Sessions are a scheduled occurrence of an event, they can require physical attendance (face-to-face) or they can be online (virtual). A session shows the time, date, location/platform, and, where relevant, the trainer, along with any booking details. Sessions inherit the settings provided in the Event, during the initial setup.
Role required: Site admin, Admin
Creating a face-to-face session
- To create a session, you will need to go to Catalogue → Events
- Next to an existing event click the three dots → ⁝ → Create session
- Session type: Select Face-to-face in the toggle.
- Date and time: Select a date using the date picker and enter a time using the text field (24 hour).
- A session can run over a number of days.
- To add a separate day select Add another day for this session and follow the same process as above.
- Location: Enter a location by searching for a venue and room.
- Use advanced search to search through a list of venues and rooms.
- If you have multiple days you can choose to have a different location per day. To do this select Different location per date.
- Trainer: Select a trainer for the session by searching for a trainer.
- Use advanced search to search through a list of trainers.
- If you have multiple days you can choose to have a different trainer per day. To do this select Different trainer per date.
- Status: If the session is ready, click the Status toggle to set the session to active.
Note: This does not override the visibility of the course/event. It simply defines whether the session is active. The visibility of the top-level course defines whether learners can see the event or whether it will remain hidden and only become visible when enrolled by Admins or Managers.
Creating a virtual session
- To create a virtual session, go to Catalogue → Events → 3 dot button → Create session
- Session type: Select Virtual in the toggle.
- Date and time: Select a date using the date picker and enter a time using the text field (24 hour).
- A session can run over a number of days.
- To add a separate day select Add another date for this session at the bottom of the page and follow the same process as above.
- Meeting link: Copy and paste the virtual link from your digital platform into the Meeting link field. End users will open this link when they select Join online.
- Platform: Type the name of the virtual platform in the field Platform e.g - Teams, Skype or Zoom. This will be displayed to learners when they view the session information.
- Virtual access details: Enter any further information that may be required for the end-user to access the virtual session e.g. - Access key, any download required etc.
Note: Learners can only see this information if they are booked onto the session. Once booked, the Virtual access details can be found under View access details when viewing the session details.
- Trainer: Select a trainer for the session by searching for a trainer.
- Use advanced search to search through a list of trainers.
- Use advanced search to search through a list of trainers.
- Status: If the session is ready, click the Status toggle to set the session to active.
Update session details or settings
- Find the event: Go to Catalogue → Events. You can use the search or filter bar to find the event you need to update.
- Click three dot menu → View event
- Click the Edit button next to the session you wish to update.
- Edit details and settings: From here you can change the session type, dates and times, locations, Trainers and update any settings as needed.
- Notify users: Select who you want to notify of the update. You can change the content of the notification by clicking the eye icon in the modal. Click Save changes to make the changes and send the notification to the users selected.