Allow learner registration for multiple sessions at a time
Register learners, or let learners self-register for as many sessions as required at the same time. This option expands on the existing Live Learning events feature that allows registration for 1 session at a time.
See Live Learning: create and edit a learning event
Availability of session options: all customers
Availability of the redesigned course experience: available on request
Session options with active registration: overview
Set up events that allow learners to register to more than one session at a time, through the Active registrations option. You select this option when you set up events with session options, as highlighted in the following screenshot.
This option is available for manual registration by the training team, or as manual self-registration by learners. It isn’t available for automatic registration.
Active registrations works well in training scenarios like:
- Office hours: an instructor can set up and register learners for all sessions for full length of the course in advance. Learners need to attend a minimum of 1 session, but have the option to attend more sessions, as required
- Lunch and learn sessions: add lunch and learn sessions with required or optional attendance
- Multiple sessions across timezones: learners can register for more than one session depending when they can attend, but are only required to attend 1 session
Required or optional sessions
You can define how many sessions are required for learners to attend. LearnUpon offers different settings depending on whether your sessions are Required or Not required.
You can set up events so that:
- all sessions are required. In this scenario you specify how many sessions are required, and how long to allow learners to register for sessions
- some sessions are required, and some are optional: of many sessions available, learners must attend a fixed number over the course. For example: of 5 sessions, learners must attend 3 successfully to meet the requirement, and can optionally attend 2 more
- for required sessions, learners must reach a minimum session attendance, as a percentage of each session. The default is 75% of each session. For example: in 1 hour sessions with a 75% attendance theshold, learners must attend 45 minutes of each session
- all sessions are optional, and the session attendance doesn’t affect the course completion at all. When all sessions are optional, LearnUpon marks the event as Completed as soon as the course starts, whether learners attend sessions or not
When sessions are required
The following Timeframe for registrations options are available for Required sessions.
Allow registrations to the event until they have met the requirement
Learners can access the event until they meet the session attendance requirements.
If learners do not attend a session, the event is marked Failed.
Allow registrations until learners attend X sessions
You set X sessions as higher than or equal to the required sessions figure set in Session attendance. Once learners are recorded as attending the stated number of sessions, LearnUpon removes their access to the event, and removes learners from any waitlist or outstanding registrations.
If learners don’t attend a session before meeting the attendance requirements, the event is marked Failed.
Allow registrations for X days after course enrollment
This setting lets learners register for sessions up to X days after they are enrolled in the course. After that time passes:
- learners can’t register for additional sessions
- the application removes them from any waitlists
- learners can cancel any registrations, but can't register for another session
Where learners are registered for sessions and not on a waitlist, they can attend those sessions, regardless of how far in the future those sessions are.
If learners don’t attend a session before meeting the attendance requirements, the event is marked Failed.
When sessions are optional
The following Timeframe for registrations options are available for Not required sessions.
Allow registrations indefinitely
The learner can register for and attend sessions without limit.
Allow registrations until learners attend X sessions
The setting allows learners to attend X sessions. Once learners are recorded as attending the stated number of sessions, LearnUpon removes their access to the event, and removes learners from any waitlist or outstanding registrations.
Allow registrations for X days after course enrollment
This setting lets learners register for sessions up to X days after they are enrolled in the course. After that time passes:
- learners can’t register for additional sessions
- the application removes them from any waitlists
- learners can cancel any registrations, but can't register for another session
Where learners are registered for sessions and not on a waitlist, they can attend those sessions, regardless of how far in the future those sessions are.
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
Optional: manage session visibility to selected groups
At the session level, you can limit visibility of some sessions to selected groups, including the learners, their managers and the instructors who lead the sessions.
This option is different from limiting an event and its associated sessions to selected owners and instructors, as described elsewhere in this article.
When you create sessions limited to selected groups:
- admins can see all sessions, and all assigned learners by default
- managers can see sessions for the groups and learners they manage. They won't see sessions for groups they don't manage
- instructors see the learners registered for the sessions, and see the sessions they are assigned to lead. Instructors don't see any data related to groups
- learners within the groups can see and access the sessions. If self-registration is turned on, they can register for sessions when they belong to the selected group
When you register a learner in a group to a group-restricted session, and then remove the learner from the group, the learner stays registered, and can complete the session.
If the learner leaves the session by cancelling their registration, they cannot access the session again unless someone adds them to the group again.
Prerequisites
To use the session options 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 multiple registrations and required attendance
Note: Automatic registration for the first available session is not available for multiple registrations at at time.
- From main navigation go to Live Learning.
- Select + Create event.
- In Event details:
- select Individual sessions (default)
- 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 Event overbook: Disable (default) or Enable
- For Learner registration and attendance options choose what happens after learners enroll or are enrolled in a course.
-
Manual registration by an admin or event owner (default)
- Give learners the option to self register and join the waitlist if it is enabled
- Give learners the option to cancel registration
-
Manual registration by an admin or event owner (default)
- For Active registrations select: Allow learners to be registered for multiple sessions at a time.
- For Session attendance: select Required (default), and select further options:
- Session(s) required: enter a number of sessions
- Minimum session attendance required: set how much of each session a learner must attend for a Completed session
- Can attend for another session instead (default)
- Are marked as not having completed the event
- For Timeframe for registration, select one of the following options:
- Allow registration to the event until the learner meets the requirement (default)
- Allow registration to the event until they have attended X sessions. Enter a number of sessions to meet the requirement
- Allow registration X days after the enrollment. Enter a number of days when learners can register for sessions after enrollment in the course
- 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.
The following screenshot shows the Session attendance and Timeframe for registration options for a live learning event with Required attendance.
Create an event with multiple session registrations and optional attendance
Note: Automatic registration for the first available session is not available for multiple sessions at a time.
From Active registrations, when you select Allow learners to be registered for multiple sessions at a time, LearnUpon turns off Automatic registration for the first available session.
- From main navigation go to Live learning.
- Select + Create event.
- In Event details:
- select Individual sessions (default)
- 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
- In Event settings, select Event overbook: Disable (default) or Enable
- For Learner registration and attendance options choose what happens after learners enroll or are enrolled in a course.
-
Manual registration by an admin or event owner (default)
- Give learners the option to self register and join the waitlist if it is enabled
- Give learners the option to cancel registration
-
Manual registration by an admin or event owner (default)
- For Active registrations, select Allow learners to be registered for multiple sessions at a time.
- For Session attendance, select Not required.
- For Timeframe for registration, select one of the following options:
- Allow registration indefinitely
- Allow registration to the event until they have attended X sessions. Enter a number of sessions
- Allow registration X days after the enrollment. Enter a number of days when learners can register for sessions after enrollment in the course
- 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.
The following screenshot shows the Session attendance and Timeframe for registration options for a live learning event with attendance Not required.
Edit a Live Learning event
You can edit details of a session options event, the same way you do for other events. After creating the event you can’t change the session structure at the event level.
See Live Learning: create and edit a learning event > Edit a Live Learning event
Use an existing event with session options as a template
After you set up an event with the session options 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.
Delete a Live Learning event
See Live Learning: create and edit a learning event > Delete a Live Learning event.
See: