If you are hosting a virtual event through either Teams or Zoom as opposed to a face-to-face event, you can set these up in the Events section of the Admin Dashboard.
Note: Before you create any Events, you will need to set up your Locations and Rooms. Each event session will need an available room specified. This can be done in the Settings of your LMS and it can simply be called Teams or Zoom.
Select Events, then Add Event and then add the details of the Event. Select Next and then choose either Single Part Event or Multiple Part Event. From here, you can then select the Invitation Method for the Event from the following options:
- Self-Enrol Open: The event will be accessible to all users and visible in their Available Events. No authorisation will be required if the user chooses to attend this event.
- Self-Enrol Permission: The event will be accessible to all users and visible in their Available Events but will require approval from LMS or Event Admin to confirm their place.
- Invited: Users will be invited and are asked to approve or decline their attendance.
- Mandatory: Users are automatically placed onto the event.
Select Next and then set your Event Settings from the following options:
- Automatically add users to waiting list: This will add all your Enable LMS users to the waiting list for the event. Please note this does not mean they have been added to the event itself, only the waiting list.
- Set waiting list notification alert: If selected the LMS Admin will receive a notification when the waiting list has reached a threshold you set.
- Event only available to waiting list users: Only users currently on the waiting list for the event will be able to attend.
- Set Cut Off Point: This prevents any last-minute surges for users booking onto the event. It means that you can control who books themselves on and you can remove the event from the Available Events tab a certain amount of time before the session starts so you know exactly who is attending before the event begins. Enter the time as applicable (minutes, hours, days, weeks).
Select Next and finally you can set your Event Resources.
Event Resources
For each event you can assign resources to the facilitator and attendees. Facilitators will have access to both sets of resources while attendees will only be able to access the attendee resources.
Adding a session
Once you have created an event, you can add sessions to it:
- Select Add Session from inside your event
- Set the event date and start and end times
- Tick the Virtual Meeting box and options will appear below
- Copy and paste the URL link for the Teams/Zoom invite and select either Teams or Zoom from the drop-down Type box. If you are adding a Zoom session, you will also need to add the Meeting ID and the Meeting Passcode for learners as well. Select Next to continue
- If required, you can set the minimum attendance for your event, and the time before the event starts when this attendance is checked. If you do not wish for the event to go ahead when it is below the attendance threshold, select Automatically Cancel. Select Next to continue
- You will then need to assign a room. Select from the available rooms. If required, you can override the capacity for the room you have selected. If you do not have any rooms set up, you will need to create them in your Locations under your Enable LMS Settings. Select Next to continue
- You can optionally assign any facilitators for the session. Facilitators are responsible for the running of event. They will have access to the facilitator resources and can mark the attendance of the session
- Select Create Session when you are happy with the Event set-up
- Once the session has been created, you can add any attendees onto the session by selecting Add Attendees and searching for the learners by their full name or email address. Tick the learners you would like to add to the event and select Add Attendees
Making an Event Live
By default, events are not active. This allows you to set up all the properties for your event before the prospective attendees are able to see it. Once you have everything ready, select Make Event Live and your event will be ready to view in Available Events. If you have added any attendees onto the event prior to this step, they will now be informed that they have been added to the event. You can then select how you wish to notify the attendees:
For Virtual Events, you will need to ensure that you select Email and Notification.
This means that attendees will receive an Enable LMS notification and an email will be sent directly to them. This will show the details of the event to add to their Outlook Calendar and it also contains the link to the Teams/Zoom session itself. We recommend selecting this option as this will assist if users and facilitators add the event to their Outlook Calendar. They will be notified via email of any changes that administrators make to the event via email.