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13e. Training - Events

An Event is just another form of training item.  They can be used to organise and book meetings, training sessions, conferences or any other group event. Any form of training that requires a date and location, and optionally for the trainee to confirm their attendance, can be organised using this training item. 

EVENT TYPES

Events are organised into TYPES, and this is the first item you need to set up before you can begin to create any events. Event types can be accessed from the SETTINGS menu:

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Event types are just labels for your events so you can manage the scope and terminology of this feature. When you create an event type, you need to enter the singular and plural name for your event:

E.g.

  • Course & Courses
  • Conference & Conferences
  • Training Session & Training Sessions

Furthermore, you can add the correct terminology for each language in which your system is available. 

CREATE AN EVENT TYPE

You are now able to create a new type of event by selecting the '+ Create new event type' or modify an existing event type by selecting an existing event 'Name'. 

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Enter the singular and plural names for your Event Type. If your LMS is set up with multiple languages, you will need to enter the terminology for all languages.

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You can now click the 'Create new event type' button and start adding the details of your event.

 

CREATE A NEW EVENT

Select the 'Training' tab from the navigation menu.

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Select 'Events' from the drop-down menu.

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Select '+ Create new event'.

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You will be asked to add the following details, some of which are mandatory:

Mandatory

  • Display name - An auto-generated field based on the event name & group.
  • Event Group -  A grouping of events, e.g Induction Course or First Aid Training; there may be many of these throughout the year.
  • Event Name - The name of your Event.

 

The display name is auto-generated.

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When creating a New Event, you need to decide if your new event is part of an existing Group of events or if it is an entirely new event. If the Event is part of an existing Event groups, Select the Group from the 'Event group' Drop Down  

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Alternatively, click 'Add new' to create a new 'Event group'.

This will open a second screen that will enable you to add details associated with the new Event Group:

  • Name - Event group Name.
  • Event Type - This is linked to the Event Types created in the Settings Tab (meeting, conferences etc.).
  • Backdrop - Image to be displayed on Training Dashboard.
  • Tags - Tags can be used to group or label training. 
  • Status - The status of the Event Group is controlled here (available, restricted or disabled).
  • Limit to - The Event can be linked to a specific Organisational Unit or it can be available to everyone.
  • Folder - The folder you would like the Event to appear.

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Remember to save your details!

 

Now that you have an Event Group, you can give your event a 'Name' and add 'Information' about the events, such as instructions.

You will also need to confirm the venue and the maximum number of spaces at that venue (the LMS will automatically manage the number of spaces).

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Confirm the date/s and the Start and End time for each of the dates. Specify the event Timezones (if required) and if the event is only 'Available' to a specific Organisational Unit.

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Click 'Create event' when complete.

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You are now able to distribute the new event as a training item.

 

EVENT GROUPS SUMMARY

Event Groups can have multiple Events: 

Select the 'Training' tab from the navigation menu.

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Select 'Events' from the drop-down menu.

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Select an existing Event Type from the list.

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Selecting an Event Type will open up a summary of all the events under this Type of Event (Active, Completed & Cancelled).

On the right of the screen, there is the option to 'Edit event group'.

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Editing options include (previously mentioned): 

  • Name - Event group Name.
  • Event Type - This is linked to the Event Types created in the Settings Tab (meeting, conferences etc.).
  • Backdrop - Image to be displayed on Training Dashboard.
  • Tags - Tags can be used to group or label training. 
  • Status - The status of the Event Group is controlled here (available, restricted or disabled).
  • Limit to - The Event can be linked to a specific organisational Unit or it can be available to everyone.
  • Folder - The folder you would like the Event to appear.

 

Edit Individual Events

To edit an individual event, select the event from within the Event Group. 

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You are able to 'Edit event', view 'Enrolled' attendees or 'Mark the event as complete'

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To edit the event, select the 'Edit event' button. This will open a full overview of the details associated with the event.

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Please note: If you cancel the Event, the trainees will not be automatically notified by the LMS, as there is no guarantee that the trainees would read the email notification prior to the cancellation date. Trainees should be personally notified.  

 

 

 

 

 

 

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