Creating Course Sessions Valentina Kazakevich June 10, 2021 07:37 Follow About this guide In this article we will provide you with an overview of creating sessions in LMS365. In this guide you can find out how to create sessions for Classroom & Blended Training and for Webinars. Creating a session After Classroom & Blended Training or Webinar has been created, you can create sessions via Select training - Course Management actions panel - Manage Course Sessions link in the Course Management actions panel: How to create new course session: Click Create New Course Session button: Fill in the fields (or update the fields in case you edit an existing session). The fields marked with an asterisk (*) are required). Start & End Dates, Time Zone, Enrollment Deadline Start Date – select date and time classroom/webinar event starts. End Date – select date and time classroom/webinar event ends. NOTE: Start and End dates of classroom/webinar event are not validated against course publishing dates, so please assure you select these dates within publishing dates. Time Zone – select time zone for classroom/webinar event (by default it is set according to the regional settings of the current site). Enrollment Deadline – select date and time after which learners will be unable to enroll into the session. This option does not affect admins’ capabilities to manage learner enrollment. Enrollment Deadline field is not mandatory and is empty by default. More detailed information can be found in Enrollment Deadline article. Let LMS365 schedule the Teams meeting Let LMS365 schedule the Teams meeting - define the ability for Learners to schedule meeting by their own via Microsoft Teams. NOTE: Let LMS365 schedule the Teams meeting option is disabled when - classic authorization is used - modern authorization with outdated consent is used - notifications are disabled (in Microsoft Connection Settings) To check the authorization go to Admin center - Settings - Notifications - Microsoft 365 Connection Settings. NOTE: When Let LMS365 schedule the Teams meeting option is on then Meeting URL field is automatically disabled: Each time you make any changes to Let LMS365 schedule the Teams meeting option you will a NOTE: Let LMS365 schedule the Teams meeting option allows to send notifications only when Webinar/Classroom scheduled notifications are enabled. Meeting URL and Room Meeting URL – specify URL address (a link) following which learner could join a classroom/webinar session. Meeting URL will be visible (and clickable) for learners from the course landing page, the training dashboard, in the calendar invitation, and in course notifications. The only difference between Classroom & Blended Training and Webinar sessions is that for Webinar course type there is no Room reservation, only Meeting URL: Classroom & Blended Training Webinar Room – available only for Classroom & Blended Training - specify a new room or choose a room created in Microsoft 365 Connection Settings (see subchapter Creating and Configuring Rooms for Classroom & Blended Trainings) for classroom session. The field 'Meeting URL' and 'Room' can be used together for the same meeting. It's mandatory to fill in at least one of these values. To create a new room, type its name in the Room field and click Enter. NOTE: Room added in such a way exists only for the current course, is not created in LMS365 Exchange Online and does not have any information (location, max. attendees). To choose a room, click Select room link and choose the required room. NOTE: The maximum number of rooms displayed on the Room list is 100. All the rooms will be displayed according to user permissions to a Room List: To see whether the room is available, specify the period by changing the date range ; Title – displays the title of the room (specified whilst its creation); Location – displays room location (specified whilst its creation); Is Free – if room is not occupied during the Start and End period, it is marked as “Yes”. If it is occupied during this period, it is marked as “No” and it is impossible to choose such a room. NOTE: To see rooms created in LMS365 Exchange Online, you have to configure rooms access account first. See chapter Managing Notifications for details. If Microsoft 365 Connection Settings are not set, you will see the following validation message: If you do not have enough permissions to the room, you will see the following message: To configure access, navigate to Managing Notifications NOTE: When course is created and Publishing Start date comes, a new appointment with a reserved room will be created in user’s Office 365 Outlook Calendar. If a room has been changed whilst course editing, previous room reservation will be cancelled, and a new room will be reserved (users will see an updated appointment in their Calendars). If course administrators/instructors/learners have been changed, classroom event attendees will be changed in Calendar as well. When attendees are changed, only those users, who are added or removed from classroom event, will receive email notification. Max. Attendees Max. Attendees – set the number of maximum attendees of classroom/webinar event for courses with ‘Enroll user into a single course session’ enrollment type (this value must be a positive integer). Instructor(s) Instructor(s) – determine the users who will conduct the definite course session. You can choose from internal users or guests who were invited to the site collection. Instructors have access to the course as well as to all the sessions they are assigned in. They can register attendance, download QR code for attendance and print attendance sign-in sheet. Once the instructors are assigned, they receive the corresponding email with the session information. NOTE: The instructors will receive an appointment, notifying in advance about the coming course session. If the meting ULR, date range or time zone of the session is changed, instructors will get appointment with the most recent information. Once the courses or sessions are deleted or the instructors are unassigned, the instructors get the cancelled appointment. Internal Cost Internal Cost – set the internal expenses per session. The currency symbol is next to the internal currency field: NOTE: The internal cost across all the Course Catalogs is registered in the same currency. The default currency is the United States dollar (USD), but the LMS Administrator can manage it in the Global Settings area. The internal cost per learner depends on the total number of learners on the session. It is calculated as the division of the internal cost for the session by a number of learners with the registered attendance. For the learners whose attendance was marked as absent or absent (informed) the cost will not be calculated. Session Information Session Information – specify more detailed information for the Session. NOTE: Descriptive text from the Session Information field added while the session was created as well as assigned instructors’ names will be shown in the Course Session Information panel: Allow learners to register their own Attendance via the LMS365 Mobile App Allow learners to register their own Attendance via the LMS365 Mobile App – define the ability for Learners to set their attendance by their own via the LMS365 Mobile App. You can specify the time for beginning (Allow Attendance registration from) and closing (Allow Attendance registration until) of the setting of Attendance: Allow Attendance registration from – select the starting date and time for setting the attendance; Allow Attendance registration until – select the date time when the setting of attendance will be closed; NOTE: By default, the time for register the attendance will be equal to the Start and End time of the Session. Signature is required – to set the attendance the Learner will be asked to sign it; QR Code is required – to set the attendance the Learner will be asked to scan the QR Code. When all required fields are filled in, click Save button to create the course session.