You can use events and sessions to publish online or classroom based training events and other meeting types. Events and sessions are published to learners through the Civica catalogue. Events appear as regular tile-based content items within the catalogue. When clicked, the event landing page lists all of the available sessions that the learner can enrol onto. Learners can also manage their session attendance from the event landing page. For example, they can cancel a session enrolment or register interest for future sessions not yet scheduled.

Sessions also appear on the learner's calendar within the Web learner portal. Learners can browse available sessions by date and enrol onto them. Subject to enrolment approval, their enrolment is confirmed via email.

There is a one to many relationship between events and sessions. Use events to model a classroom or online training event or meeting, and use sessions to define the specific instances of that event, running at a particular location (physical or online) on a particular date. 

To create a new event

1. Log in to your Administration portal.
2. On the NAVIGATION pane, click Catalogue.
3. In the ACTIONS section, click Add event.
4. Optionally, to change the event's image away from the default and to an image of your choosing, complete the following steps:
   • On the Event page, in the THUMBNAIL section, click the thumbnail image.
   • In the Media dialog box, click the desired image, and then click Done.
5. On the Event page, in the DETAILS section, in the TITLE box, enter a title for the event.
6. In the DESCRIPTION box, enter a description for the event. 
7. In the DISPLAY TYPE section, enter the type of the item, as you want it to be displayed to learners in the Learner portal. We recommend that you only change this value where it is appropriate, and that you limit the number of display types to ensure that the filter is meaningful to learners. Note that where values are chosen that differ from the standard Civica Learning values, these values will not be localised in the learner portal.
8. Optionally, in the CATEGORIES box, select one or more categories to associate with this event. Categories help learners locate content, by applying category filters.
9. In the COMPLETION section, you can configure the completion behaviour of the item. The following options are available:
   • Automatic and manual. Enrolled learners are automatically marked as having attended the event, after the end of the session. They have the option to override their attendance after the session.
   • Automatic. Enrolled learners are automatically marked as having attended the event, after the end of the session. The learner has no way of overriding this.
   • Manual. Enrolled learners must mark their attendance by using the learner portals. The system will not apply any status automatically.
   • Administrator only. Enrolled learners are not marked as having attended the event, and they cannot mark their attendance. Administrators with appropriate permissions can set the learner's attendance status.
10. In the TARGET USERS section, select the user groups or organisational units containing the users you want to see the event in their catalogue and on their calendar.
11. In the OWNERS section, specify who is the 'Owner' for the item. This will default to the admin that creates the item, but you can specify one or more users or groups as the owner. Where admins have Content administrator permissions, and they are included as an owner for an item, the content administrator can update all of the information associated with the item.
12. Optionally, in the DEFAULT SESSION CPD CREDIT section, if this event qualifies as earning CPD points or learning hours, define the number of CPD points and/or learning hours that the learner should receive following event attendance.
13. Click Save to save the basic event definition.

Next, you need to schedule some sessions for the new event.

To add sessions to an event

1. Log in to your Administration portal.
2. On the NAVIGATION pane, click Catalogue.
3. On the Results page, click the required event.
4. In the SECTIONS section, click Sessions.
5. In the ACTIONS section, click Add a new session.
6. In the Add a new session dialog box, in the START DATE boxes, enter the session's start date and time.
7. In the END DATE boxes, enter the session's end date and time.
8. In the ENROLMENT DEADLINE boxes, enter the session's enrolment deadline date and time. Beyond this deadline date, learners are unable to enrol via the system.
9. In the CANCELLATION DEADLINE boxes, enter the session's cancellation deadline date and time. Beyond this deadline date, learners are unable to cancel their enrolment via the system.
10. In the AVAILABLE SEATS box, enter the available number of seats for the session. This seat count is decremented each time someone completes their enrolment onto the session. When no more seats are available, additional learners are unable to enrol onto this session.
11. In the TYPE box, depending on the configuration of your lms, you will be able to select from the following options:

• • Other
  • Teams
  • Zoom meeting 
  • Zoom webinar 

       Please select the option you require.

NOTE: The availability of the Teams and Zoom options depends on whether the relevant integrations have been configured with your system. 

1. In the LOCATION box, enter the location of the session, which might be a town or city or a more detailed address. Enter Online or equivalent to signify an online web-based session.
2. In the NOTES box, enter some notes specific to this session. For example, you can include specific venue details or joining instructions. You can also include map locations if required.
3. In the INSTRUCTORS box, enter an Instructor who will be leading the session if this is something you require. 
4. In the CPD POINTS box, enter the number of CPD points that the learner should receive following session attendance, if this session qualifies. The values here default from the event level settings.
5. In the LEARNING HOURS box, enter the number of learning hours that the learner should receive following session attendance, if this session qualifies. The values here default from the event level settings.
6. In the EXTERNAL REFERENCE box, enter an external reference for this session. This external reference value appears in the content status export CSV files and can be used to associate the specific session with a session on an external system, for example an HR, HRIS or ERP system.
7. If you want to notify learners who have registered interest in the event, that a new session has been added, check the Notify users who have registered interest in this event option, then click Add to add the session to the event.

To add attachments

You can add file attachments to an event. For example, you might want to attach a PDF document that provides further information about the event you're organising, or perhaps some details about the venue being used to host the event. To do so:

1. Log in to your Administration portal.
2. On the NAVIGATION pane, click Catalogue.
3. On the Results page, click the required event.
4. In the SECTIONS section, click Attachments.
5. In the ACTIONS section, click Upload attachments.
6. In the Upload attachments dialog box, either click Browse and locate the file or drag-and-drop the file onto the Drag and drop files here box to attach.
7. When the upload has completed, click Close.
8. The file attachment will now appear for learners to access in the following areas:
   • On the event landing page.
   • On the Calendar page of the Web learner portal, when the learner clicks on the session, the session dialog box that appears.

Related

• Explained: Events and sessions
• How To: Configure enrolment requirements
• How To: Export event and session attendee lists