⭐ Why this plugin is unlike anything else available
Full RTO workshop operations — rooms, trainers, bookings, and Moodle sync in one place
▸ No other Moodle plugin covers the full operational lifecycle of a scheduled training event. Workshop Scheduler manages venue booking, trainer assignment, catering, AV, participant registration with 7 booking status stages, a configurable operational checklist, and document uploads — all linked to a Moodle course that syncs enrolment and completion automatically.
▸ Participant booking lists sync with Moodle enrolment in real time. Confirmed attendees are enrolled; cancellations are removed. No dual data entry between a booking system and Moodle.
▸ Waitlist management built in. When a session is full, new bookings go to a waitlist and are promoted automatically when a confirmed participant cancels.
Schedule & Manage
Create face-to-face, webinar, and hybrid workshops with dates, venue or webinar link, trainer, and capacity — moving through 7 lifecycle statuses from Draft to Completed.
Participant Bookings
Manage participant bookings through 6 statuses (Booked, Confirmed, Waitlisted, Cancelled, Attended, No Show) with CSV bulk import and individual add/edit controls.
Live Moodle Data
Link any workshop to a Moodle course and see live enrolment and completion counts without duplicating data. No extra sync required.
Three Delivery Types
Face-to-Face
In-person workshops at a physical venue. Supports venue name, address, room, capacity, and catering details.
Webinar
Online-only delivery. Stores webinar platform link, meeting ID, and passcode so participants have everything in one place.
Hybrid
Combination of in-person and online attendees. Holds both venue details and webinar link simultaneously.
Workshop Lifecycle — 7 Statuses
Workshop is being planned — not yet visible to participants.
Dates, venue/webinar, and trainer are locked in.
The workshop is currently running.
Workshop has finished; attendance marked.
Workshop will not proceed.
Rescheduled — original date was set but the workshop was deferred.
Workshop is full; new bookings go to the waitlist.
Participant Booking Statuses
Booked
Participant has registered but attendance not yet confirmed.
Confirmed
RTO has confirmed the participant's place.
Waitlisted
Workshop is full; participant is queued.
Cancelled
Participant withdrew or was removed.
Attended
Participant attended the workshop.
No Show
Participant did not attend without cancelling.
Five-Tab Workshop Detail View
Every workshop opens into a five-tab detail view. All the information an RTO needs to run a workshop lives in one screen.
1. Info
Workshop name, dates, delivery type, venue/webinar details, trainer, capacity, course link, and status.
2. Participants
Full participant list with booking status, contact details, CSV bulk-import, and individual add/edit/remove.
3. Documents
File uploads categorised by document type — contracts, briefs, risk assessments, participant materials.
4. Checklist
Operational checklist for the workshop. Add tasks manually with Add Task, then tick them off as they are done.
5. Moodle Info
Live enrolment count, completion count, and active participant list pulled directly from the linked Moodle course.
Operational Checklist
A suggested set of operational tasks for running a workshop. Add the tasks you need manually with Add Task, then tick them off as you go. Tasks can be added and removed per workshop.
- 1Book venue / webinar platform
- 2Confirm trainer availability
- 3Send save-the-date to participants
- 4Finalise catering / equipment requirements
- 5Distribute participant pre-reading materials
- 6Set up Moodle course / activity
- 7Send joining instructions & webinar link
- 8Prepare attendance register
- 9Deliver workshop
- 10Mark attendance in Moodle
- 11Issue certificates / statements of attainment
Document Management
Upload and store any files related to the workshop. Each document is tagged with one of six types so your team can find what they need quickly.
CSV Bulk Participant Import
Import a list of participants in one upload rather than adding them one by one. The import accepts a standard CSV with columns for name, email, and initial booking status.
Live Moodle Enrolment & Completion Data
Link each workshop to an existing Moodle course. The Moodle Info tab then shows live data pulled directly from Moodle — no duplication, no manual sync.
Enrolment Count
Total students currently enrolled in the linked course
Completion Count
Students who have met the course completion criteria
Participant List
Names of enrolled participants alongside their completion status
Installation
Download the plugin
Click the Download button above to get the latest ZIP file.
Install in Moodle
Go to Site administration → Plugins → Install plugins. Upload the ZIP and follow the on-screen wizard.
Run the database upgrade
Moodle will automatically create four tables: local_workshops, local_workshop_participants, local_workshop_documents, and local_workshop_tasks.
Start scheduling
Navigate to Site administration → Workshops → Manage Workshops. Click "Add Workshop" to create your first workshop.
Admin panel: Site administration → Workshops → Manage Workshops
Plugin settings: Site administration → Plugins → Local plugins → Workshop Scheduler
Platform compatibility: See the archive-bound Requirements shown near the top for this release.
Access via AI Dashboard Quick Links
Once the AI Dashboard Quick Links block is installed on your Moodle site, Workshop Scheduler appears in the plugin list with a dropdown menu giving you one-click access to both key screens.
Manage
From the QuickLinks dropdown
Opens Site administration → Workshops → Manage Workshops — the main dashboard where all workshops are listed as cards. Create new workshops, search and filter by status, and open any workshop into its five-tab detail view from here.
Settings
From the QuickLinks dropdown
Opens Site administration → Plugins → Local plugins → Workshop Scheduler — the plugin configuration page. Adjust default checklist tasks, set site-wide capacity limits, and configure any integration options from here.
Database Tables
local_workshops
One row per workshop. Stores name, description, dates, delivery type, venue/webinar details, trainer, capacity, status, and linked Moodle course.
local_workshop_participants
One row per participant per workshop. Stores user ID, name, email, booking status, and timestamps.
local_workshop_documents
One row per uploaded file. Stores document type, filename, file path, uploader, and upload timestamp.
local_workshop_tasks
One row per checklist task per workshop. Stores task name, completion status, and sort order.