Schedule a series of sessions in a live learning event
Create a series of sessions as part of an event, then set dates for the events.
Availability of session series: all customers
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.
See: Live Learning: create an event with a series of sessions
Plan your session series to create a template
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.
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.
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 or more 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.
Copying details for sessions in a series
When you schedule sessions within a series, you can copy some details to all the sessions. The Copy icon appears next to the fields where you can carry field contents to the whole series.
The Copy icon works from any session in the series.
After copying details they remain editable so you can change individual session details if required.
For in person sessions you can copy:
- Timezone
- Instructors
- Valid time window
For online sessions you can copy:
- Timezone
- Webinar account
- Instructors
The following screenshot shows part of an in-person session detail page, with the Copy icon next to Timezone and Instructors highlighted.
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
Schedule sessions in the series
After you create the series structure in an event, the series you schedule all start with the default number of sessions, with their titles, descriptions and attendance requirement already defined.
- From main navigation go to Live Learning, and select your event name.
- From the event page select Session series > + Schedule.
- From Schedule session series you can:
- review Session series name
- review Description
- Limit visibility to the following learner groups
- For Capacity and waitlist:
- enter a Min and Max capacity
- select Enabled or Disabled for session waitlist if required
- set Waitlist closure time if required
- For each session:
- select Session type: Online or In person
- review Session name and Description
- set
- Timezone
- for In person sessions: Location
- Start date, Start time
- End time, End date
- Instructors
- for online sessions: Webinar account
- for Custom session data: enter values as required
- Repeat steps 3 onward for each session.
- Optionally select + Add session, as required.
- Select Schedule to finish.
The Session series page shows you the name of the series and the number of sessions.
When you select the Session series title you can view each Session title and its schedule, as shown in the following screenshot.
Merge sessions in a session series
To merge sessions in a series, you need to schedule a new series within the event.
Currently you can edit a new session series, but can’t change the series structure at the event level.
After merging sessions, the merged session keeps the title of the first session, and lists the sessions' topics in the topics area. See the screenshot for an example of a merged session’s topic list.
These topics identify sessions across the event. If learners need to take a session from a different series, they can attend the correct session. See the following screenshot for an example.
- From main navigation go to Live Learning, and select your event name.
- From the event page select Session series > + Schedule.
- Examine the sessions listed, and decide which sessions to merge. In the first session you’re merging, select More (aka 3-dot menu) > Merge sessions. See the screenshot for an example.
- From the dialog that opens, choose the next session you need to merge, and select Merge. See the screenshot for an example of the dialog.
- Continue scheduling the sessions with dates, times and details as required.
- Select Schedule to finish.
Split sessions in a session series
To split sessions in a series, you need to schedule a new series within the event.
Currently you can edit a new session series, but can’t change the series structure at the event level.
After splitting sessions, the split sessions all keep the title of the first session: you can edit this title to distinguish the sessions.
- From main navigation go to Live Learning, and select your event name.
- From the event page select Session series > + Schedule.
- Examine the sessions listed, and decide which sessions to merge. In the first session you’re merging, select More (aka 3-dot menu) > Split sessions.
- From the dialog that opens, enter the number of sessions you need, and select Split. See the screenshot for an example of the dialog.
- Continue scheduling the sessions with dates, times and details as required.
- Select Schedule to finish.
Edit a session in a series
You can edit the title, description, capacity, date and time, and timezone of sessions after you create them.
You can’t merge or split sessions in a series after you create them. You need to schedule a new series to merge or split sessions.
See Live Learning: create and edit sessions
Register learners for a session series
Currently only registration for future sessions is available.
You can’t register learners, or let them self-register, for sessions in the past.
See: Live Learning: register learners for sessions
Delete a Live Learning event
See: Live Learning: create and edit a learning event
See: