DISCLAIMER: Some content in this article outlines how to use functionalities that will be publicly released to all clients at the end of July 2022. If you see differences between this article and your platform, check back at that time for updated content.
ILT and VILT courses are organized in sessions, and sessions can be made up of one or more events, formerly known as session dates. Learners do not need to be enrolled in all of the sessions composing an ILT or VILT course, but when you enroll them in a session they will be enrolled in all of the session’s events.
This article is a guide on how to create and manage sessions and events, as well as the attendance and evaluation of the learners enrolled in them.
Creating a New Session (UPDATED!)
In order to create a new session, select your course from the Course Management page by clicking on its description, then click on the plus button in the top right corner of the course page and select the New Session option.
In the New Session right panel, fill in the session name and the Maximum Enrollment value, that is, the maximum number of learners (excluding instructors) that will be allowed to enroll in the session Restrictions may be caused, for example, because of the classroom or the webinar room capacity.
Use the Session Instructors field to identify the instructors that will lead the session. Start by typing the user name and selecting one of the available options. If the instructor you have selected is already assigned to another event, on the same date and at the same time, a warning message will inform you about the overlapping. When an instructor is assigned to a session, he or she will be automatically assigned to all of the events included in the session, he/she will be able to mark the attendance for all of the events in the session and set whether the participants have passed them or not. Instructors can also create and update the training material for the course. Please note that instructors are not enrolled in the session, so they do not impact the Maximum Enrollment quota set in the course's advanced properties.
|Manual||The session can be marked as completed manually only by Superadmins and Power Users (with granted permissions).|
|Evaluation Based||if the session instructors, Superadmins, or Power Users (with granted permissions) manually mark it as Passed in the session Enrollments & Evaluations tab (learn more about this option in the Managing Enrollments and Evaluations for Sessions chapter of this article). In addition, you can configure a maximum score for the session.|
|Attendance Based||The session is marked as completed when the attendance status in the attendance sheet is marked as Present either for all of the session events or for a custom number of them.|
|Training Material Based||The session is marked as completed when the learner completes the training material set as test in the course.|
If there are mandatory additional fields for sessions defined in the platform, move to the Additional Information tab of the right panel, and fill them in. This tab is not visible when there are no mandatory session additional fields set.
Click on Create and Edit to complete the session creation. You will be automatically redirected to the session configuration area, divided into three tabs: Properties, Events & Attendance, and Enrollments & Evaluation.
Once a session is created, it is listed in the table of the Session tab of the course area.
Managing the Session’s Properties (UPDATED!)
The Properties tab includes two sections: General and Details.
The General tab shows all the session details, as configured during the creation process. From here, you can edit these details at any time.
Move to the Details tab to manage the session instructors and to configure the session self-enrollment deadline. The configuration of self-enrollment deadlines is an option when you have authorized users to self-enroll in the course in the course advanced properties. Possible options are:
|Automatic Deadline||This option is based on the session start date. When this option is selected, learners can self enroll in the session until the session start date, which is the first day of the first event included in the session.|
|Deadline date||This option is used to configure the last date when learners can self-enroll in the session.|
|Dynamic deadline||Use this option to configure the number of days before the session start date when learners can self-enroll. The session start date is the first date of the first event included in the session.|
If the E-Commerce app is active in your platform, when setting an enrollment deadline, remember that users won't be able to purchase a session after the deadline, despite the fact that they will be able to add it to their cart.
If you have configured any session additional fields for ILT courses, you can fill them in the Additional Fields area. The mandatory additional fields are identified as Required. If you do not fill them, you will not be able to create the session or save your changes.
Creating and Managing Session Events
Move to the Events & Attendance tab to create a session event. Click on the plus button in the top right corner of the page, and select New Event. In the right panel, set the event name, date, and time. Make sure that you select the proper event time zone so that it will be converted according to the learner time zone when enrollment notifications are sent to learners. In the Event Type area set whether the event is:
|Classroom (ILT)||Check the Venue checkbox and select a location and a classroom for it.
If the number of venues is lower than 40, they are all listed in the dropdown and available for selection. If the number of venues exceeds 40, look for it by typing its name and selecting it among the proposed results.
|Webinar (VILT)||Check the Video Conference Tool checkbox. In order to set up the webinar, configure the webinar tool and the account used to host the webinar (some webinar tools may also require a password). If you are not using a supported webinar tool, select the Custom Tool option and enter the webinar URL. This URL is the web page that opens when learners click Join Now to access the webinar. If you are using a custom tool, you are able to launch the webinar as an xAPI/TinCan object. This requires development on your side, outside of the platform. At any time, you can change the webinar tool or the account within the tool used for the event. Finally, configure if the VILT event will be marked as attended for learners as they join the webinar, or if they watch the webinar recordings.|
|Both Classroom and Webinar||checking both the Venue and the Video Conference Tool checkboxes. Having both options enabled allows you to manage those situations where part of the learners are attending the event on-site and part of them are online.|
At any time, you can switch the event type from classroom (Venue option) to webinar (Video Conference Tool option) and vice versa, as well as enable or disable one of the options. Make sure your users are informed about the switch, if the Notifications app is active in your platform, you can reach learners with a notification.
Optionally, enable the Collaboration Tool option to make the link to an external tool (such as Google Classroom, Miro, NewRow, Klaxoon) available to learners, so that they can collaborate and get in touch with one another for talking, planning, and brainstorming on the course topics. Type the URL of the external tool shown to learners in the event details area.
Press Create and Edit to confirm the event creation and to access the event configuration area, where you will find two tabs: Properties and Attendance.
Let’s start from the Properties tab. Use the General section of this tab to review and edit the details you set when you created the event. In addition to the options available at creation time, you can also configure the event description and the break time. When setting a break time, the platform will calculate the effective time that learners spend in the event by deducting the break time from the event total time. If the event type is a webinar, you can also configure the Join Button Options for learners and instructors (when configuring this option, remember that tutors are considered instructors).
Move to the Details tab to configure the event instructors for the event, if different from the session instructors. If you assign an instructor to a single event within a session, he or she can mark the attendance for the learners attending that specific event but will have no control over the other events nor over the session. In this scenario, the instructor will neither be able to upload nor manage the training material assigned to the course.
The Attendance tab shows the list of learners enrolled in the session, and thus in the event. From here you can manually mark that the learner attended the event by clicking on the ellipsis menu at the end of the user row and selecting the Mark Attendance option. The right panel shows the attendance sheet for the selected user and you can mark whether the user has attended the event or not, together with the number of attended hours. You can mark the attendance for several users at a time by selecting them with the checkbox next to their names, clicking the Choose Action button in the bottom right corner of the table, and selecting the Mark Attendance option.
Managing Events (UPDATED!)
In order to manage the events of a session, select the session in the Sessions tab of the course, and move to the Events and Attendance tab.
Click on the filter icon on the left side of the table and use the available options to filter the events according to their attendance type, instructors, start and end date, properties, locations and videoconference tool. Click on the Columns Selector icon to select the columns you would like to include in the table, or search for events according to a keyword from the text search area.
Click on the ellipsis button at the end of the event row to perform one of the following actions:
|Edit||Edits the event details|
|Duplicate Event||Makes a copy of the event. In the right panel, type the name of the copied event and set a date for it. Optionally, you can assign the same instructors to the new event. When an event is copied, the new event will be created with all of the details of the original event, except for the venue assignment (for on-site courses) and enrollments. Access the new event details page to assign a location and a classroom to it. When duplicating events, take into account that the duplicated event may overlap other events already created in your platform. In order to prevent this behavior, enable the prevent overlapping of classroom sessions option in the Platform Advanced Settings, ILT tab. Remember that this option only works when duplicating events, and not when creating new ones.|
|Send Email to Instructors||Send an email to all of the instructors of the event, or to a selection of them. When you select this option, a slideout panel will open for you to compose the message and select the sender and the recipients of the email. Under the message area, you will find a list of shortcodes that can be inserted into the message of the email, by copying and pasting them. This option is disabled when no instructor is assigned to the event, or when none of the instructors has a valid email address.|
|Delete||Deletes the event. When an event is deleted, the event date and the user data regarding the event date attendance are deleted as well.|
You can perform the same action for multiple events. Select them by checking the checkbox at the beginning of the event’s row and click on Choose Action at the bottom right corner of the page to:
- quickly assign instructors for all of the selected events
- send an email to all of the instructors of the selected events. Unlike what happens when the action is performed for a single event, you cannot select individual instructors.
- delete the selected events
Managing Enrollments and Evaluations for Sessions
In order to enroll users in a session, select a session in the course and move to the Enrollments & Evaluations tab. Click on the plus button in the top right corner and select Enroll Users. In the right panel, select the users you would like to enroll, either individually, by group, or by branch. Click Next and select the sessions where they will be enrolled and Next again to move to the Additional Information tab to define the user level in the course and to fill out the enrollment additional fields, if any. Finally, move to the Notifications tab and select the notifications to send to the user upon their enrollment. This area lists all the Digest: User enrolled into a Course notifications in the platform.
When you enroll learners in a session, they will be automatically enrolled in all of the events included in the session. It is not possible to enroll learners in a single session event.
Once learners are enrolled in the session, they are listed in the Enrollments & Evaluations tab. Click on the ellipsis menu at the end of the user row to manage them according to the following options:
|Change Status||Quickly change the user status (ex. from in progress to completed). Please note that some statuses may be disabled, depending on the user’s current status. The change user status functionality is also used to enroll users in the session from the waiting list.|
|Evaluate||This option is available only if the session evaluation /completion is set to Evaluation Based. In the right panel, set whether the selected user has passed the session (that means, all of the events composing it) or not, or leave the option to Not Set when the evaluation is not needed or will be done in the future. Set the user completion date to mark the session as completed. Optionally use the Score text box to assign a score to the user and attach a file (such as a certificate) if desired. Flag the Mark the user as present at all of the events in the session option to mark the user attendance to all of the events included in the session, instead of doing it for every event, in the event Attendance tab. Finally, use the Learning Performance Evaluation text field to add comments to the evaluation. Please note that Instructors cannot evaluate themselves and cannot be evaluated by Superadmins.|
|Send Email||Use this option to send an email to the user. When sending an email to users from this area, a slideout panel will open for you to compose your message. Besides the recipient email and the body of the message, you can use the shortcodes listed under the Message text area.|
|Unenroll||Use this option to unenroll the user from the session.|
From the Enrollments & Evaluations tab, you can perform the same action for multiple users. Select them by flagging the checkbox next to their usernames and clicking on Choose Action at the bottom right corner of the page to quickly change the users’ status in the session, evaluate users, unenroll them from the session, or send an email. When sending an email to multiple recipients from this page, remember that it will be sent to the selected users, independently from their status. If you have selected inactive users, the email will be sent to them as well.
Managing Sessions (UPDATED!)
All of the sessions included in an ILT or VILT course are listed in the course Sessions tab. From here, click on the item in the Events column to access the event management area and on the item in the Enrolled Users column to manage the session enrollments.
Click on the filter icon on the left side of the table and use the available options to filter sessions according to their instructors, start and end dates, location, attendance type, and other details. Click on the Columns Selector icon to select the columns you would like to include in the table, or search for sessions according to a keyword from the text search area.
Click on the ellipsis menu at the end of the session row to perform one of the following actions:
|Edit||Edit the session’s details|
|Print the session attendance sheet||Create a physical registration page that learners will sign to mark their attendance. Make sure you have selected the proper session date from the dropdown menu at the top, then press the Generate button (please note that the attendance sheet preview shows only five rows). You can also download the attendance sheet as a PDF file, or create custom columns in attendance sheets by pressing the Configure Sheet button in the top right corner. Now you want to flag the option to Enable custom attendance sheet settings for this course. The columns for the attendance sheet below will no longer be greyed out, and you can set them as necessary. If you are creating an attendance sheet using custom columns, the first field selected for the attendance sheet will be the sorting field, and sorting will be in ascending alphabetical order. Please note that this order is only possible for standard default fields of your platform: username, first name, last name, email and language. Custom fields that you’ve created will not be ordered alphabetically. Superadmins can create a customized attendance sheet to apply to all ILT course sessions. To do so, move to the Admin Menu, and click on the Advanced Settings option in the Settings area. Move to the ILT tab and use the Custom attendance sheet area to select the information you would like in each column of the attendance sheet. It is possible to define up to five columns per attendance sheet.|
|Learner view for the session||Understand what the session page will look like for learners. This page shows information for each session in which the learner is enrolled. Click on the arrow icon in the session’s row, to see information about the location together with the map preview.|
|Duplicate the session||
Make a copy of the session. In the right panel, type the name of the copied session and select how many duplicates you want to create. In order to select the repetition frequency, select the Set Sessions Frequency option and use the corresponding dropdown menus to select the frequency. Finally, set whether to copy session additional fields (remember that the enrollment additional fields are not duplicated). If there are mandatory session additional fields in the platform, the Additional Information tab becomes visible in the right panel. Use it to set whether to keep the additional data of the master session or to set new values. If you do not fill them, you will not be able to duplicate the session.
|Send Email to Instructors||
Send an email to all of the instructors of the session and to all of the instructors of the events composing it, or to a selection of them. When you select this option, a slideout panel will open for you to compose the message and select the sender and the recipients of the email. Under the message area, you will find a list of shortcodes that can be inserted into the message of the email, by copying and pasting them. If the events scheduled in the future have at least one instructor, you can restrict the email sending only to the active and the future events by selecting the corresponding option.
This option is disabled when no instructor is assigned to the session, nor to the events composing it, or when none of the instructors has a valid email address.
|Delete||Deletes the session|
From the Sessions tab, you can perform the same action for multiple sessions. Select them by checking the checkbox at the beginning of the session row and click on Choose Action at the bottom right corner of the page to:
- quickly assign instructors for all of the selected sessions
- send an email to all of the instructors of the selected sessions and of their events. Unlike what happens when the action is performed for a single session, you cannot select individual instructors.
- delete the selected sessions
Deleting a Session
When a session is deleted, the event, the users’ data about the event attendance, and the session training material not also available in the Central Repository are deleted too. The users in the session waiting list and those enrolled only in the selected session are unenrolled from the session and moved to the course waiting list, independently from their status in the session when it was deleted. The users who previously enrolled in the deleted session and also enrolled in any other session of the same course will not be moved in the course waiting list, and will keep their enrollments in the other sessions.
When deleting VILT (webinar) sessions, make sure you are deleting them directly in the platform, rather than in the external webinar tool.
Importing Sessions and Events via CSV
You can bulk import sessions and events via CSV files, speeding up the creation of sessions and events in your platform. Learn more.
Notes on Adobe Connect V2
If you are integrating with Adobe Connect V2, when selecting Adobe Connect Meeting or Adobe Connect Seminar as Video Conference Tool, you can optionally select a template and a folder to it. If your event will be carried out on Adobe Connect Seminar, the template selection is optional, while the association to a room is mandatory. Find out more in the Adobe Connect article of our Knowledge Base. Because of a limitation in Adobe Seminar, it is not possible to create two seminar events that overlap in time. There must be a gap of at least 30 minutes between one seminar event and the other. If two seminar sessions overlap, both events will be created in the platform, but only the first-created event will be created in Adobe.
If you import webinar ILT events via CSV, the value of the sco-id attribute is available in Adobe Connect.
Moreover, an additional option is available among the Attendance Options. The option name is Mark the event as attended if the user spends at least % of the total time of the webinar in the webinar tool. Use this option to set a minimum percentage of time that users have to spend in the event in order to mark it as completed. The percentage is calculated on the event total duration.
When setting the minimum percentage of time, please consider that the event actual duration may be different from the estimated one, since it may start or finish before or after the estimated time. In order to avoid little delays impacting the event completion, we suggest not to set the percentage to 100%, but to keep it at 90-95% maximum.
When selecting the Mark the event as attended when the user joins the webinar attendance option, the percentage value set in this area will not be taken into consideration.
If you select the Mark the event as attended if the user accesses the recordings attendance option and the user accesses the webinar recordings, the event will be marked as completed upon accessing the recordings, even if the user did not attend the webinar or attended it without reaching the minimum attendance percentage.
When the Mark the event as attended if the user spends at least % of the total time of the webinar in the webinar tool is selected, you can track the time spent by learners in Adobe Connect V2 session using the Webinar Tool Time in Session field in the new Custom Reports.
If you want your users and managers to immediately know when certain events have occurred, make sure that the Notifications app is active in your platform, and that you have correctly created and configured the following notifications:
|ILT session changed||Triggers when changes are made to an ILT session’s date, time, location, or when the session Max subscriptions quota value is changed in the Properties menu, Catalog Options tab.
Depending on the selected target, it notifies Users enrolled in the session, Instructors enrolled in the Course Session/Events, and Power Users who have visibility over the Course (irrespective of whether they have visibility over users enrolled in the session or not) or all Superadmins.
|ILT session deleted||Triggers when an ILT session is deleted by an administrator.|
|ILT session starting||Informs parties of when their ILT session is about to or already has begun.|
|New ILT session created||Triggers each time an ILT session is created by a Superadmin or power user. Sends to all users subscribed to the course.|
|User approved into ILT session||Notifies the audience that a user has been approved by an administrator for an ILT session. Users receive this notification when they are approved. Power users must be assigned the course and user to receive the notification.|
|Users enrolled in ILT session||Notifies the audience when a user has been enrolled in an ILT session. Please note that this does not apply to moderated self-enrollment.|
|User has failed ILT session||Triggers when an admin or instructor fails a learner in an ILT session.|
|User has passed ILT session||Triggers when an admin or instructor passes a learner in an ILT session.|
|Users unenrolled from ILT session||Notifies the audience when a user has been unenrolled from an ILT session.|
|User waiting to be approved to an ILT session||Triggered when a user self-enrolls into an ILT session. The notification is always sent when the course enrollment policy is set to Admin approval, and when it is set to Free but the user is placed in the course waiting list because the session is full.|
|User was declined from an ILT session||Triggered when the Superadmin rejects the self-enrollment of the user in an ILT session.|
Users and managers will only receive notifications about their checklists if the Notification feature is active in the platform and if you, as the Superadmin, have properly set up the notifications listed above.