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Managing locations and classrooms for ILT courses

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Docebo module
  • Learn
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  • Administrators

Introduction

Instructor-led trainings (ILTs) are courses hosted by an instructor, that learners attend “live” at a specified time: either in a physical classroom location, or online using a videoconferencing tool. 

ILT courses, sessions and events

When you configure an ILT course, you create one or more “sessions”--or occurrences–of that course. 

  • Learners typically enroll in and complete one of the available sessions to complete the course itself
  • A session in its turn can consist of one or more “events”
  • You can set up these events to be attended online (via videoconferencing tool), in person (at a physical venue), or both.

For more information, see the article Creating and managing ILT sessions > Event types and session types.

In-person events:

If an event is being held at a physical venue, when you configure it you have to specify the Location (physical address) where it is going to take place, and optionally also the Classroom within that location. 

The locations and classrooms that you can set here are those previously configured in the Classroom locations area of the platform. 

→ This article covers how to configure Locations and Classrooms in the platform, so that you can then select them as the Venues of your ILT events.

View locations and classrooms

Select Admin menu > E-LEARNING > Classroom locations to access the page where you can configure and manage locations and their classrooms. 

The main Locations page shows a list of the locations currently configured in the platform. Each location corresponds to a physical street address. On the row of each location you can: 

  • Click the signpost icon (view location map) to view it in Google maps
  • Click the edit icon to edit the location address and other details
  • Click the X icon (delete) to delete that location altogether. This action is available only for locations not associated to any upcoming ILT events. 

In the Classrooms column you can see if the location has any associated classrooms. Click the blackboard icon or the Add classrooms link to open the Classrooms page for that particular location: 

Create a new location

On the main Locations page, click the New location button at the top to add a new location.

Input details and information relevant to the location. Provide as much information as possible so that your learners know exactly where to attend the course. Assign the Address and contacts info to the location using the corresponding tabs. The Location name and Country fields are mandatory.

ILT new location Complete the Address info in the following format: Street name, 10 – 12345 City. This way, the address will be tracked on Google Maps, thus viewable on the Map preview. The location's phone number and e-mail address may also be useful information if you need to get in touch with the location’s supervisor.

Then, move to the Details tab and insert additional details such as suggested accommodations, advice on the best route to reach the location, along with other useful information. Finally, move to the Location photos tab to add pictures of the location. Press the Upload file(s) button and choose the pictures from your device. Please note that you can upload a maximum of 10 photos.

Press Confirm to complete the process. You’ve now created your new location. It will appear in the list of locations on the main Locations page. 

Import a set of new locations via CSV file

You can also import a set of locations using a CSV file. 

Please note: You can only import new locations via CSV, not update existing ones. If you include already existing locations in the file you will create duplicates.   

In order to do so, from the main Locations page, click the Import from CVS file button.

Insert the following columns into your CSV file: Location name, Address, Country, Telephone, E-mail, Contact info, Accommodations, and Other info. You can download a sample of the CSV file, if necessary. Select the Upload file button, then choose your file. Select the Separator and File charset, then press Next.

Once uploaded, you can proceed with the association of each column to the related field. Then select the Next button. 

Create a classroom

For any given location, you can create one or more classrooms. When an event venue is configured with that location, it will be possible to optionally select one of the location’s classrooms as well. 

To create a classroom, start from the main Locations page. 

  • Go to the row of the location where  you want to add a classroom, and in the Classrooms column click the blackboard icon or Add classrooms link. 

This will open the Classrooms page for that location. At the top of this page, click the New classroom button to add a new classroom.

classroom create classroom In the pop up box, add the classroom name, details, available seats, and equipment into the corresponding text fields. Please note that classroom name and number of available seats are mandatory to complete.

When you’re finished, press Confirm. The classroom will now show up in the list of classrooms, and you can edit or delete it as necessary. You can add as many classrooms as needed to the same location.

Import new classrooms via CSV file

You can also import a set of classrooms for a particular location via a CSV file. 

Please note: You can only import new classrooms via CSV, not update existing ones. If you include already existing classrooms in the file you will create duplicates.   

To do so, from the Classrooms page for your chosen location, click the Import from CSV file button in the at the top of the page.

You need to insert the following columns into your CSV file: classroom name, details, available seats, and equipment. You can download a sample of the CSV file via the related link.  
→ Remember that all the classrooms you import in this way will be for the same location.

When you’re ready, select the Upload file button and choose your file. Select the separator and file charset, then press Next.

Once uploaded, you can proceed with the association of each column to the related field. Then select the Next button. The system will give you feedback regarding changes that you may need to make, if necessary. Once classrooms are successfully uploaded, they will appear in the list of classrooms for the location.