Quick Start for Instructors: Live Events
This quick start shows instructors and training coordinators how to run Live Events in InstructorSite: schedule an Event, send meeting requests, share the registration link, manage the roster and record attendance.
If your screens look different from these, your site is still on the previous design. The tasks are the same, but some labels and their places differ.
An Event is one scheduled session of an Instructor-Led or Hybrid Course, at a set time, in one or more locations or online. To schedule Events, you need a role that lets you manage Events, such as Event Manager. See Suggested Roles for New Instructors.
Find Your Way Around
The top bar is on every InstructorSite page.
- InstructorSite: opens the home page.
- New: creates a Course, Event, Plan, Resource and more.
- Live Events, Courses, Resources, Plans, Users, Reports and More: the main pages.
- Search: finds Courses, Events, people and more. Press Ctrl+K (⌘K on a Mac).
- The bell: your To-Do list, such as attendance to record.
- The gear: Global Settings, for administrators.
If you use other UniversitySite sites, their icons are in a column on the left. Help is at the foot of that column, or press ?.
The Live Events page lists upcoming Events. Its Needs your attention panel counts the Events that need attendance recorded, meeting requests sent or evaluation requests sent.
Schedule an Event
- In the top bar, select New, then Event.
Or, on the Live Events page, select New Event. - Choose the Course.
- Enter the Date and Time.
- Under Location, choose the Type: Online, Meeting Room, Meeting Room + Online or 1-on-1.
- Add each meeting room with Add Location, and set its Capacity.
- Under Contacts, add the instructor and anyone else running it.
- Select Save Event.
If the Course doesn't exist yet, create it first with New › Course. Don't change the Course's title or description for one Event. Add special instructions to the Event instead.
For details, see Events - Create New/Schedule and Schedule a Recurring Event.
LearningSite first shows people the Events at their own office, plus online Events. They can switch to other offices. Audiences, and the Visible in LearningSite switch under Security, decide who can see an Event at all.
An online Event can be limited to some offices with Specific Locations. See Schedule an Online Event Visible to All Offices.
Send Meeting Requests and Updates
After you save an Event, InstructorSite shows Send updates for this event? with the messages waiting to go out. Nothing is sent until you choose to send.
- Check the people listed under each kind of message. Clear any you don't want to send.
- Select a person to see a Preview of their message.
- Select Send N.
Or select Don't send to leave them for later.
Meeting requests that are still waiting are counted under Needs your attention, and shown on the Event's page. When you change an Event's time or location, the same page offers updated meeting requests. To email registrants or invite people, use the Event's Mail Manager tab.
Share the Registration Link
- Open the Event's page.
- Select Share.
- Next to Register for this event in LearningSite, select Copy Link.
- Paste the link into your email, web page or calendar invite.
When the Event has one location, the link registers the person, if they're allowed to register. With more than one, it opens the Event and asks them to choose.
Announce Upcoming Events
Send one email that lists several upcoming Events, such as a monthly schedule.
- On the Live Events page, select Send Schedule of Events.
- Narrow the list with the Date Range, Tags or other filters, then select Next.
- Choose recipients with To....
- Edit the Subject and Message.
- Choose Group by Course or Group by Date, then select Next.
- Review the messages, then select Send.
Each person sees only the Events at their location and in their audiences.
Manage the Roster
People who register appear on the Event's Registrants tab. You can add or remove people there and swap them with the standby list.
When an Event is full, new registrants go on standby. If a seat opens before the Event, the first person on standby gets it automatically, with a meeting request.
To print a sign-in sheet, select Print on the Event's page. See Add or Remove Registrants on the Roster.
Encourage people to register themselves. When you add people and save the roster, InstructorSite offers their meeting requests to send.
Record Attendance
After the Event, record who attended so their Learning History, Plans and certificates are right. Events waiting for attendance are listed under the bell, as Attendance to record, and under Needs your attention on Live Events.
Record attendance soon after each Event, so attendees get credit on time. See Record Attendance for an Event.
Reschedule or Cancel an Event
- To reschedule, select Edit on the Event's page, change the date, time or location, and select Save Event. Then send the updated meeting requests.
- To cancel, select Delete on the Event's page, and enter delete event to confirm. For a recurring Event, choose Delete this event only or Delete the entire series. Then send the cancellation notices.
Don't delete an Event that has already happened, even one nobody attended. Its attendance leaves people's Learning History, and reports of how often a Course ran will be wrong. A deleted Event can be restored from the Recycle Bin.
Get Help
Select Help at the foot of the app column for articles about the page you're on, or to contact support. For other tasks, see the InstructorSite How-Tos.
Frequently Asked Questions
Where's the registration link to share or post on a web page?
Select Share on the Event's page, then Copy Link next to Register for this event in LearningSite. The steps are under Share the Registration Link, above.
Why don't learners see my Event?
Check the Event's audiences and its Visible in LearningSite switch under Security. Learners also see their own office first, so ask them to switch to all locations. See Events - Hide from Learners.
Should a recurring session be one Course with many Events?
Yes. Create the Course once, then schedule an Event for each session, each with its own roster and attendance. See Schedule a Recurring Event.
Can people choose in person or online when they register?
Yes. Choose the Type Meeting Room + Online. Learners choose one in the Location box when they register.
Can I stop people registering, or close registration early?
Set the Registration Deadline on the Event. To stop self-registration entirely, choose Disabled, and add people yourself. See Control When Learners Can Register/Unregister for an Event.
How do I register someone else?
Add them on the Event's Registrants tab. For a group, see Bulk Register People for Events.