Register learners to a classroom slot

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, 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 (current article), 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.

Register learners to a slot

There are three situations in which session instructors can register learners to slots:

• When learners are already assigned to the session when the session is published.
• When learners are assigned to the session after it is published.
• When learners are assigned to the session, but not registered to any slot yet.

Only users with an active account can be registered to a classroom slot. An account is considered active when an invited user connects to the platform for the first time, or if the account was directly created. See Add users to the platform.

On top of the email notification for the program session, learners who are registered to a classroom slot receive specific classroom notifications:

• One email notification when they are registered to the slot.
• If the classroom slot is on-site, one email notification 24 hours before the slot starts.
• If the classroom slot is virtual, one email notification 1 hour before the slot starts, and one email notification a few minutes before the slot starts.

When learners are already registered to the session when the session is published

When a session instructor publishes a session containing a classroom slot, all learners who are assigned to the session are registered to the classroom slot.

When learners are assigned to the session after it is published

When a session instructor assigns learners to a session containing at least one classroom slot, the platform will suggest registering them to a slot.

1. Assign the learners or groups to the session.
2. Click PROCEED.
3. In the popup Assign slot, select a slot, or click Choose later.
4. On the bottom right, click CONFIRM.

If you want to register learners to different slots, we recommend either selecting Choose later, or registering them all to a single slot, and move some of them later.

Learners for whom you selected Choose later are assigned to the session, but not registered to any classroom slot.

When learners are assigned to the session, but not registered to any slot

On the bottom left of the classroom slots, you can see the list of users who are not registered to a slot. This is usually because a session instructor selected Choose later when assigning users to the session.

1. Open the settings page of the session.
2. On the bottom left of the classroom slots, click N users not registered yet (N being the current number of unregistered users).
3. Select a user.
4. On the bottom right, click CONFIRM.
5. Select a slot.
6. On the bottom right, click CONFIRM.

You can repeat the process for all unregistered users. You can also select several users in step 3 if you want to register them in bulk to a single slot.

Unregister a learner from a slot

1. Open the settings page of the session.
2. On the bottom right of a classroom slot, click N learner(s) (N being the number of learners currently registered to the slot).
3. Uncheck the user.
4. On the bottom right, click CONFIRM.

The unregistered user is now added to the list of unregistered users, on the bottom left of the classroom slots.

Unregistered users receive an email notification informing them that the classroom slot is cancelled.

Change the slot of a learner

You can change the slot of a learner by unregistering them from their current slot, then registering them to the new slot.

Allow learners to self-register to slots

Session instructors can allow learners to choose their slot, if they are assigned to the session.

You can still manually assign learners to a slot by default, but they will be able to switch to another one if that is what their heart desires.

Paths

To allow learners to self-register to a slot within a path, follow these steps:

1. Find the Path containing the classroom that you would to update and click Edit .
2. Click on the classroom to open the Options side panel.
3. Enable the Self registration option.
   • Optional: Define a time range within which learners will be able to self register to the classroom.

Programs

To allow learners to self-register to a slot within a program, follow these steps:

1. Open the settings page of the session.
2. On the bottom of the section Session general properties, click Advanced options.
3. Check the box Let learner self-register to classroom slots.

As a learner unregistered to any slot, choose a slot

Learners who are not registered to any slot in the session will see the list of all slots, with the button REGISTER on the bottom right of each of them.

1. Go to the session homepage.
2. On the bottom right of a slot, click REGISTER.

As a learner already registered to a slot, change to a new slot

Learners who are already registered to a slot will see only one slot in the session homepage, with the button SWITCH SLOT on the bottom right.

1. Go to the session homepage.
2. On the bottom right of the slot, click SWITCH SLOT.
3. Select a new slot.
4. On the bottom right, click CONFIRM.

If the learner selected Choose later in step 3, they are now unregistered.