Live Learning: overview and features – Knowledge Base

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Create Live Learning events to hold sessions

Events in Live Learning hold your individual in-person and online sessions.

In Live Learning you create the event once, and then modify it as needed. You set the event features and they apply to all sessions within the event. These event features include:

assign event owners. By default the person creating the event is the first owner. You can add more owners or change ownership
add event instructors
define whether the sessions are Required or Not required to complete the course.
- for Required sessions, define an attendance threshold - the amount of time learners must attend each session, so their attendance is recorded
- Required and Not required sessions offer flexible Timeframe for registration options, that determine how many sessions can access, or for how long. These options accommodate the varied scenarios for Live Learning. See Live Learning: create an event with session options

The following screenshot shows an example the Session attendance and Timeframe for registration options for a live learning event with Required attendance at sessions.

event registration session attendance and timeframe for registration options.png

add Event overbook option to allow learners to enroll in the event, even when sessions aren’t set up yet. Overbook also shows levels of interest in a topic, so you can plan sessions to meet the need. See Live Learning: use overbook to plan future sessions
add learners to sessions:
- automatically based on first available space
- manually by an admin or event owner, or through self-registration
set up automated notifications to the event owner, instructors and learners. See Live Learning: notifications overview

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

Once created, you can share the live learning events across multiple courses.

You can change most of these event details and settings as required, without republishing any courses that use the event.

The following screenshot shows an example event with session options and its details.

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.

Publish the course

After you create the event to hold sessions, you add it to one or more courses and publish them. You can add up to 5 events to a course at one time, with or without sessions available.

The event acts as a placeholder for coming sessions. Add the sessions you need now or later, based on interest, demand and availability.

See Live Learning: add an event to a course to a course and Publish a course.

Add sessions to an event: as many as you need

After you create a Live Learning event, you can maintain the event with new up to date sessions, without changing your published courses. Add more sessions with:

in-person, webinar integration or external webinar details
new dates and times
different instructors: either alternating sessions, or several instructors in 1 session
different registration numbers, aka number of seats available

All customers have access to in-person Live Learning events. Customers using webinar integrations choose between in-person and online events first, to determine which fields appear on the Schedule session page.

See Live Learning: create and edit sessions.

Live Learning supports Zoom, MS Teams and Google Meet integrations. You need to set up these integrations separately. See

For other meeting software options: you can add the URL for your session, and LearnUpon will include it in the session notifications.

Schedule individual sessions, or create a series of sessions

Live Learning's flexible session design lets you create sessions that meet your learners' needs.

Note: The session series and session options features 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

Allow learners to register to more than 1 session at a time

The Active registrations option meets training scenarios like office hours, lunch and learn sessions, and multiple sessions across timezones.

See Live Learning: create an event with session options

Set up events made up of a series of sessions

These sessions are 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.

See:

Register users automatically, manually or allow self-registration

Once enrolled on a course, you register users to specific sessions. Automatic registration puts learners in the first available session, adding learners in order of enrollment date. You can also

choose manual registration by an admin or the event owner
give learners the option to register themselves

You can offer both manual options at the same time. You can't offer automatic and manual registration at the same time.

See Live Learning: register learners for sessions and Live Learning: cancel session registrations.

Register learners directly to sessions, and enroll them in a course at the same time

For courses focused on instructor-led training, you can register learners directly to a specific session. The Live Learning event must be part of published courses: when you register learners, LearnUpon prompts you to choose a course to enroll the learner.

This option speeds up both session registrations, and enrollments for related courses.

See Live Learning: register learners directly to sessions, and to sessions in the past.

The following screenshot shows the dialog where you select an associated course for your learners, as you register them.

Register learners to sessions in the past, to keep their learner records accurate

For Live Learning events with manual learner registration, registering directly to the session also lets you register learners to sessions in the past. It resolves situations where learners attended a session but weren’t registered correctly at the time. This option is only available for individual sessions and not session series.

Tip: For sessions in the past, you can exceed the maximum number of learners listed for the session.

Use training overbook to add attendees, after cancellations

The Training overbook option lets you plan future sessions, manage cancellations and prevent fully-booked event sessions from blocking course enrollments.

For courses with a lot of attendees, turn on Training overbook to find out how many attendees are waiting for a cancellation.

If you do not use the training overbook: once the seats in available sessions are full, you can’t enroll any more learners on the associated courses.

Note: consider setting up Live Learning events without training overbook if your session capacity is limited, and you can’t increase the number of sessions.

You can’t set a limit on numbers. After turning on Training overbook for an event, all the learners who sign up, or are enrolled appear in the Unregistered learners list.

See Live Learning: use overbook to plan future sessions.

Manage session attendance records

You set requirements for session attendance at the event level, and they apply to all sessions, including:

Not required: not attending doesn't affect the course outcome. Suitable for optional sessions
Required: not attending affects the course outcome for learners. With this setting, you have 2 options:
- learners can attend another session: learners retain In Progress status
- learners do not complete the training: learners' status is Failed for this session

You can't change session details after a session is over. For example: you can't make a session mandatory after the session happens.

You can access attendance records to mark attendance after a session starts.

See:

Let learners mark their own attendance for in-person sessions

Note: The learner self-marking attendance feature needs 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

For future in-person sessions: set up a QR (quick response) code to print and display on site, or distribute to learners shortly before their session. The code is unique for each session, including for a series of sessions. You can't set a single QR code for a series.

Learners can scan the code with their mobile devices on arrival, to show they attended the session.

You define the time window before and after the session to accept attendance records. If learners miss the window, you can edit their attendance manually as required.

For additional security, you can require learners to enter their email address to receive a one-time passcode (OTP), to confirm their attendance. By default, scanning the code lets learners log in without an additional step

The following screenshot shows Learner self-marking settings for an in-person session. The Confirmation type is the default Login, and does not require a one-time passcode (OTP).

Optionally: you can regenerate the code if required - for example, when you change the training location, and want to make sure that attendees show up to the correct location to attend. This option is available when you edit an existing session.

To access the QR code:

create the session, including entering details in the Learner self-marking settings
access the code from the Session overview page
download to print the code or distribute it by email

The following screenshot shows a sample session with More (aka 3-dot menu) open, showing Download QR code.

Working with QR codes

When learners scan the QR code with their mobile devices, they are asked to log in to LearnUpon or their whitelabelled portal with whatever authentication method your organization uses.

Some devices can scan automatically through their camera, others require a QR app. If learners get stuck, their instructor can record their attendance manually for the session.

Unregistered learners can't complete the attendance check through the QR code. The instructor must register them to allow the learner to complete attendance using the code.

When learners scan too early, they see a message to check again later.

When they scan too late, they see a message to speak to their instructor.

When they accidentally scan twice, they see a confirmation that their attendance was recorded.

Copy courses containing Live Learning content

Use a single course with Live Learning events and sessions as a template for other courses within 1 portal, or copy courses from one portal to another. LearnUpon treats copies within a portal differently from copies between portals:

when you copy a course within a single portal: you use the same event over and over in the copied courses. The same event and same sessions appear in more than 1 course
when you copy a course to another portal: LearnUpon makes a copy of the event for the copied course, and appends "- Copy" to the name of the event. LearnUpon creates new sessions with the same dates and times as in the original, but these are wholly separate sessions from the original

Consider how you want to manage events and sessions, before you copy a course containing a Live Learning event.

See Courses: copy a course

Use an existing event as a template

After you set up an event with the options you use most often, you can use an event as a template for more events. Copy your existing event’s settings to save time on creating multiple events at once.

See Live Learning: create and edit a learning event

Use API to manage Live Learning modules

The API's module parameter accommodates Live Learning events: the API treats them as modules. See Live Learning: changes to API parameter module id.

These changes in the API apply to Live Learning modules only: other module types are not changing.

See all articles in the Knowledge Base section about Live Learning: Live Learning

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