1.Navigate to the Calendar.

2.Click Add Event . Alternatively, click on a date in the Calendar grid to schedule an Event on that date.

3.Click .

4.Search for and select the Course.

a.To search for the Course:

•In the Free text search box, enter the complete or portion of the Course name.

•Click Show filters to view more information by which you can refine the search filter options. Select any appropriate criteria to assist you in returning an accurate search result.

b.Click .

5.In the search results, click the Course that you wish to schedule as an Event on the Calendar.

6.Click .

If the wrong Course is displayed in the Add Event details page, click the button to the right of the Course field to perform a new search.

7.Complete the Add Event Details.

a.Name – Populated from the Course Details. This can be modified when scheduling the Event on the Calendar, if required.

b.Event Description – Populated from the Course Description on the Course Details. If required, modify the Description for the Event being scheduled.

c.Event Dates – In the Date From and Date To fields, enter the appropriate data or use the calendar and time popups.

The Time Zone displayed in the Event Dates section reflects the Time Zone of the user who is creating the Event until a different Location is selected. If a different Location is selected, it will change to the appropriate Time Zone of the selected Location.

The Date To is automatically completed after setting the Event Date From based on the Duration entered in the Course Details. If the Event length will be different, this field can be modified as necessary.

d.Location – Click Add Location to set the location details for the Event. Remember, Locations are generally populated based on the Import_Learners.xlsx sheet and the Locations assigned to end-users. In the Add Location window:

i.Click the Location arrow to select the appropriate Location.

ii.Click the Venue arrow to select the appropriate Venue. The available Venues are based on the Venues associated with the selected Location.

iii.Enter the number of available seats for the Event. Defined by the Scheduled Course Type Defaults. You can override the class size based on the Location/Venue information you have chosen.

iv.The Enrollment Opens and Enrollment Closes fields are populated from the Course Details. If required, these fields can be modified when scheduling the Event on the Calendar.

v.Click .

e.Contacts – Click Select Contacts to select and assign varying levels of Contacts (i.e., Trainer(s), Speaker(s), Technical Support, etc.) for the scheduled Event.

i.To search for and select Contact(s):

•In the Free text search box, enter the complete or portion of the Contact name.

•Click Show filters to view more information by which you can refine the search filter options. Select any appropriate criteria to assist you in returning an accurate search result.

ii.Click .

iii.In the search results, click the check box(es) next to the Contact(s) that you wish to assign to the Event.

iv.Click .

After saving the Event details, the Event Contact(s) will receive an Outlook appointment for the Event.

If you need to change the Contact Type, for example, Jane Doe has been added as a Trainer, but she is the Speaker for this Event, simply Edit the record and make the change.

To remove an assigned Event Contact, click the to the left of the Contact name in the Contacts section of the Add Event page.

f.Webinar – See the Webinar Events topic to include webinar connection information.

8.Click to create the Event and display the Event Details.

9.The Event Detail page will automatically display in order to add or edit the remaining details for the Event. Additional fields that now display on this page are:

a.Event Status – Active should be selected.

b.Learner Link – Copy this link to send to one or more users in an email message.

If you are using GoOgle Chrome as your browser, click the words of the Event Name in the graphic above to copy the link. For Internet Explorer users, click the icon at the right of the Event Name to copy the link.

c.Certificate – Click the Certificate arrow to select the appropriate Certificate for users to print upon completion of attendance for the Event.

A Certificate Type of “Course” must be created before a Certificate can be associated with an Event. Only active Course Certificates will display in the list.

d.Survey – Click the Survey arrow to select the appropriate Survey for users to take and submit upon completion of attendance for the Event.

A Survey must be created before a Survey can be associated with an Event. Only published Surveys will display in the list.

10.Add or edit additional information, if required.

11.Click .

If you want to schedule multiple sessions of the same Course, you can only do this when adding new Events. Once an Event has been added to the Calendar, you cannot edit the Event to add Dates and Times. To add Dates and Times when Adding an Event:

1.Click the to the right of Event Dates.

The Events are NOT grouped and cannot be modified as a group once they have been scheduled. If there are any differences in the Event Details for the additional dates and times, such as Event Contacts, Location, or Venue, you will need to locate the Event on the Calendar and modify the Event Details.

2.Select the appropriate Date From and Date To (see Step 7c. in the Scheduling a Single Event topic) for the additional Event.

3.Repeat Steps 1 and 2 for each additional Event.

You can schedule an Event that will have more than one concurrent location for a single Event on the Calendar. For example, you may offer a presentation in a conference room in your primary location while allowing users in a different location to attend via video conference. This is done with the Add Location option.

Add Location(s) for this Event on the Add Event Page

Add Location(s) to an Existing Event on the Calendar

1.Navigate to the Calendar.

2.Locate and click the Event on the Calendar.

Unlike the Add Event window that displays initially when adding an Event to the Calendar, the Details page allows you to select the appropriate tab(s) to modify information as required.

3.Click the appropriate tab(s) on the right side of the page to modify or add information as needed.

a.Detail – Contains the basic information for the Event, such as Event Name, Event Start Date/Time, and Status (Active or Canceled), and more. If you modify information on the Detail tab, users will receive an Updated Event Appointment from the LMS. See the Scheduling an Event topic for specific instructions.

i.Add, modify, or remove Locations and/or Venues, if required.

ii.If you want to add a Webinar, select the Include webinar check box at the bottom of the page and then complete the webinar details.

iii.If you want to add a Post-Event Survey, select the appropriate Survey using the Survey arrow.

In order to add a Survey to the Event, a Survey must be created with a Status of Published before it will be included in the list.

b.Registration – Contains the enrollment rules for the Event. The rules can be modified, if required.

c.Contacts – Allows you to add or modify any Contacts associated with this Event.

d.Users – Displays any users that are currently enrolled and allows you to enroll additional users to the Event, remove (cancel) users from the Event, or record user attendance to the Event. See the Enrolling users into an Event topic.

e.Attachments – Allows you to upload documents, such as handouts or job aids associated with a Scheduled Event. See the Using Attachments topic.

f.Waitlist - (if enabled) Lists any users who have requested a place on a full Event's Waitlist. When/if a seat becomes available (an attendee cancels, or admin makes room by either canceling others or increasing capacity) then the user at the top of the wait-list is automatically enrolled if automatic enrollment is enabled. The user is sent an email at that time stating that they are enrolled with an option for them to cancel if needed. Report on waitlisted users via the Training Tracking Report by selecting "Waitlisted" from the History Status > Open drop down.

g.Interested – Lists any users who have been Registered Interest for scheduled course associated with the the Event. Users who request a seat for an Event that has no available seats will be offered a place on the Interested list if a seat for the requested event does not come available. Report on Interested users via the Training Tracking Report by selecting "Interested" from the History Status > Open drop down.

h.Summary – Displays the summary view information that would be seen by a standard user viewing this Event on the Calendar or in the Upcoming Events section of the Home Page.

Attachments allow you to upload documents, such as handouts or job aids associated with a Scheduled Event. Users will be able to display and download the attachments from the Event Summary.

Additionally, attachments can be included in the Event Broadcast message template (Communication > Email Templates) or an ad hoc email to users (Event Edit > Users > Send Email ) or (Communication > Send Email) by inserting the [EventAttachment] variable in the message body.

1.From the Event Details page, click the Attachments tab.

2.Click Attachments . You are given 2 radio button options.

a.File

i.Click to browse and navigate to the location where the file is saved.

ii.Select the file, and then click Open.

iii.Click .

b.URL

i.Provide the label for your new hyperlinked URL.

ii.Enter the full URL of the attachment.

iii.Click

1.Navigate to the Calendar.

2.Locate and click the Event on the Calendar.

3.On the Event Detail tab, scroll to the Location(s) section.

4.Click Edit record to the right of the appropriate Location.

5.In the Edit Location window, change the Event size (capacity).

6.Click .

1.Navigate to the Calendar page.

2.Locate and click the Event on the Calendar.

3.On the Event Detail tab, scroll to the Webinar details section.

4.Revise the number in the Capacity box.

5.Click

If an Event has enrolled users and needs to be canceled, change the Event Status to Cancelled on the Detail tab of the Event on the Calendar. This will generate a cancellation appointment to any user that is currently enrolled and remove it from their Outlook Calendar.

1.Navigate to the Calendar page.

2.Locate and click the Event on the Calendar.

3.On the Detail page, change the Event Status to Cancelled.

4.Click the Cancel Reason arrow and select the appropriate reason for canceling the Event.

5.OPTIONAL:  If additional information for canceling this Event is required, enter it in the Additional field.

6.The Event will display on the Calendar with a strikethrough to users with the appropriate LMS Security Profiles. Standard users will not see the Event on the Calendar.

The Outlook Decline feature allows enrolled users to decline LMS event invitations directly from Outlook or Microsoft Teams. When a user declines a calendar invite, the LMS automatically updates their enrollment status to Cancelled for the event. This streamlines the process of having to sign in to the LMS to cancel from the event.

The Outlook Decline feature requires specific configuration within your organization. Please share the Outlook Decline Integration - Technical Requirement information with your technical team for review and to confirm compatibility with your environment.

How Users Can Decline Events

Once enabled for your LMS, Users can decline an LMS Calendar invite using any of the following applications:

•Outlook Desktop, Web, or Mobile

•Microsoft Teams (Desktop, Web, Mobile)

Supported Actions

Users can use a range of Decline methods across applications, including:

•Click Decline in the Calendar invite

•Right-click and select Decline

•Respond NO via RSVP options in mobile Outlook or Teams apps

•Decline from Microsoft Teams Calendar

Outlook Decline

Teams Meeting - Right-Click > Decline

When a decline is registered through any of these methods, the LMS will automatically update the User's status to Cancelled for the Event.

If you have added an Event to the Calendar in error, you can delete it as long as NO end-users have enrolled in the Event (it is better to Cancel the Event, rather than delete it). To delete an Event from the Calendar:

1.Navigate to the Calendar page.

2.Click the View list icon to change the Calendar view.

3.Click in the row of the Event to be deleted.

4.Click the Remove selected items icon on the toolbar.

5.Click OK to confirm deletion of the Event.

6.If the Calendar grid (i.e., Month/Week/Day) is preferred, click the View month  icon to change back to the Calendar grid.

You can enroll Users in an Event on their (or their manager’s) behalf. Once the Event has been scheduled on the Calendar:

1.Navigate to the Calendar.

2.Locate and click the Event on the Calendar.

3.Click the User(s) tab.

4.Click Add a new record .

5.Click .

6.Use the Free text search to enter the user’s name. Alternatively, click the Search filter button and complete the required filtering option(s).

7.Click .

8.Select the check box(es) next to the user(s) to be enrolled.

9.Click .

10.If there are multiple Locations associated with this Event, click the Location arrow to select the appropriate location for the users being enrolled.

11.Choose the appropriate Event Status.

12.If appropriate, enter Notes.

13.Click . The LMS will send enrolled Users an Outlook appointment with the meeting details.

When enrolling a list of Users to an event, a prompt will display listing any users with enrollment conflicts giving you the option to cancel the process or proceed without the conflicted users.

You can email the participants enrolled in an Event and select any History status. For example, you can email all enrolled users, or perhaps those that are canceled or "no show" after the Event.

1.Navigate to the Calendar.

2.Locate and click the Event on the Calendar.

3.Click the Users tab on the right side of the page.

4.Using the Search at the top of the page, filter the location, if relevant, and the History Status of those you want to email.

5.Click .

6.Click SELECT ALL.

7.Click the Email icon on the toolbar.

8.If appropriate, click the Template arrow to select an available message Template.

9.Enter or edit the message text and variables as required. You can include the [EventAttachments] variable at this point if required.

10.Click .

An Event Roster can be used as a sign-in sheet for scheduled training from the Users tab for the Event. You have the option of exporting and printing one or more of three types of rosters:

•CLE Roster – If the Compliance module has been turned on and the Course is part of a Compliance body, this additional Roster will be listed as an option.

•Standard Roster – Lists the Event Details, Event Contacts, and Enrolled users.

•Blank Roster – Includes the Event Details, excluding Event Contacts and Enrolled users.

All three options export the selected Roster to a PDF, which you can then print (and save, if desired).

1.Navigate to the Calendar.

2.Locate and click the Event on the Calendar.

3.Click the User(s) tab.

4.Click the three dot Options menu, and then select the appropriate Roster from the list.

The Export to Excel icon to the left of the three dot Options icon allows you to export the UserID, UserName, Location and Status for each enrolled user to Excel. The information can then be formatted to meet your needs.

Additional options for displaying or printing users(s) for Events on the Calendar can be found in Menu > Run a Report. You must have the correct Security Access to view the Run a Report and Analytics pages. Using the Event People or Training Tracking reports, you can generate a list of user(s) for multiple classes or multiple sessions of the same Event, as well as a variety of other options.

1.Navigate to the Calendar.

2.Locate and click the Event on the Calendar.

3.Click the User(s) tab.

4.To the right of each user listed, select all users with the same attendance status (either Finished or No show) using the Ctrl+Click or Shift+Click method, or click SELECT ALL at the top of the Users list.

5.Click the Users List three dot options, and then select Update Multiple Users.

6.Click the History Status arrow, and then select the appropriate status.

7.Click .

User History will be updated to reflect their attendance (or non-attendance) for the Event. If you need to change the recorded status and/or add Notes for an attendee, display the recorded attendance for the Event (see Displaying recorded attendance).

The Bulk Import User History process now offers the ability to import all User History statuses for Calendar Events.

Bulk Import User Attendance

Administrators can use the Bulk Import process to Import User Attendance for calendar events. This is especially useful when you have an external attendance list, such as one from Teams or Zoom, and need to apply that data to a specific calendar event for tracking purposes.

The process begins by exporting the event's existing User attendance to an Excel file. Administrators can then update attendance for existing Users, add new attendance records as needed, and complete any missing information. Once the Excel file is updated, it is re-imported to populate the event's User attendance list.

1.Navigate to the Calendar Event > Users tab and select the 3-dot option menu directly above the Users grid

2.Select Export User Attendance from the menu to generate an excel template with the necessary columns and format for bulk importing User history. Save the template and enter the User Attendance data into the appropriate columns. Any existing Users are included in the exported file.  

a.Note the following details when adding User history to the excel file:

▪Client_User_Identifier must match the User ID in the LMS User account.

▪Location must be entered accurately as per the LMS Locations.

▪Enter a valid Event Status in the status column. Capitalize each word with no spaces. For example, 'No Show' is entered as 'NoShow', Enrolled, Finished, Waived, Passed, Failed, Cancelled, etc.

▪If a match exists for a User in the existing Event attendance, the import will update the record, i.e. change 'Enrolled' to 'Finished'.  

b.Save and close the exported file.

3.Select the 3-dot option menu > Import User Attendance to import the updated User Attendance. The bulk import process will process the records and update the Event User history with the data supplied in the import file. If there are any problems along the way the import will display any errors at the top of the Uses page.

Bulk Import User Event Attendance

Once user attendance has been recorded, the User(s) tab for the Event will have no attendee names listed, as there is no pending enrollment status for users. You can still view the list of attendees, change the enrollment status of a user, add notes regarding a user (such as they arrived late or left the class early), and print another copy of the Attendance Roster if required.

1.Navigate to the Calendar page.

2.Locate and click the Event on the Calendar.

3.Click the User(s) tab.

4.Select Show Filters at the top of the page.

5.Select the Location, if the Event has more than one, and the History Status you are looking to edit.

6.Click .

7.The users with that status will be displayed. Click the User ID for the user (or click in the user row and then click Edit record .

8.Change the Status and/or add any Notes as required.

9.Click .

Depending on the Event Status selected for the user, the option(s) selected will update the User’s Status or History accordingly.