SF LMS Classes- How to use effectively field user can waitlist and Auto enroll from waitlist in classes

In this blog post we can discuss how effectively we can use waitlist and auto enroll from waitlist in SAP SuccessFactors classes entity. For more information about classes, visit the link: Classes – SAP Help Portal

SAP SuccessFactors LMS provided two key fields namely User can Waitlist and Enroll from Waitlist under entity classes. These two fields helps in better management of Registration of users,  Based on my recent experience, I am sharing possible combination of both and its expected behavior.

There are three possible way of using it.

Option A:  User can waitlist – Y, Auto enroll from waitlist – N:

In this option, users are allowed to waitlist for classes, but it will not get auto enrolled on any cancellation.

How this works: In this option, waitlist button will be enabled, and user can go for waitlist. As auto enroll is ‘N’, no auto registration happens on withdraw.

Auto enroll happens only If admin increase the maximum capacity for the class. It helps admin to decide maximum number registrations can be allowed for a class. After increasing maximum from backend, waitlisted will get auto enrolled and user status will get updated to enrolled. Upon enrolling, system sends WebEx notifications.

Benefit of this option: It gives flexibility to admin to manage capacity and helps in reporting of demand for classes.

Option B:  User can waitlist – N, Auto enroll from waitlist – N

This is also fully automated option. In this option waitlist not allowed.  On reaching maximum capacity, waitlist button will not be enabled. Users need to keep checking and upon cancellation new registrations can be done.

How this works: In this option, waitlist button will not be enabled, and user cannot go for waitlist. As no waitlist, no auto registration happens on withdraw.

Benefit of this option: It is very straight forward option where registrations are allowed only upto maximum capacity without waitlist. Admin no need to monitor for waitlist management.

Option C:  User can waitlist – Y, Auto enroll from waitlist – Y

This is also fully automated option, manual intervention not required to manage within maximum capacity.

How this works: In this option, waitlist button will be enabled on reaching maximum registration and user can go for waitlist. As auto enroll is ‘Y’, auto registration happens on withdraw. Once enrolled system sends WebEx notifications. Classes will not get dropped on reaching maximum capacity. It needs to be removed from library manually.

Benefit of this option: System manages waitlist up to maximum capacity.

Based on the above information, LMS Admins will be able to take decision on option suits their business requirement.  This information might be helpful where classes are rolled out in large number and where registrations to classes are done by end users, not by admins.

Happy to hear your feedback and know more from your experience.