Live Learning: set up Live Learning – Knowledge Base

Offer in-person sessions or online webinars in courses

Notifications with calendar invites keep your learners up to date.

Availability: all customers

Your Customer Success Manager (CSM) or the support team adds the feature to your portal, or to your sub-portals.

Live Learning sessions include optional email notifications to tell learners about approaching dates and times.

Live Learning notifications are separate from course enrollment notifications. These emails can include calendar invites for learners to add straight to their own calendars.

To use iCal attachments and calendar invites effectively, learners must set their email and calendar to receive calendar content and accept invites.

Access permissions

admins with full portal permissions: can set up Live Learning events and sessions on a portal

To set up these features on a sub-portal, a top-level portal admin contacts the support team to add them to each sub-portal as required.

Background

Your existing portal settings for email affect session notifications. These articles provide context for how email works in the portal. See:

Email opt-out: if you let learners opt out of emails, those learners who opt out will not receive email notifications about sessions
Course notifications: set automated messages for course events: if you turn off course enrollment emails, learners still do receive email notifications about sessions
Standard LearnUpon-generated emails: overview: a summary of all automated messages

Session notifications: send email reminders for coming sessions

You turn on notifications for Live Learning sessions at the portal level.

Email notifications are separate from course enrollment notifications.

Note: Live Learning notifications require an email address. For organizations that have usernames as unique identifiers, make sure that all recipients - training owners, instructors and learners - have a valid email address in their profile.

If you do not use email notifications, you must keep learners informed about their coming sessions some other way.

For Live Learning sessions, these email notifications can include calendar invites for learners to add sessions straight to their own Gmail, Outlook and Yahoo calendars.

You can choose 1 of the following options:

Email with iCal attachment: learners manually download the attachment to add it to their calendar. For session updates or cancellations, the learner must update their own calendar with new iCal
Email with calendar invite: when learners select Yes, the session appears in their online calendar automatically. Session updates or cancellations appear automatically in most online calendars
Email without a calendar option: includes date and time and any webinar link, but no calendar content

You can also:

Turn on RSVP for live learning session emails: let attendees send confirmations, aka RSVPs, by email. When learners respond to invites with automated Yes, No, or Maybe through their email software, the session organizer can receive those messages.

Tip: if the volume of automated RSVPs for sessions is distracting or unhelpful for your session organizers, leave this option off.

Customize session email reminder time: set the reminder time before a session. By default, LearnUpon sets a reminder 15 minutes before sessions. You can change this to another time interval as required
Turn on email notifications for past sessions: add email notifications for past sessions to a module. Turn off the notifications, if attendees don't need them

Note: email clients (Gmail, Outlook and Yahoo!) handle RSVP and notification reminders differently. LearnUpon provides the options to use: you must test them in your client to confirm they work as expected.

Turn on Live Learning in a portal or sub-portal

From main navigation go to Settings > Courses > Live learning settings.
Select Turn on Live Learning events.
Optional: set Turn on event email notifications. For Live Learning, select 1 of the 3 options:
- Email with iCal attachment
- Email with calendar invite
- Email without a calendar option
Optional:
- Turn on RSVP for Live Learning session emails
- Customize session email reminder time. Enter a reminder time as a number, such as 5, 10, or 30 (minutes)
- Turn on email notifications for past sessions
Save to finish.

Once turned on, Live Learning is available to you when adding new course content.

Next steps: set up training locations and webinar connections

For Live Learning sessions: you turn on the feature in Settings, then set up one of the following options:

for in-person training, set locations. These locations appear as options when you create sessions. See Live Learning: set locations for instructor-led training sessions
for most online training, set up 3rd party webinar connections:
- Connect to Zoom
- Connect to Google Meet

MS Teams works differently from other providers, and has additional options and features.

See Connect to Microsoft Teams for all the articles about MS Teams.

Next steps: customize messages and reminders

After you turn on email notifications, you can tailor your messages further. For Live Learning sessions, you set up notification options in Live Learning event.

See:

Email and calendar documentation for reference

LearnUpon’s email notifications work with Gmail, Yahoo and Outlook as providers.

LearnUpon is not responsible for content outside this website.