Add a Classroom slot to a program session

  • Updated

Classrooms are live events of your programs. They can be virtual or onsite, and have several slots.

Inviting learners to a Classroom requires three steps:

  • Add a Classroom block to a program, which handles:
    • adding a Classroom block to a program template;
    • adding default messages and attachments to the block for all sessions.
  • Add a Classroom slot to a session (current article), which handles:
    • creating virtual or onsite Classroom slots;
    • creating additional slots;
    • managing dates for each slot;
    • adding trainers;
    • adding slot-specific messages and attachments.
  • Register Learners to Classroom slots, which handles:
    • registering learners to slots;
    • unregistering learners from slots;
    • switching users around slots;
    • allowing learners to self-register to slots.

We will use the term Classroom block to refer to a Classroom in a program template, and Classroom slot to refer to a Classroom in a program session.

Set up a virtual Classroom

Once the Classroom block is added to the program template, session instructors can add a slot in the session.

We do not host online meetings on the platform. To use that slot, an online meeting must be created beforehand in a dedicated application (GoToWebinar, AnyMeeting, Webex, zoom, etc.). If you have the Live Training Solution, you can integrate with zoom.

  1. In the left sidebar, click Dashboard
  2. In the left sidebar, click PROGRAM SESSIONS
  3. On the right of the name of a session, click Edit (pen icon)
  4. Select a Start date and End date
    • If you plan to invite learners in different time zones, see Find out more about time zones.
    • The field Reported duration is automatically computed as the difference between the start date and end date if it is lower than 4 hours, or the number of days multiplied by 7 hours if it is greater (weekend are taken into account). You can click on the field to edit it manually.
  5. In Location, select Virtual
  6. In URL, enter the link to the meeting

Learners receive two notifications:

The displayed duration of the Classroom slot is displayed as the difference between the start and end date. If the duration is lower than 24 hours, we display a number of hours (rounded to the upper integer). If the duration is higher than 24 hours, we display a number of days (rounded to the upper integer).

Set up an onsite Classroom

Once the Classroom block is added to the program template, session instructors can add the details in the session.

  1. In the left sidebar, click Dashboard
  2. In the left sidebar, click PROGRAM SESSIONS
  3. On the right of the name of a session, click Edit (pen icon)
  4. Select a Start date and End date
    • If you plan to invite learners in different time zones, see Find out more about time zones.
    • The field Reported duration is automatically computed as the difference between the start date and end date if it is lower than 4 hours, or the number of days multiplied by 7 hours if it is greater (weekend are taken into account). You can click on the field to edit it manually.
  5. In Location, select On site
  6. In Address, enter the physical address to the onsite Classroom

Learners receive a notification, one day before the start of the onsite Classroom.

The displayed duration of the Classroom slot is displayed as the difference between the start and end date. If the duration is lower than 24 hours, we display a number of hours (rounded to the upper integer). If the duration is higher than 24 hours, we display a number of days (rounded to the upper integer).

Set max capacity on Classroom slots

Session instructors can limit the number of people able to sign up for Classroom slots. If all Classroom slots for the session are full, learners can still register (or be registered) to the program session, but will not be able to attend the Classroom slot.

This field is optional. If you do not want to set a cap, simply leave the field blank.

  1. To set the max capacity for your classroom slots:
  2. In the left navigation panel, click Dashboard
  3. In the left sidebar, click PROGRAM SESSIONS
  4. On the right of the name of a session, click Edit (pen icon)
  5. In the top right corner of the classroom slot, click the three dot icon
  6. Select Edit
  7. Enter the Max capacity for your classroom slot
  8. Click SAVE

Create additional Classroom slots

Once the session is published, session instructors can add new slots for the Classroom.

Platforms with the Live Solution can add unlimited slots. Other platforms can add a maximum of two slots.

  1. In the left navigation panel, click Dashboard
  2. In the left sidebar, click PROGRAM SESSIONS
  3. On the right of the name of a session, click Edit (pen icon)
  4. On the bottom right of the Classroom slot, click ADD A SLOT
  5. Enter a start date, end date, and URL/Address
  6. On the bottom right, click SAVE

Edit a Classroom slot

Session instructors can edit the title, start date, end date, trainers, location and address/URL of a Classroom slot, at any time.

When you save an edit to the Classroom slot, you will be asked if you want to send an update email, which will be sent to Learners and Trainers who are registered to the slot. You can enter a message in the field Add an optional message and click SEND, or click DON'T SEND.

Edit the title, dates, location and address/URL of a Classroom slot

  1. In the left sidebar, click Dashboard
  2. In the left sidebar, click PROGRAM SESSIONS
  3. On the right of the name of a session, click Edit (pen icon)
  4. On the top right of the Classroom slot, click ...>Edit
  5. Change the value of the field
  6. On the bottom right, click SAVE

Add a message or attachments to a Classroom slot

If the Classroom block already has a message or attachments, they will be displayed by default in the Classroom slot. You can remove them, change them, or add new ones.

  1. In the left sidebar, click Dashboard
  2. In the left sidebar, click PROGRAM SESSIONS
  3. On the right of the name of a session, click Edit (pen icon)
  4. On the top right of the Classroom block, click ...>Edit
  5. Below Message, edit the message, or uncheck the box to remove it
  6. Click Attachment to add attachments, or click X to remove the existing ones

Add Trainers to a Classroom slot

Trainers are users who will be responsible for running the Classroom. They are displayed in the description of the Classroom slot, in the session homepage, but do not receive any additional permission in the platform.

Any user can be added as a Trainer.

  1. In the left sidebar, click Dashboard
  2. In the left sidebar, click PROGRAM SESSIONS
  3. On the right of the name of a session, click Edit (pen icon)
  4. On the top right of the Classroom slot, click ...>Edit
  5. Below Trainers, click +
  6. Select a user
  7. On the bottom right, click CONFIRM

Trainers receive an email notification for the Classroom slot when they are added, and when the Classroom slot is updated (if the user updating the slot chooses to send an update email).

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