Creating an event

Events can be in-person or virtual and are typically led by a trainer. Events contain general information, such as a description, objectives, etc. As the same Event can be held at different times / locations and by different trainers, these differently scheduled events are referred to as sessions.

Role required: Site admin, Admin

To create an event go to Catalogue → Courses → Create course.
Give your course a name
Go to Content and choose Add Event
Give your event a name.
Enter a description.
Upload an image.
Create event
View event - this will then load a page where you can add sessions to your event and edit the event to provide further details.

Event settings

You can set default session details, booking limits, cancellation options and more from the sections in the left menu. Default settings can be amended for each session as needed.

Details

Name
Description
Event image
Event coordinator - this will be automatically set to whichever Admin creates the course.

Note: The event coordinator is the person responsible for managing the event - this is not necessarily the trainer, but the person who can update and edit the event details, add sessions and monitor bookings.

Session settings

Default location: Set the default location for your event by searching venues and rooms. This will then be applied to any sessions created for this event.
This event has trainers: Tick the checkbox if the event will be facilitated by a trainer, then select the default trainer for the event, this will be applied to any sessions created under this event.

Bookings

Minimum booking limit: Enter a minimum booking limit - you will be notified if a session has not reached the minimum number of attendees you had specified for an event.
Set booking limit to: Set the maximum number of attendees for your event to either the capacity of the room or a specific value.
Accept bookings up to: Set a cut-off point which ensures no new bookings can be made for a session.
Note: This does not prevent the event coordinator or trainer from adding any last minute attendees if required.
Booking form: Enable this option if you need delegates to answer specific questions or accept terms and conditions for example before booking onto a session.
Configure the booking form.
See the last section of this article for details on how to configure the booking form.
Session reminder: Check the box if you would like a session reminder email sent to learners and trainers. This can be sent at a set number of days before the session starts.
You can edit the reminder notification text by clicking the eye icon.

Cancellations

Learners can cancel their bookings: Allow learners to cancel their booking on a session.
Allow bookings to be cancelled: This sets the cut-off point for cancellations. Choose how far ahead of the event learners may cancel their booking.
Ask for cancellation reason: If learners should give a cancellation reason, you can give a pre-set list of reasons from which learners can choose. Type each reason on a new line.
Allow 'Other' reasons to give learners the option to add a free text reason, which is not on the list.
Automatic cancellations: Sessions can be cancelled automatically if the minimum number of bookings is not reached. All learners and trainers will be notified of the cancellation.
You can choose how long beforehand the session should be automatically cancelled if this is the case.

Completions and feedback

Calculate event completion on: Choose the completion type for the event from these options:
- Attendance: The event is completed after the register is submitted by the trainer or event coordinator. If attendance is selected, you can choose:
  - When session ends (automatic): When the session ends, all booked attendees are marked as complete.
  - When all registers are completed: Attendees are marked as present / absent by the trainer or event coordinator
- Trainer assessment: Learners are marked as passed / not passed by the trainer or event coordinator.
Enable registers: If the event completion type is set to trainer assessment, you can choose whether you still want to keep attendance registers.
Who can complete registers: You can choose who is able to complete the event register:
- Event coordinators - either the one assigned to the event or any event coordinator
- Trainers
Ask for absence reason: Select this option if you'd like learners to give a reason for not attending a session.
To create predefined reasons for delegates to choose from, type each reason on a new line.
Ask trainers to leave feedback after a session ends: If trainer feedback is required you can add a form for trainers to complete after each session.
See the last section of this article for details on how to configure the trainer feedback form.

Cost

Event has a cost: Select the checkbox if there is a cost to delegates for attending the event and then enter the cost itself.
Note: Costs are recorded in GBP (£).

Configuring booking forms and trainer feedback

Go to the Booking Form or Trainer feedback section you'd like to configure.

To start, select Add field.
Type the label / title of the field.
Select the type of field you want:
- Text - a text box.
- Checkbox - a tick box.
- Single choice - A selection of choices where the user may only select one option
  - Add a new option on each line in the text editor.
  - Check Other to allow learners to add their own response.
- Multi choice - A selection of choices where the user can select multiple answers
  - Add a new option on each line in the text editor.
  - Check Other to allow learners to add their own response.
Help text: Optionally type in any help text to explain each field on the form.
Field is mandatory: Select this if you need to require this field to be completed before a booking can be made.

Once you are happy with the information and sessions you have set up.