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ILT Center: create and edit sessions

Elizabeth Brown
  • Updated

Summary

Create instructor-led training (ILT) sessions within a module in the ILT Center. Edit sessions and add new ones as you need them.

ILT Center features are available to all customers.
Webinar integrations, and tracking session attendance, are available depending on your LearnUpon plan.

See ILT Center: overview and features for background about the ILT Center.

Your Customer Support Manager (CSM) or the support team adds the feature to your portal. 

Access permissions to create and edit ILT sessions

Admins have full access to courses, ILT Center, and sessions, by default.

For instructors, and managers with instructor permissions, to access sessions you must own the training in the ILT Center.

To become an owner, you need permissions to create and edit courses. See:

Prerequisites for creating ILT Center sessions

Before creating ILT sessions you need to:

Creating sessions: overview

Sessions within modules are flexible. You can create sessions:

  • before or after adding the module to a course
  • before or after publishing the course

Tip: You can continue adding sessions after publishing. New sessions added to a module do not require a new version of the course.

From the ILT Center you can use a module’s More (aka 3-dot) menu to reach module options. The following screenshot shows the options available: Overview, Edit training, Add session, Delete.

ILT_Center_module_more_menu.png

For organizations that use in-person sessions only, Schedule session shows only fields which apply to in-person sessions.

For organizations using webinars, you select a session type first: online or in-person. LearnUpon displays the scheduling options you need.

For your Session name: by default LearnUpon enters the module name. You can change this name: for example, add reference to a timezone or location, up to 255 characters.

The following screenshot shows an example of 2 sessions with names for regional sessions.

view_of_sessions_with_edited_names.png

For your session Capacity: if you leave these fields blank, LearnUpon allows unlimited registrations for the session.

Currently, the minimum Capacity is advisory only and doesn't affect the session. For example: if you set a minimum of 5 attendees and only 3 are assigned to the session, LearnUpon doesn't cancel the session. The training owner can cancel the session if required.

For your session Description: by default LearnUpon enters the training description. You can change this description to customize it for individual sessions.

The Description field uses a version of CKEditor as a rich text editor. You can format the description with text styles, colors and fonts to bring your brand to ILTs. See Use the rich text editor for background.

The editor in the ILT Center doesn't support images or raw HTML.

You set training as Required or Not required in the ILT, rather than the session. See ILT Center: create and edit an ILT module. For Required training: if you set a minimum attendance for required sessions, you see a reminder of this requirement when you set Start time and End time.

The following screenshot shows an example of the reminder of 75% minimum attendance, when you create a session.

create_session_with_minimum_attendance_required_shown.png

Create a session: in-person sessions only

  1. From main navigation go to ILT Center > my ILT module.
  2. From Overview select + Schedule to create a new session.
  3. In Session name, the ILT module name appears by default. Edit if required.
  4. Select options from the following fields:
    • Location: optional. Select a location from the dropdown. Selecting a location sets the timezone automatically
    • Timezone: select if required

    • Date: default selection is the next day

    • Start time and End time: default time is 11:00 AM to 12:30 PM
    • Instructors: select instructors and managers with instructor permissions available in your portal. By default the instructor list includes the person creating the session
    • Capacity: optional. Indicate the minimum and maximum number of attendees if required
    • Description: optional. The training description appears by default. Edit and format if required
  5. Schedule to finish.

The session appears in the list.

The following screenshot shows Schedule session for in-person training.

in_person_session_with_custom_title_and_description.png

Create a session with a webinar 

For organizations using webinars, you select a session type first: online or in-person. LearnUpon displays the scheduling options you need. If you select In person, follow the preceding instructions.

The following screenshot shows the Session type options.

choice_of_session_type_in_person_or_online.png

  1. From main navigation go to ILT Center > my ILT module.
  2. From Overview select + Schedule to create a new session.
  3. From Session type, select Online. 
  4. In Session name, the training name appears by default. Edit and format if required.
  5. Select options from the following fields: 
    • Timezone: required
    • Date: default selection is the next day
    • Start time and End time: default time is 11:00 AM to 12:30 PM
    • Instructors: select instructors and managers with instructor permissions available in your portal. By default the instructor list includes the person creating the session
    • Webinar account: required. Select from a dropdown of accounts available. Zoom requires an additional choice of Meeting or Webinar format
    • Capacity: indicate the minimum and maximum number of attendees
    • Description: optional. The training description appears by default. Edit and format if required
  6. Schedule to finish.

The session appears in the list.

The following screenshot shows Schedule session with sample options, using Zoom.

online_session_with_custom_title_and_description.png

The following screenshot show multiple sessions available in one module, both in person and online.

list_of_sessions_with_edited_names.png

Edit a session

You can edit some session details before the session starts. You can't change details for a past session.

For Online sessions with Zoom, you can't edit the Zoom format of Meeting or Webinar.

  1. From main navigation select ILT Center > my ILT Center module.
  2. Select Sessions to view the sessions available.
  3. Select the individual session to view its time and date details, and any registered learners.
  4. Select Edit session.
  5. Change the details as required.
  6. Save changes to finish.

Cancel a session

You can cancel a future session which has learners registered to it.

When you cancel the session, the learners return to the ILT’s Unregistered learners.

If your training uses automatic registration, and you have capacity in other sessions, the learners go straight from Unregistered learners to a new session.

  1. From main navigation select ILT Center > my ILT Center module.
  2. Select Sessions to view the sessions available.
  3. Select the individual session.
  4. From the session overview, select Cancel.
  5. In the confirmation dialog that opens, select Yes.

Delete a session

You can delete a past or a future session, if no learners are assigned to the session.

Deleting empty sessions doesn't affect the module or the course.

  1. From main navigation select ILT Center > my ILT Center module.
  2. Select Sessions to view the sessions available.
  3. Select the individual session.
  4. From the session overview, select Delete.
  5. In the confirmation dialog that opens, select Delete.

See:

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