State-wide Training Network (STN) is a nonprofit organization. It specializes in environmental health and safety (EHS) education. STN delivers hands-on training events and workshops to client organizations across the state. However, scheduling and filling those sessions was a manual effort. To modernize the process, STN partnered with Cloudwell to deploy a self-service SharePoint event registration solution. As a result, staff and registrants now manage sessions directly within their existing Microsoft 365 environment.
STN manages a high volume of recurring training events, and each one has limited capacity. Previously, staff lacked a clear, real-time view of availability. As a result, they could not easily see which sessions had openings or which were full. Therefore, STN needed a better system. Because the organization already worked within Microsoft 365 and SharePoint, it wanted to build on those tools. STN also operates under nonprofit budget considerations. So, it partnered with Cloudwell on a practical solution.
The goal was straightforward. First, people should sign up for events directly in SharePoint. In addition, each event’s availability should update automatically.
Enable Self-Service Event Registration
Their top priority was simple self-service sign-up. Specifically, roughly 70–75 users needed to register for training events themselves. Previously, every sign-up required manual tracking. As a result, the team carried unnecessary administrative overhead.
Provide Real-Time Visibility into Event Availability
Next, STN wanted an at-a-glance view of event availability. In other words, coordinators needed to distinguish open sessions from full ones. Then, they could confidently schedule and deliver sessions to their clients.
Challenge 1: Manual Tracking of Capacity and Sign-Ups
With no automated system, STN tracked sign-ups manually. Consequently, the process left room for human error. Staff also struggled to know which sessions were truly ready to deliver. Meanwhile, this uncertainty slowed coordination with the clients they served.
Challenge 2: Distinguishing Open Events from Full Events
STN also needed a clear, visual way to separate open events from full ones. Without it, coordinators risked over- or under-filling sessions. Furthermore, they lacked a single, shared source of truth for event status.
To solve this, Cloudwell designed and deployed a Calendar Overlay and Event Registration solution. Importantly, it was built directly on STN’s existing SharePoint environment. As a result, the organization could fully leverage its Microsoft 365 investment.
Self-Service Registration in SharePoint
First, users navigate to SharePoint to browse upcoming sessions. Then, they register for events themselves. Consequently, manual sign-up handling disappears. Instead, registrants get a familiar, centralized place to engage.
Automated “Openings” vs. “Full” Tagging
Next, the solution adds a smart calendar overlay. Once an event reaches capacity, it automatically moves from the “Openings” calendar to the “Full” calendar. As a result, coordinators instantly see which sessions still have seats. Likewise, they can tell which sessions are ready to deliver.
Support for Recurring Events and Configurable Setup
Finally, Cloudwell tailored the system to STN’s real-world programs. For example, it supports recurring events, full-versus-open tagging, and meeting setup.
In addition, the rollout followed a phased approach. First, STN ran a trial period. Then, it piloted the tool on one active project calendar. This way, the team validated the experience before a full commitment.
“As our different internal customers got onboard, the scheduling tool is already adding value and promises to be a strong, long-term added value system for our unique needs.” — EHS Project Engineer, State-wide Training Network
Self-Service Sign-Up — Registrants manage their own event registration in SharePoint. As a result, administrative workload drops.
Real-Time Capacity Visibility — Automated “Openings” and “Full” calendars give staff a shared source of truth.
Reduced Manual Effort and Error — Automated tagging replaces manual tracking and spreadsheet-based checks.
Built on Microsoft 365 and SharePoint — The solution extends STN’s existing investment. Therefore, it adds no separate platform.
Tailored to a Nonprofit’s Workflow — Cloudwell configured it for recurring events and delivered it under nonprofit-friendly terms.
Ultimately, Cloudwell’s SharePoint event registration solution helped a nonprofit modernize how it manages events. Today, STN enjoys a self-service, real-time experience built natively on SharePoint and Microsoft 365.
In today’s digital landscape, financial organizations must secure access to their key systems. Cloudwell has assisted a leading oversight group with a tailored Business Intelligence
A prominent Australian conglomerate, operating across various sectors such as automotive, agriculture, and property, faced significant challenges with its document management processes in M365.
Empowering Railway Digital Transformation: Cloudwell Delivers Dual SharePoint Overhauls in Just Three Months StarlinkComms is a front-runner in the rail industry, specializing in interoperable wireless
