Meetups
Schedule live or in-person events, manage reserved and attending seats, and unblock people who missed.
What This Is For
Meetups are scheduled events—online or in person—with date, time, and location. Learners enroll (or are assigned); attendance is confirmed in Follow Up, which can drive completion and certificates.
Who This Is For
Authors who create the meetup in Create; facilitators who approve attendance in Follow Up; learners who register and attend.
Before You Start
- Decide self-enrollment vs assigned attendees via Visibility and targets—the same targeting UI as other content, including mandatory when you need it.
- If a certificate should issue after attendance, plan Certificate Configuration.
Steps
- Open Create → create a meetup.
- Set schedule, location / meeting details, and description.
- For each occasion, optionally set Last registration date (if empty, registration stays open until the occasion starts), Limit spots, Require minimum participants, and Message to Organizer. Turn Message to Organizer on for that date only (not the whole meetup), then optionally write a Message Question for Participants—that question is what people see when they sign up in Learn or pick the date at Academy checkout. If a minimum is set, you must also set a last registration date before the start time; if fewer people have signed up by that date, the occasion is cancelled automatically and attending seats are released. Soft reservations are also released when the last registration date passes (or when the occasion starts, if none is set). Open Occasion details from the info button on an occasion row to review those options after save.
- Configure Visibility and targets (and Academy if needed). Granting visibility to someone who already holds a Reserved seat upgrades them to Attending when nothing else is locking the meetup (for example unmet prerequisites). Narrowing visibility—or adding prerequisites that block them—moves an Attending seat back to Reserved. See Reserved and Attending.
- Optionally enable Certificate issuance (issues after attendance is approved in Follow Up).
- Publish.
- Manage attendees from an occasion: coworkers who already see this meetup—or a program that includes it—and have no other blockers land as Attending. Everyone else can still be added as Reserved. Soft seats from Academy show the same Reserved chip.
- After the event, submit / approve attendance in Follow Up—see Meetup Attendance and Run a Meetup. Treat Reserved rows as soft holds until they show as attending.
- If someone missed an occasion and needs to join another date on the same meetup, Unblock them from Follow Up (Blocked coworkers) or from Manage attendees on the meetup in Create (Blocked from this meetup). The row shows which occasion they missed.
Result
People who are Attending have a scheduled event in Learn; approved attendance in Follow Up records completion (and certificates when configured). People marked absent stay blocked from other occasions on that meetup until you Unblock them.
Reserved and Attending
Occasion lists can show Reserved or a normal attendee. Reserved is a soft hold—useful when you add someone who cannot use the meetup yet, or when Academy checkout finishes while program order or prerequisites still lock Learn. Attending means signup for that occasion is confirmed.
| Reserved | Attending | |
|---|---|---|
| How they appear | Reserved chip in Create and on the Follow Up attendance list | Attendee without the Reserved chip |
| Typical source | Add someone who cannot see the meetup yet; Academy while Learn still locks it | Learner Attend in Learn; add someone who already sees the meetup or a containing program (no blockers); Academy when nothing is locking Learn; upgrade from Reserved |
| How they leave | Learner Cancel reservation, registration deadline / occasion start, occasion cancel, or checkout hold timeout | Learner Unattend (while cancellation is still open); author removes visibility or adds blocking prerequisites (seat becomes Reserved) |
| Capacity | Counts toward Limit spots | Counts toward Limit spots |
When you add attendees in Create, Skillhabit checks access the same way Learn does: direct Visibility and targets on the meetup, or visibility through a program that contains the meetup. If that path is open and nothing else is locking them out (for example unmet prerequisites on a program-only path), they land as Attending. Otherwise they land as Reserved.
A Reserved seat becomes Attending when you grant Visibility and nothing else is locking the meetup, or when the learner finishes prerequisites or program order in Learn (Skillhabit upgrades automatically; opening the meetup overview also works). After Academy payment, the seat becomes Attending automatically when there is no blocking prep left; otherwise it stays Reserved until that prep is done. Learner Attend in Learn also goes straight to Attending.
An Attending seat becomes Reserved again if you remove their meetup visibility (including the program path that gave them access), or you add prerequisites that block them. The soft seat stays held; they are no longer confirmed for that occasion.
Reserved people do not get the same confirmation email or calendar invite as someone who is Attending. Learner detail: Meetups in Learn.
Skillhabit also sends reminder emails about one week and one day before registration closes for Reserved seats—only to people who can already see the meetup (or a program that includes it). Confirmed Attending seats get the same cadence before the occasion starts.
For certificates that expire, turn on Activate recertification and choose renewal content (this meetup again, or something else). Learners renew from Certificates with Recertify when the certificate is expired or within about 90 days of expiry—see Certificate Expiration and Renewal and Meetups in Learn.
