About this guide
In this article we will provide you with an overview of creating sessions in LMS365 and their management. In this guide you can find out where and how to create sessions for Classroom & Blended Training and for Webinars, and overview of the session page with its filtering and searching options, management actions available for sessions: register attendance, edit, delete or copy course sessions, manage and message learners, download a QR Code for attendance tracking.
Watch the video below or scroll to the article for more detailed information.
Where to create and manage sessions
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:
Creating a session
How to create new course session:
Click the 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:
When all required fields are filled in, click the Save button to create the course session
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 the 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.
Detailed information about this option can be found in How to create Teams meeting directly from Classroom/Webinar Session
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- modern authorization with outdated consent is used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)
Each time you make any changes to Let LMS365 schedule the Teams meeting option you will get the corresponding email notification depending on the changes you made.
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 Creating and Configuring Rooms for Classroom & Blended Trainings article for detailed information) 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 LMS365 Notifications: Overview and Management 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:
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 – 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) – 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 URL, 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 – 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 – 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.
Sessions page overview
To manage course sessions go to Admin Center - Course List - selected course - Course Management panel - Manage Course Sessions:
NOTE: Depending on the course enrollment type management capabilities for the course sessions may differ.
A list of all sessions of the course will be shown:
- Start/End Date columns – display start/end date and time of the session;
- Time Zone – displays session’s time zone;
- Location – displays the title of the room and its location or meeting URL;
- Max. attendees - displays the number of maximum attendees set for the session (this column is shown for courses with Enroll user into a single course session enrollment type only);
- Instructor(s) - displays the instructor(s) assign to the session.
You can click on any column to reorder sessions as you need:
Sessions page allows:
- to get information about the available places (for courses with Enroll user into all course session enrollment type only, for courses with Enroll user into a single course session enrollment type Max. attendees column is displayed on the sessions page) and to see a notification about the enrollment deadline (if it is set for the course):
- to filter by instructors allows to make searching for sessions easier (All Instructors by default) :
In case no instructors are assigned to the course the filter will have only the default All Instructors variant:
- To Print Attendance Sign-in Sheet for Classroom & Blended Training and Webinar course types (by Course Admins and instructors only):
NOTE: If currently there aren’t any sessions, the button Print Attendance Sign-in Sheet will be disable.
For courses with Enroll user into all course session enrollment type the Attendance Sign-in Sheet will be automatically downloaded and for each session of the course there will be its own Attendance Sign-in Sheet:
For courses with Enroll user into a single course session enrollment type a sidebar with the list of course sessions will open. By default no session is selected and Print All is available at the bottom of the page:
You can select sessions and click Print in the bottom of the page (number of selected sessions will be shown in brackets on the Print button):
The Attendance Sign-in Sheet will be downloaded for the selected session(s):
The Attendance Sign-in Sheet contains the following information:
- Course – displays Course name;
- Start/End Date – displays start/end date and time of the session;
- Time Zone – displays session’s time zone;
- Location – displays the title of the room and its location or meeting URL;
- Delivered by – displays the name of user, who has generated the Attendance Sign-in Sheet;
- Date – displays the date of the Attendance Sign-in Sheet generation;
- Name – displays names of learners enrolled in the course (in the same order they appear on the 'Register Attendance' page);
- Signature – remains empty for learners’ signatures.
Session Actions panel
Depending on the course enrollment type and session settings the management actions can be the following: register attendance, edit, delete or copy course sessions, manage and message learners, download a QR Code for attendance tracking:
NOTE: Manage learners is not available on the actions panel if Enroll user into all course session enrollment type was selected at the course creation:
To mark attendance for a session, Course Admin or instructor selects a session and click the Register Attendance button . You will be presented with the register attendance sidebar:
- Name – displays learner’s name.
- Username– displays learner’s email.
- Department – displays the department where learner works (information is taken from user list).
- Manager – displays the user who are specified as a manager in Azure AD.
- Attendance – if it is registered, displays learner’s attendance. If attendance is not registered, this field remains empty.
- Modified by – displays the user who was the last to modify the attendance.
- Last Modified – displays date and time when the attendance has been modified last (according to the regional settings of the current site).
NOTE: Register attendance option is disabled for the sessions with a future start date:
To register attendance select the needed learner(s) and the Register Attendance button in the left bottom corner will become clickable. When you click on it you will see a drop-down list with the following value: 100%, 75%, 50% or 25% attendance, Absent (informed), and Absent. The selected value will be immediately applied. You can change the value simply by selecting another one and as many times as needed. Once the attendance is marked, it will be displayed on the Course Progress as well as on the Learner’s Progress panels.
When Admins register learner’s attendance:
- for courses with Enroll user into a single course session enrollment type the completion date will be the end date of the session in which the learner's attendance has been registered;
for courses with Enroll user into all course session enrollment type the completion date will be the end date of the latest session among all the sessions where the learner's attendance has been registered (not the date of attendance registration).
NOTE: Once minimum required course completion criteria are met, course is marked as completed for user. Subsequent registration of user attendance will not change the completion date.
To download the attendance report, click the Export button:
An Excel report will be downloaded to your computer:
Edit Course Session
To edit a course session, click the Edit Course Session button on the actions panel and make the necessary changes, then click Save. More information about the course session fields can be found in Creating a session.
Copy Course Session
To easily create a new session by coping any existing one. To do this click the Copy Course Session button on the actions panel:
In the opened sidebar you will see a copy of the selected session with empty Start and End Dates fields and the rest of the fields will be preoccupied with content from the original session. Fill in the required Start and End Dates fields, make changes to other fields if needed and click Save to create a new session or Cancel to discard.
Manage Learner action allow to enroll and unenroll learners for sessions with Enroll user into a single course session course enrollment type:
To enroll users click the Enroll Learner(s) button on the Manage Learners sidebar:
A single user or multiple users as well as a single AD/O365 group or several groups (O365 group means Office 365 group, Mail-enabled security group, or Security group) can be added by typing or copy & pasting emails or names separated by comma or semicolon:
Next to the AD group in brackets is shown the number of users in it. Each user of the AD group is counted regarding Max. Attendees set for the session and the number of available places is automatically updated after each enrollment/unenrollment:
NOTE: If you try to enroll number of learners that exceeds the number of Max. Attendees set for a session, a validation message will appear:
NOTE: Admins can enroll users in sessions directly from Waiting Lists on the Course List page even if there are no available places.
To unenroll users, select the learner(s) and click the Unenroll button on the Manage Learners sidebar:
In brackets after the Unenroll you will see the number of selected learners.
LMS365 allows to send email messages to learners via session management actions:
NOTE: Message Learners option is also available on the training Management panel:
In this case the only difference is that here is displayed the list all learners enrolled in all sessions of the training:
Sending a message via session management actions in the opened sidebar you will see the all learners enrolled in the selected session. Select learner(s) you want to send a message and click Send Email Message on the actions panel:
Fill in Subject and Message fields and click Send:
By default, at the bottom of the message a link to the course page and session details are mentioned. You can edit or delete all information in the Message field if needed.
NOTE: The email will be sent as one email with all selected learners in the TO field. Please be aware that sending the same email to a large number of recipients can increase the risk of you message being rejected or categorized as less important or even junk mail by mail clients and spam filters.
NOTE: For learners with no email specified Send Email Message option will be disabled:
In case you select several learners and some of them have no emails specified the Send Email Message option is available but you will see a notification that the email message will received only by users with emails specified:
Download QR Code for Attendance Tracking
Course admins and instructors can download a QR Code for learners' attendance tracking by clicking the corresponding button on the action panel.
NOTE: This button is available on the Actions panel only if the admin during session creation or editing set QR Code is required under Allow Learners to register their own Attendance via the LMS365 Mobile App.
Once the QR Code is downloaded, you can either print or insert it into the slide deck for the audience to scan during the session.
Delete Course Session
To delete a course session, select a session and click the Delete Course Session button on the actions panel:
To confirm that you want to delete this session click Delete, otherwise click Cancel: