You can use events and sessions to publish online or classroom based training events and other meeting types. 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. This relationship is shown here:
Viewing events and sessions
Events and sessions are published to learners through the Civica Learning catalogue. Events appear as regular tile-based content items within the catalogue, as shown here:
When clicked, the event landing page lists all of the available sessions that the learner can enrol onto, as shown here:
Learners can 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 as shown here:
Learners can browse available sessions by date, click a session they are interested in and then enrol onto them. Subject to enrolment approval, their enrolment is confirmed via email. The session enrolment confirmation email includes a calendar file attachment (a .ICS file) that enables the learner to add the session to their desktop or device calendar, in addition to their Civica Learning Web learner portal calendar.
Using events and sessions to publish online meetings
You can use events and sessions to publish online meetings using your preferred virtual conferencing or meeting system. Common examples include WebEx, Skype for Business, Google Hangouts, and GotoMeeting, but you can use any system that provides a joining link.
To publish an online meeting, create the meeting within your virtual conferencing tool, and copy the meeting joining link. Now create an event and a session in Civica to publish this out to your learners. For the location field, you can specify online or WebEx or any other location string that designates the event as an online event.
Within the event notes (which default to the session notes), use markdown syntax to include the online meeting joining link. To do so, use the following syntax, replacing the URL with the URL for you specific online meeting.
Click [here](https://meetings.webex.com/collabs/#/meetings/detail?uuid=M73UBVCBDIMWBO6KJXDWTJ2I97-2AWF&rnd=775137.98986) to join your meeting.
This markdown syntax appears as this when displayed to learners:
Click here to join your meeting.
You can also use Zoom and Teams when adding an Event session. This is dependent on the configuration of your Civica Learning. When using Teams or Zoom to publish an online meeting, the link to join the meeting will be automatically added within email enrolment confirmation.
Enrolling onto sessions
Learners must enrol onto sessions in order to confirm their booking. The enrolment process for sessions usually requires an approval process. The content administrator who publishes the event, can determine who the approver should be in response to a learner's enrolment request. Options include:
- Enrolment required with no approval necessary.
- Enrolment required with a designated approver for this item. The content admin can select a user specific to this event that should perform the approvals.
- Enrolment required with approval by the learner's assigned approver. With this option, the Approval property associated with the learner's user profile record determines who will perform the approval.
The nominated approver is notified via email that a learner has submitted a session enrolment request and they may approve or deny the request. On approval, the learner is sent an enrolment confirmation email with the full session details.
Optionally, where administrators enrol learners onto a session, they can be required to add additional notes to the enrolment to specify the reason for the enrolment. The requirement to add an enrolment reason, can be configured per event. The available enrolment reasons can be configured on the Settings | Advanced page.
Instructor sessions
You can assign an Instructor to a session. Instructors can view details about the Event sessions in their learner portal. Some of the things they can do are listed below:
- View current, upcoming and past sessions
- View Attendees and add users to the attendance register
- Mark users attended on the Attendance register
Registering interest in future sessions
Event landing pages feature a Register interest button. This enables any learner to register interest in any future sessions not yet scheduled. Perhaps for example, there are no suitable sessions currently published, but the learner is interested to attend a future one if possible.
NOTE: Learners are not automatically told when a future session is scheduled. The content administrator has access to the set of users who have registered interest and must notify these people manually.
Adding file attachments
It's often useful to attach one or more files as attachments to your sessions. For example, you might want to add a PDF document containing more information about the session - the full session agenda for example. You might also want to include venue details for a classroom session, or you might want to include other map or joining instructions.
For more information on creating events and sessions and adding file attachments, see How To: Create events and sessions.
Including map locations
You can also use markdown syntax within your event or session notes to include Google map locations. To do so, use the following syntax, replacing the URL with your map reference:
Click [here] (https://www.google.com/maps/place/Tortworth,+Wotton-under-Edge+GL12+8HQ/@51.6350256,-2.4449116,16z/data=!4m13!1m7!3m6!1s0x487198c03282c399:0x40b4c95e0d5a513e!2sTortworth,+Wotton-under-Edge+GL12+8HQ!3b1!8m2!3d51.6346379!4d-2.4382564!3m4!1s0x487198c03282c399:0x40b4c95e0d5a513e!8m2!3d51.6346379!4d-2.4382564) for the map location.
This markdown syntax appears as this when displayed to learners:
Click here for the map location.
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