Overview
In Howspace Hub, a training is anything participants can join: a workshop, webinar, company event, self-paced course or a full learning program. Every training is created from a template, so recurring trainings share the same structure and default settings.
When setting up a training, you decide three things:
Where the training happens: in a Howspace workspace, on another website, or with no online workspace at all.
How people enroll: through enrollment in the Hub, an external sign-up system, by invitation only, or with no enrollment at all.
Who can see and join: based on roles, groups and qualifications.
Creating a new training
Go to the Hub management view and open the Trainings tab.
Click New training in the top right corner.
Choose the template the training is based on.
No suitable template yet? Every training needs a template. Create one first. See Templates for trainings.
The new training is pre-filled with the values from the template. You can change any of them for this training or keep them if the template already fits. If you edit the training later, the values you set for it are kept and the template defaults aren't brought back.
The steps below follow the most complete setup: enrollment in the Hub with the training in a Howspace workspace. Depending on your hub settings, template selection and permissions, some of the following might differ.
Step 1: General information
Training status: Choose from Public, Draft, Unlisted or Archived. Read more.
Name: The name of this particular training.
Description: What the training is about.
Cover image: The upload dialog shows accepted formats, the maximum file size and a cropping preview.
Tags: used for search filters and dynamic front-page sections. See Tags.
Additional custom fields: any extra fields your organization has defined.
Step 2: Delivery and enrollment
Delivery
Choose where the training content is:
Howspace workspace: create a new workspace for the training or link an existing one.
Another website: send participants to an external link, such as a webinar platform or an e-learning course.
No online content: use this for fully in-person events.
You can customize the text of the "Go to training" button to match the content, e.g. "Watch the recording" or "Open course". Default text will be used if no customization is defined.
Enrollment
There are four enrollment options: Enrollment on the training page, External enrollment, Invitation only, No enrollment.
By default the enrollment is on the training page. Users can enroll themselves or be added by an admin. A list of all enrolled users is seen in the management view, along with the enrollment date, completion status and other details.
Step 3: Schedule and participation
Schedule
Hours: Define how long the training takes, in whole hours. Hours count toward learning hours and qualification renewal.
The training is not tied to a specific time or place: check this box for ongoing or self-paced trainings that have no fixed dates.
Otherwise, set:
Training dates: start and end date and time.
Registration period: when enrollment opens and closes.
Location: where the training takes place.
Number of participants and the queue
Choose one of the following options
Limited number of participants: set the maximum number of participants. You can also allow a queue when the training is full. When someone cancels, the first person from the queue is enrolled automatically and gets an email.
Participants are picked from the queue: everyone who enrolls is placed in the queue, and admins decide who gets a seat.
Unlimited number of participants: no limit on participants.
Guests
This step is shown only if guests are enabled from your hub settings and the training template is set to include guests.
Set how many guests each participant can bring. Guests take up a seat but don't become Hub users. Participants can also join the waitlist together with their guests. Guests aren't available for self-paced trainings.
Host group
Choose whether the training is hosted by a specific group. Admins of the host group can manage the training. When a group-level admin creates a training, their own group is set as the host automatically.
Visibility and enrollment restrictions
You can limit:
Who can see the training: to selected roles and/or groups.
Who can enroll: to selected roles and/or groups.
If the template requires qualifications, users must also hold one of them to enroll. Users with several roles or groups automatically see everything any of them gives access to, so they don't need to switch between them.
Step 4: Payment options
This step is shown only if Stripe payments are set up for your Hub.
Set the price of the training.
Choose whether guests also need to pay. Tick the box if the price is per person. If not, it will be the total.
For paid trainings, the enroll button reads Buy now by default.
Participants can enter a discount code at checkout. Codes can be created by you as promotion codes in your Stripe account.
Participants can't cancel a paid enrollment themselves. An admin cancels it, and refunds are handled in Stripe.
Step 5: Communication
Set up messages for participants, such as a welcome message after enrollment or a reminder before the training starts. Messages are sent as emails according to the timing you choose.
You can review every message that has been sent, including its content, recipients, delivery time and status.
Step 6: Enrollment questions
Ask participants questions when they enroll, such as dietary needs or anything else that might be relevant for this particular training. The anwers can be edited by anyone who can manage the training, but not by the participant themselves.
Once the training is created
What participants see
Once a training exists and is public, it can be found by users. Depending on the logic on the front page, it might also be displayed there. It can be found via the browse and search functionality.
After enrolling, participants see a single confirmation that leads them to the training or back to the front page. If the training is in Howspace, the enrollment will add the user as a participant to the workspace and they will receive an automated login link via email.
Enrolled trainings appear in the participant's My trainings list. Unlisted trainings also appear there once the participant is enrolled.
Adding participants to a training
In addition to the users enrolling themselves, you as an admin can Add participants on the training's management view. The same dialog works for adding one person or many people at once.
Unconfirmed accounts are marked in the list. You can sort the list to bring unconfirmed participants to the top, for example to follow up with people who haven't logged in yet or to remove them.
If enabled for your Hub, you can add participants without an email address (e.g. people who don't use email for work). This feature must be turned on by Howspace. Participants without email can't be added to paid trainings.
Participants who were removed from the training's Howspace workspace but are still enrolled in Hub get access again automatically the next time they open the training from Hub. Note that if the user is Anonymized in the workspace, they can no longer access the content or restore their account.
Cancelling enrollment
Participants can cancel their own enrollment while enrollment is open, as long as the training isn't paid. Admins can remove enrollments at any time.
Exporting participant data
Exports (CSV/Excel) include each participant's enrollment date, have a consistent column order, and format values so they open cleanly in spreadsheet tools.
To share selected participant details with a third party without an export, use Share participant information.