InstructorSite Event Editor

The Event Editor is reached when selecting an Event and then selecting Edit. The Event Editor serves the following purposes:

Create online Events for all offices.
Create online Events for specific offices.
Create Events in a meeting room.
Create Events in multiple meeting rooms.
Create 1-on-1 Events.
Create recurring Events.

Think of Events as cookies stamped out by a cookie cutter. Courses are the cookie cutter. Events inherit all the properties of the Course such as Prefix and Number, Duration, Title, Description, Tags, Audiences, Departments, and Credits. These properties can be altered for an Event, but this design ensures consistency and reduces data entry. When creating an Event for a new Course, create the Course first and then the Event.

Note: Event properties are not updated when Course properties are changed. For example, changing the title of a Course will not change the title for existing Events.

For step-by-step help scheduling Events, see How to Schedule Events.

Use the Quick Menu on the left to jump to a section of the editor.

Course

This field indicates the Course Learners will get credit when attending this Event.

Date

This field indicates the date the Event will be held.

Time

This field indicates the time the Event will be held.

Time Zone

When scheduling Events for offices in different time zones, specify the time and time zone.

Recurrence

Recurrence is used to set up a daily, weekly, or monthly Event using a pattern, just like it's done in Microsoft Outlook.

Note: When Learners register for an Event that was created from a recurrence pattern, they are ONLY registering for a single occurrence.

After activating the Recurrence toggle, the Recurrence section is displayed.

Title

The title is inherited from a Course, but it is common to amend it with additional details such as "(lunch provided)". Do NOT change the title to match a different Course. Doing so will result in confusing discrepancies between Event Attendance Reports and Course Completion Reports. When this Event is completed, Users will get a Course completion for the Course that this Event represents NO MATTER WHAT TITLE IS USED.

Description

The description is inherited from the Course, so it usually will not need to be changed.

Tip: Instead of changing the Event description, consider updating the Course description so future Events include the changes.

Registration Deadline

When the registration deadline is set to to "1 hour before start time", an hour before the Event:

Learners will no longer be permitted to register or un-register.

Location: Online

Use this type of Event for Online Meetings such as GoToMeeting or Webex. Learners will attend from their desks.

Location: Meeting Room

This choice indicates the Event will be held in a meeting room with an Instructor present.

Location: Meeting Room + Online

Use this choice for Events where Attendees can attend in meeting rooms or from their desks.

Location: 1-on-1

This choice indicates the Event is intended for a single Learner.

Contacts

The creator of an Event is also the Event Organizer, unless a different person is specified.

Credits

Credits assigned to the Course will be awarded for attending an Event. The amount credits awarded can be adjusted for an Event.

Email

Reminders are sent the day before the Event and the morning of Event. They can be disabled for a specific Event or by administrators in Global Settings.

Security

Control who can edit this Event in InstructorSite and who can view it in LearningSite.

Security: Audiences

Audiences are used to determine who can see this Event in LearningSite.

Note: After assigning an Audience, YOU will no longer be able to see it in LearningSite unless you are a member of the Audience.

Departments

Departments serves the following purposes:

Prevent Instructors from other departments from editing this Event, inform Learners which group within the firm is responsible for this Course.
In both InstructorSite and LearningSite Courses can be filtered by department.

Exempt from Manager Approval

LearningSite has a built-in workflow for requesting approval to attend an Event. If managers set preferences in ManagerSite to require employees to obtain approval, LearningSite will send Learners through an approval workflow before they can attend. Set an Event to "Exempt from Manager Approval" to bypass the approval process for an Event.

Tip: It may be a good idea to enable this exemption for required training.