Course/Events/Classroom
Course/Events/Classroom
This is where you can organise and schedule training events – classrooms or webinars.
Pre-Build
Prior to creating events, you have the following options
Resources - admin list of required items. For example, this could be overhead projectors, TV Screens, Tea, Coffee, Lunch, etc. These are not visible to learners, they are not mandatory and enables an admin to sort out their calendar based on the resource required
Locations - Where your events take place; can be real or virtual.
Courses - This is the template for your events. One course will have many events created from it. Think of this as a template for creating your events.
Feature Overview:
Managed Enrolment - Used for inviting only specific people to an event. Admins will create the various courses and events. Admins and managers (providing the manager has training coordinator access) can invite learners to managed enrolled events. There is also an additional functionality whereby a manager can update a learner's invite to include accommodation or flights if required. Once this has been updated, an email notification will go to the travel manager advising them to contact the learner outside of the platform to make the necessary arrangements for their travel/accommodation if required.
Self Enrolment – This is where you can set up events that are open access and any learners to whom this event is visible can sign up for the event. There is also an option to have either line manager or Manager sign off prior to confirmation of a learner being signed up to a classroom.
Calendar – On the platform. there is a calendar which details all the classrooms available to each learner. Classroom events can be restricted by content groups so only those learners in the chosen content group(s) will be able to view these on their calendar. If they are self-enroll events, learners can access these by clicking on the event.
Tutors – There is a tutor access level that enables you to choose who is going to run the event. You can give a tutor early visibility to classrooms they need to take. Email notifications can be sent to a tutor when learners sign up for their event. Tutors will also be sent the attendance list on the day of the event to mark the attendance. The tutor also has the option to give feedback to individual learners when marking attendance and post a score if required. Copies of the feedback can also be sent to their line manager, the tutor themselves, and the learner.
Notes:
XP and badges can be assigned to the course. However, this is not compulsory.
Day-to-Day
Events: Set up the event details, such as date and time. You can use courses as a template for each day, say you had 4 identical seminars on a topic create one course then draw it across into four events.
Duplication of Events
If you have an event that is happening multiple times on different days there is no need to completely re-create the event every time. Instead, you can click the duplicate function on any event, Which will create a duplicate with all the same info, and simply change any information that varies between the two events, such as the date.
Post-Event
Attendees: Check who attended and amend who was present or not. You can add notes to people’s attendance.
Adding Users Post Event
Sometimes people forget to enrol in a classroom but turn up to the event anyway. In this case, admins can retroactively invite them to an event. In the admin dashboard go through the ‘Learners’ section into ‘Send Invites’. Here select the ‘Manage Expired Event Enrolment’ invite option and select the learner/learners who attended. You should then select don’t send an email, before sending the invitation. This will add them to the attendee list and the tutor can go in and mark them as having attended.