform.
