Live Learning: create an event with a series of sessions – Knowledge Base

Allow learner registration for an event made of a series of sessions

See Live Learning: create and edit a learning event

Availability of session series: all customers
Availability of the redesigned course experience: available on request

Session series: overview

Set up events made up of a series of sessions, ideal for training you provide for groups of learners like new hires.

When you register learners or they register themselves for an event, they are automatically registered for all sessions at once.

If learners miss 1 session, they can join the next session on the same topic, without repeating all the training.

This session series option is ideal for meeting cohort training needs, where you are training a group of people at once, and running sessions regularly.

Optional: manage event and session visibility

By default, all Live Learning events and sessions are visible to admins, and to all event owners and session instructors. Owners and instructors can view all the events and sessions within a portal.

Optionally, at the event level you can limit visibility of events and sessions to admins, and to the event owners and instructors assigned to the event or the session. For sessions in a series, instructors for a given session can view all the sessions in the series.

This option can increase the security of events with sensitive content. It also helps instructors find the events relevant to them more easily. When turned on:

owners see only their own events
instructors see only the events and sessions where they are the named instructor

Session series scenario: new hire training

New hire training: an instructor can set up and register a group of new employees for all sessions in an event. Learners must attend each session to complete their new hire training. New hire training runs every month. The sessions in each series have topics you enter. For example:

Session 1: Physical location, facilities and nearby amenities
Session 2: Payroll and financial details: what you need to provide
Session 3: Health benefits and pension: what you need to know
Session 4: Organization structure and departments
Session 5: Health and safety for new hires
Required accreditation: in highly regulated industries and fields, set up a series of sessions repeated on a schedule, so that learners can maintain their accreditation. All learners who get accreditation together can enroll together to retain their qualifications

You can set up events so that:

all sessions are required. You can set an optional threshold attendance. For example: you must attend 75% of the session for the session to count as attended
some sessions are required, and some are optional. For example: you can set up 3 required sessions, and 1 session for optional Q&A. The optional Q&A’s attendance doesn’t affect the event completion

Plan your session series to create a template

Tip: plan the number of sessions, the session titles and their descriptions outside of LearnUpon, before creating the event and the series within the event. They’ll appear in every series you schedule for this event.

When you create a new event you set up the structure for the session series. That structure acts as a default template for the sessions you schedule afterward. The Session name you provide becomes the topic for those sessions. Whenever you schedule a new series, the series starts from the default. You can edit details as required, or merge and split sessions, but can’t change the default series.

The following screenshot shows the Series structure options within a session series event.

live learning creating a series.png

Merging and splitting sessions

Sometimes as you develop a training program you find out 1 session isn’t enough to cover all the content, and you need to divide a session. Alternately, you can find that you can cover 2 sessions' worth of content in 1 session.

LearnUpon’s session series can merge or split a new session series, to accommodate changes in your training program, so that future events benefit from the experience of an earlier training cohort.

The session topics help you track and make sure that any learner who joins split or joined sessions from another cohort’s event attends the correct session. The learner doesn’t have to repeat all the sessions, only the sessions they missed.

Series notifications for learners

Learners receive a notification for each session. Advise your learners to expect an email about each session with a calendar attachment.

Currently, LearnUpon provides default notification templates for session series for learners, instructors, and owners. These templates are not editable by admins.

Prerequisites

To use the session series feature, you need the redesigned interface and course experience for learners turned on in your portal. Ask your Customer Success Manager or the Support team to turn on this feature.

See: Learner view: redesigned interface and course experience

To send notifications for Live Learning events, make sure the notification feature is turned on for the portal. If the feature is turned off, you'll see an onscreen notice when you add or edit notifications in the event.

See: Live Learning: set up Live Learning

Access permissions

See: Live Learning: create and edit a learning event

Create an event with session series

Currently, Automatic registration for the first available session is not available for session options.

Note: Make sure you set up the correct number of sessions before saving the event. The structure becomes the template for future session series.

After saving the series structure, you can't add or remove sessions from this series.

From main navigation go to Live Learning.
Select + New event.
In Event details:
- select Session series
- enter Title: the name of the event, which is visible in Live Learning, and to learners in their courses
- enter Description (optional): all learners can see this description in their courses
In Event team, select:
- Event owner: change the default owner listed, or add more owners as required
- Instructors: choose from instructors and managers with instructor permissions in your portal
Optionally: in Event and settings access, select Limit this event and its sessions accessibility to assigned course owners and session instructors.
In Event settings, select:
- Allow event to be added to multiple courses: default is off
- Event overbook: Disable (default) or Enable
For Learner registration and attendance, choose what happens after learners enroll or are enrolled in a course.
- Automatic registration for the first available session (not available during Early Adopter Program)
- Manual registration by an admin or event owner
- Give learners the option to self register and join the waitlist if it is enabled
- Give learners the option to cancel registration
For Session attendance: you define which sessions are required for session series. Optionally you can select:
- Minimum session attendance required: set how much of each session a learner must attend for a Completed session
For Learners who do not meet the attendance requirement select an option:
- Can attend another session instead
- Are marked as not having completed the event
- Are allowed to retake only missed sessions
For Series structure, set up the sessions you need for this event, including:
- Session name: this name becomes the topic name
- Add description: optional
- Attendance required: is on by default. Uncheck the setting to make attendance optional
Select + Add session to add as many sessions as you need. Select the delete icon to remove sessions.
For Email notifications, select the notifications required for event owners, instructors and learners. If you select Session reminder, enter a number for Days before the session starts.
Select Create to finish.

After you create the event with a series of sessions, you schedule the sessions. See Live Learning: schedule a session series, including merging and splitting sessions.

Edit a Live Learning event

You can edit details of a session series event, the same way you do for other events. See: Live Learning: create and edit a learning event.

After creating the event you can’t change the series structure at the event level. You can change the sessions when you schedule them. See Live Learning: schedule a session series, including merging and splitting sessions.

Use an existing event with sessions in series as a template

After you set up an event with the series of sessions you use most often, you can use the event as a template. Copy your existing event’s settings to save time when creating multiple events at once.

The copy contains all the settings of the template event, set to the current date and time. You can edit the new event further as required.

Note: for smaller screens, use the horizontal scroll bar to access the 3-dot menu.

From main navigation go to Live learning > your event.
Go to More (aka 3-dot menu) > + Create from this template to create a new event.
Give the event a new name.
Review and edit the settings as required.
Select Create to finish.

The following screenshot shows the More > + Create from this template step for a selected event.

session series create using a series as a template.png

Delete a Live Learning event