Create and apply registration rules

The following article explains how to create registration rules which can allow or restrict registrations on your courses and waiting lists if specific criteria are met, and apply these to your course templates and courses.

If there are rules you would like to have on your platform and cannot work out how to create them, Arlo Support offers a rule creation service. You can also see examples of common registration rules for ideas.

Edit platform default registration rules

When the registration rules feature is activated, new course templates and courses created will always be activated with the default registration rules. The default rules allow all registrations, unless you edit them. This is to reduce the risk of blocking registrations by turning the feature on accidentally.

The following instructions explain how to edit your default registration rules.

We only recommend editing default rules if you plan to enforce rules on the majority of your courses. If you are using registration rules for some courses, you should create custom rules and apply them to course templates and courses individually.

Open the Settings menu item.

From the Registrations section, select Registration rules.

Select the default rule-set you would like to edit.

The Default rule can be used to prevent/allow specific registrations on scheduled courses.

The Default Elearning rule can be used to prevent/allow specific registrations on elearning modules.

The Default Waiting list rule can be used to prevent/allow waiting list registrations on scheduled courses.

Edit the Name of your rule set.

Select the type of rule-set you would like to create.

From the Rules section, click Add DENY rule or Add ALLOW rule depending on the type of rule you are implementing.

If you are using the Don't allow anyone to register rule-set with ALLOW rules, the registration only has to meet one of the allow rules to pass the rule-set (i.e. it operates as an OR function, not an AND function).

Enter the name for the rule.

If you are making a DENY rule, enter the deny message.

Tick the Enabled checkbox to ensure the rule is active.

Add in the conditions for your rule. This condition must be true for the rule to be applied, for example:

You can use sub-conditions to build a more complex rule. Use OR if there is an alternative statement that may be true to trigger your rule, or AND if there is another statement that must also be true to trigger your rule.

If you make a mistake in your rule, you can remove a condition by pressing X.

When your rule is finished, press OK.

From the Rules section, add any additional rules you would like to be included in this rule-set.

When you have added all rules, press Save.

This rule-set will now be applied to all new course templates/courses automatically.

Existing courses and templates will not inherit this rule. You will need to enable it individually at the course template or course/elearning level.

Create a new custom registration rule

New registration rule-sets can be created and stored on your Arlo platform. You can have multiple rule-sets, and each can have it's own conditions and sub-conditions that need to be met in order for it to be applied.

When creating registration rule-sets in Arlo there are two types of rules that can be used. One starts from the basis of allowing anyone to register with some exceptions. The other blocks everyone from registering unless specific criteria is met.

Create a rule-set allowing anyone to register, with some exceptions

Open the Settings menu item.

From the Registrations section, select Registration rules.

Press New rule set.

Enter the Name of your rule set.

From the How should registrations be managed? section select Allow anyone to register, with some exceptions.

From the Rule set can be applied to section, choose if you would like to stop registrations for the course, the waiting list, both registrations for the course and the waiting list, or elearning modules with the rule-set.

From the Rules section, click Add DENY rule.

Enter the Name and Deny message for the rule.

Tick the Enabled checkbox to ensure the rule is active on the rule-set.

Add in the first condition for your rule. This condition must be true for the rule to be applied. See an example below:

You can use sub-conditions to build a more complex rule. Use OR if there is an alternative statement that may be true to trigger your rule, or AND if there is another statement that must also be true to trigger your rule.

For example, the following rule will be applied if a registering contact's organisation is either of the ones in the list specified below, and the contact has a postal address city of Sydney.

If you make a mistake in your rule, you can remove a condition by pressing X.

When your rule is finished, press OK.

From the Rules section, add any additional rules you would like to be included in this rule-set.

When you have added all rules, press Save.

Your new rule-set can now be applied as required.

Create a rule-set preventing anyone from registering, with some exceptions

Open the Settings menu item.

From the Registrations section, select Registration rules.

Press New rule set.

Enter the name of your rule set.

From the How should registrations be managed? section, select Don't allow anyone to register unless specific criteria are met.

From the Rule set can be applied to section, choose if you would like to stop registrations for the course, the waiting list, both registrations for the course and the waiting list, or elearning modules with the rule-set.

In the Rules section, click Add ALLOW rule.

Enter the Name for the rule.

Tick the Enabled checkbox to ensure the rule is active on the rule-set.

Add in the first condition for your rule. This conditions must be true for the rule to be applied, for example:

You can use sub-conditions to build a more complex rule. Use OR if there is an alternative statement that may be true to trigger your rule, or AND if there is another statement that must also be true to trigger your rule.

If you make a mistake in your rule, you can remove a condition by pressing X.

When your rule is finished, press OK.

From the Rules section, add any additional rules you would like to be included in this rule-set.

When you are using the Don't allow anyone to register rule-set with ALLOW rules, the registration only has to meet one of the allow rules to pass the rule-set (i.e. it operates as an OR function, not an AND function).

Enter the deny message.

When you have added all rules, press Save.

Your new rule-set can now be applied as required.

Apply registration rules to existing course templates or courses

Existing courses and templates will not inherit any rules when the feature is enabled and your rules are set up. If you have existing course template or courses on your platform that you would like to use registration rules you will need to enable these manually.

Open the Courses or Templates menu item.

Find and select the template or course you would like to edit.

If you enable a rule-set on a course template, new courses created from the template will also inherit the rules. Scheduled courses using the template will not be updated. These will also need to be changed individually.

If you enable a rule-set on an individual course, it will only be applied to that course.

From the toolbar, press Edit.

Select the Registrations tab.

From the General section, click Edit on Registration rules or Waiting list rules (depending on what you want to enable).

In the Rule set section, select the rule-set you want to use from the drop-down.

The rules contained within the rule-set will be displayed.

Press Save. The rule-set will now be active on the template or course.

Press Save and close.

Apply registration rules to existing elearning modules

Existing elearning modules will not inherit any rules when the feature is enabled and your rules are set up.

If you have existing elearning modules on your platform that you would like to use registration rules you will need to enable these manually.

Open the Elearning menu item.

Find and select the elearning module you would like to edit.

From the toolbar, press Edit.

Select the Registrations tab.

From the General section, click Edit on Elearning registration rules.

In the Rule set section, select the rule-set you want to use from the drop-down for the course/template.

The rules contained within the rule-set will be displayed.

Press Save. The rule-set will now be active on the elearning module.

Press Save and close.

Apply registration rules (other than platform default rules) to new templates and courses

When registration rules are enabled on your platform and you set up new course templates and courses, the default registration rules will be inherited automatically. The default rules allow all registrations, unless edited.

You can change the rule-set being used when creating a new course template/course.

Open the Courses or Templates menu item.

Press New course or New template.

If you enable a rule-set on an individual course, it will only be applied to that course.

Select the Registrations tab.

From the General section, click Edit on Registration rules or Waiting list rules (depending on what you want to change).

In the Rule set section, select the rules-set you want to use from the drop-down.

The rules contained within the rule-set will be displayed.

Press Save. The rule-set will now be active.

Continue creating the template or course.

Apply registration rules (other than platform default rules) to new elearning modules

When registration rules are enabled on your platform and you set up new elearning modules, the default elearning registration rules will be inherited automatically. The default rules allow all registrations, unless edited.

You can change the rule-set being used when creating a new elearning module.

Open the Elearning menu item.

Press New elearning.

When you get to the Registrations tab.

From the General section, click Edit on Elearning registration rules.

In the Rule set section, select the rule-set you want to use from the drop-down.

The rules contained within the rule-set will be displayed.

Press Save. The rule-set will now be active.

Continue creating the elearning module.

Create a custom registration rule for a specific course only

If you have a requirement for a custom rule-set that you do not want to be available at a platform level (for use on other courses and templates), you can choose to create and apply a custom rule to an individual course only.

This process is not supported with waiting list rules, only registration and elearning registration rules.

Open the Courses or Templates menu item.

Press New course, or open the course you would like to edit the rules for and press Edit.

Select the Registrations tab.

From the General section, click Edit on Registration rules or Elearning registration rules.

If you want to use an existing rule-set as a base to edit from, select it in the drop-down, then click Copy and customize these rules.

Or, if you would like to start from scratch (instead of using a base rule), select Custom rules.

If you copied existing rules, make the desired changes by clicking Edit on the current rules, or add new rules.

If you started from scratch, from the Rules section choose the rule type and click Add DENY rule or Add ALLOW rule depending on the type of rule you would like to implement.

Enter the name of the custom rule.

If you are making a DENY rule, enter the deny message.

Tick the Enabled checkbox to ensure the rule is active (if you would like to enable immediately).

Add in the conditions for your rule. This condition must be true for the rule to be applied, for example:

You can use sub-conditions to build a more complex rule. Use OR if there is an alternative statement that may be true to trigger your rule, or AND if there is another statement that must also be true to trigger your rule.