Once a Seminar activity has been added to a course page, the next thing to do would be to start adding the sessions that Learners can then sign up for. Below will talk through how to add these sessions and configure them.
Adding a session:
First, select View All Events
From the next screen, click on Add new event
The next screen will now begin the creation of the event, there will be multiple different options presented on this screen so the below will walk through each step.
The first section will be the date and time that the session will begin, where it will be held and if there is a virtual location to be added. This information will be presented to the Learner on the course page and will included in the notifications.
(Note, if the Virtual location is not visible it may need to be enabled. To have this enabled, get in touch with the Support Team).
Date and time
To edit the date and time of the session, selecting the cog wheel beside the time will allow this.
On the pop-up screen, the session start and finish time along with the date can be configured as per the business needs. Typically, the Timezone displayed will remain as user timezone unless otherwise required.
Room
This is typically where the event is going to take place. It is possible to add a room in here for a virtual location (so learners know when signing up that it is virtual). To select a predefined room, clicking 'Select room' will present a pop-up box to show the predefined list.
If a room does not exist, a new room can be added by selecting 'Create new room', when this is selected another pop-up screen will appear where the following sections can be filled in:
- Name - The name of the room, typically within a building. (Required)
- Room capacity - How many seats the room can hold and therefore potentially the maximum about of bookings on the session. (Required)
- Allow room booking conflicts - If ticked, the room can be used for 2 sessions running at the same time. (Optional)
- Description - Not required however can be a description of the room, such as instructions on how to get there or any equipment it has. (Optional)
- Any room custom fields that have been added. (Optional)
Important to note
When creating a new room within the Seminar session rather than creating it a global level, there is a tick box at the bottom of the pop-up box:
If this box is not ticked, when the room is created within the session it will mean that the room can only be used within that Seminar activity going forward. If it were to be the case that the room just created in this seminar activity needs to be used in a different seminar activity, if this is unticked that room will not show up. In almost instances, this box should always be ticked.
Assets
Assets allow for Trainers to be added to sessions, this means that a learner can see who is taking the session. If no assets have been added, this guide provides assistance with doing so. If an asset needs to be added to this session, clicking on 'Select assets' will show the same pop-up as selecting a room. It will provide a list of already created assets. Once selected, clicking 'ok' will add them to the session.
Virtual Location
The virtual location allows for a link to be included from Zoom, Google Meet or Teams (or any other links). This can be a predefined meeting link that has been created and the learners can receive this link via their Booking Confirmation & Booking Reminder emails.
If assistance is required with setting up a virtual location link, we recommend reaching out to your IT Team.
Once all of the above has been configured, the newly created session will look like the below
Multi-day Events
From time to time, it will be a requirement that a Learner needs to attend more than 1 session in order to complete their courses. It is possible in the LMS to add more than 1 date and time to a session, to do this clicking on 'Add new session' below the current session will allow for a second to be added. It would show as below:
Important to note:
When adding a second session to the same event, this means that the user needs to attend both of them in order to achieve course completion. If the above is presented to the learner and they sign up to the event, they will be signing up to both dates and will receive booking confirmations for both dates. If it is required for it to just be 1 session, place 1 date and time along with the other information on the screen and save changes then repeat the process to add another separate session.
On the page when adding a new session, there is a few other settings that will need to be filled out. Below highlights them:
| Setting | Description | Notes |
|
Sign-up opens (Optional) |
Defines when learners can begin booking onto the session. Learners will not be able to book on until the date and time specified in here has past. | - |
| Sign-up closes (Optional) | Defines when learners can no longer book onto the session. Learners will not be able to book on after the date and time specified in here has past. | - |
| Maximum bookings (Required) | How many people are allowed to book onto the session. This is typically the room capacity however another amount can be added. | - |
| Enable waitlist (Optional) | If the Maximum bookings have been reached, users are able to join the waitlist. | If a user cancels the longest waiting person on the waiting list is automatically allocated a space on the session. |
| Allow cancellations (Optional) | Pull in from the global settings on the activity, however can be changed per session. | - |
| Minimum bookings (Optional) | The minimum amount of bookings that need to be on the session before going ahead. | - |
| Notify about minimum bookings (Optional) | If the event is underbooked by the time specified, trainers can be notified as such. | If enabled, this will automatically trigger an email to send if the event is underbooked by before the period of time defined. |
| Normal cost (Optional) | Can be the cost of taking the session, this is not typically used unless the business plans to charge. | - |
| Details (Optional) | Details are tracked per event basis. If text is populated in the details field, the details text will be displayed on the user signup page. By default, the details text also appears in the confirmation, reminder, waitlist, and cancellation email messages. | - |
Once all settings have been configured as required, clicking 'Save changes' at the bottom of the screen will return back to the view all events where the first session can be viewed:
Once saved, below is how it would look:
On the above view there a few actions that could be taken from here.
- To add another event, clicking on the button 'Add a new event' (highlighted Orange) would do that.
- To edit an event, clicking the cog (highlighted light green) would do that.
- To cancel an event, clicking the circle with the line through it (highlighted Red) would do that.
- To copy the current event, clicking the two pieces of paper (highlighted blue) would do that.
- To delete an event, clicking on the red x (highlighted purple) would do that.
- To view the attendees of the current session, clicking Attendees (highlighted in yellow) would do that.
- To Sign-Up to an event, clicking the 'Sign-up' (highlighted in dark Green) would do that.