Set a maximum number of participants for each training group and see its capacity at a glance. This helps you manage available seats, avoid over-assignment, and adjust group limits directly during the participant assignment flow.
Overview
Training groups can have a maximum participant limit, or be explicitly set to No limit.
Capacity is shown consistently across the training experience, so you can see how many seats are available before assigning participants. When a group reaches its limit, assigning additional participants is blocked until enough seats are available or the limit is increased.
This functionality is available to companies with Training Core.
How to use
Set a participant limit
- In your sidebar, go to Training
- Select a training group or create a new one
- Enter the maximum number of participants allowed for the group.
- Leave the field blank if the group should have No limit.
- Save the group
Check group capacity
You can see a group's capacity in several places:
- Groups table: See the number of assigned participants compared with the limit, such as 4/10
- Group details: Check the capacity in the group's header
- Group picker: See the capacity as a tag when selecting a group
Capacity indicators use the same color coding throughout the experience:
- Neutral: The group has seats available
- Amber: The group is on its last available seat or is at least 90% full
- Red: The group is full or over its limit
- No limit: The group is explicitly marked No limit
Assign participants
- Open the option to add participants to a training group
- Select the participants you want to assign
- Check the capacity meter to see how your selection fits within the available seats
- If the selection exceeds the limit, the meter turns red and shows how many participants need to be removed, for example: 3 over the limit, remove 3 to fit
- Remove participants from your selection until it fits within the available capacity
- Assign the participants
The Assign action remains disabled while the selection exceeds the group's limit.
Raise the capacity while assigning participants
If you have permission to edit the training, you can increase the group limit without leaving the assignment flow.
- Select the participants you want to assign
- If your selection exceeds the current limit, use the option to raise the capacity
- The suggested new limit matches your current selection
- Confirm the change
- Assign the participants
The capacity change is confirmed both in the group flow and with a notification. Both confirmations include an Undo option.
To undo the change:
- Select Undo after increasing the limit
- The group returns to its previous capacity
If additional seats have been taken since the limit was increased, the change cannot be undone. A message explains why.
If the Assign button is disabled, check whether the number of selected participants exceeds the group's capacity. Remove participants until the selection fits within the available seats, or increase the group's limit if you have permission to edit the training.
If the group shows as over the limit, the group may have reached or exceeded its capacity because participants were already assigned. Review the current participant list and increase the limit if appropriate.
Undo is unavailable if additional participants have taken the seats since the limit was increased. This prevents the group from ending up below its current number of participants.
If you do not see a capacity limit, the group may be configured as No limit. Groups without a maximum explicitly display No limit rather than leaving the capacity blank.
Tips and best practices
- Set the capacity when creating a group so the available seats are clear from the start.
- Use No limit when there is genuinely no maximum number of participants rather than leaving the capacity ambiguous.
- Check the capacity indicator before assigning participants, especially for groups with limited physical space or licences.
- If a group is regularly reaching its limit, consider reviewing the group's capacity before creating another assignment.
FAQ
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Can a training group have no capacity limit?
Leave the maximum participant field blank when creating or editing the group. The group will be marked No limit.
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Can I assign more participants than the group allows?
No. If the selected participants exceed the group's limit, the assignment is blocked until the selection fits or the capacity is increased.
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Can I increase the capacity while assigning participants?
Yes, if you have permission to edit the training. You can increase the limit directly from the assignment flow to fit your current selection.
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What happens when a group reaches its limit?
The group is shown in red as full, and you cannot assign additional participants unless the capacity is increased.
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What happens if participants are already over the limit?
The group continues to show its actual participant count and is marked as over capacity. You can review or adjust the limit as needed.