Scheduled Courses

Navigate to Scheduling Tool

1. Select the Scheduling Tool tab at the top of the page.
   • If you are a Site Manager, select Library > Scheduling Tool.
2. Optionally use Filter and Save Searches to locate specific sessions. 
3. Optionally Export the session list. 

The image below shows the Scheduling Tool main page.

Create a Scheduled Session

1. Navigate to the Scheduling Tool.
2. Select Create from the Options menu. If you cannot see the menu, show the Tool Panel.
3. Fill out the form.
   

   Form Field Descriptions

   Field Name	Field Type	Required	Description
   Name	Text Input	Yes	Enter a name for the session.
   Description	Text Input	No	Optionally provide details and links that append an existing course description. individuals will see the session description when they Click for Info in the catalogue.
   Bundle	Drop-down	No	Narrow the product list by selecting a category bundle.
   Product	Drop-down	Yes	Select the product for your session.
   Instructor	Drop-down	No	Select an instructor for the session. Note that the instructor must be enroled to the product. The LMS will display a conflict alert if the instructor is already scheduled on the same date and time. A course can still be scheduled with the conflict in place.
   Location	Text Input	No	Enter details about where the session is taking place. The LMS will display a conflict alert if the location is already scheduled on the same date and time. A course can still be scheduled with the conflict in place.
   Room	Text Input	No	Identify the room that the session is meeting in.
   Status	Drop-down	Yes	Select the status of the session. A status change does not run any LMS tasks and is not automatically affected by publish dates; status is more of an administrative tool. For more about statuses, visit Change Session Status.
   Type	Drop-down	Yes	The delivery method is shown in the catalog (e.g. Classroom, Webinar). The enrol button will change based on the type. The type and enrol buttons can be renamed by a Site Manager.
   Maximum Attendance	Text Input	No	Enter the number of spots/seats available or leave blank for unlimited. Once this number is reached, individuals attempting to enrol will see that the class is full. If an individual withdraws from the session, it will make a spot available.
   Start Date	Date/Time	Yes	Individuals cannot enrol after the start date/time regardless of publish date and status. Instructors can manually enrol a individual past the start date. Note that the LMS displays all times in Eastern Time Zone.
   End Date	Date/Time	Yes	The end date indicated when the session is over. Individuals generally should not not be enroled to a session that had ended. Note that the LMS displays all times in Eastern Time Zone.
   Published	Date/Time	No	Select one of the two options to set a time frame to accept enrolments for confirmed sessions: Publish Forever: This will open your session to enrolments from the time you create the product until the time you have changed the status to Completed. Publish Between:  Set a specific date/time range to accept enrolments from the catalog and calendar.
   Waitlist	Number Input	No	An optional waitlist can be set with maximum number and cut off dates. Individuals on the waitlist can be manually moved from the waitlist to  enrolment in the session. See Waitlist in the Scheduling Tool topic of hte Instrcutor manual.
   Attachment	File Upload	No	After you create the session, you can edit it to upload files such as .ics, .pdf, and .docx to make them available to enroled individuals. To prevent calendar conflicts, you can attach only one .ics at a time.

4. Select Create or Save and Create Another to keep the data from the previous save and start a new session.

Edit a Scheduled Session

1. Navigate to the Scheduling Tool.
2. Select the Edit button for a session.
3. Make the necessary changes and then Save.
4. To change the status, see Change Session Status.

Copy a Scheduled Session

1. Navigate to the Scheduling Tool.
2. Select Copy from a session’s Edit split button. 
   
3. Confirm your copy.
4. Find the copy from the list of sessions and Edit it (e.g. change the date of the session).
   The copy is created with the same name as the original session with the word copy in front of the title.
5. Save.

Manage Session Attachments

Upload files such as .ics, .pdf, and .docx to make them available to enroled users. Only one file can be attached during creation, however after creation, you can edit to add multiple attachments. 

Add Attachments

1. Navigate to the Scheduling Tool.
2. Select Manage Attachments from a session’s Edit split button. 
3. Choose a method for uploading the file (ftp is for large files).
4. Select the file from your workstation.
5. Select Continue.

Delete Attachments

1. Navigate to the Scheduling Tool.
2. Select Manage Attachments from the session’s Edit split button. 
   
3. Select the Delete Icon for the relevant attachment.
   
4. Confirm the deletion.

Create a Calendar File

Calendar items can be created in Outlook and saved as an .ics file. You can then attach the file to a session, allowing users to add the session to their calendar. 

1. Open Outlook.
2. Create the calendar item.
3. Choose File | Save as | iCalendar format (*.ics).
4. Save.

If you have Product enrolment email alerts enabled, the email can automatically attach an ICS file if one exists for the scheduled session. Ensure the following criteria is met for this functionality:

• The scheduling tool is enabled for your LMS.
• An individual must be enroled to a specific scheduled session.
• An ICS file must be attached/uploaded that scheduled session.

Manage Session Enrollments

Waitlist

The scheduling tool has an optional waitlist that you can enable for a scheduled session. The waitlist can be set with a maximum number of people allowed on the waitlist, as well as cut-off dates. Individuals to the waitlist can be manually moved from the waitlist to active enrolment by the instructor or other user type with the permissions (e.g. a Site Manager).

Navigate to a Waitlist

The waitlist lists all waitlisted users for the session as well as their position on the waitlist.

1. Navigate to the Scheduling Tool.
2. Select Waitlist from a session’s Edit split button. If it's not visible, hide the Tool Panel.
3. Optionally Export the list.

Email Session Participants

You can generate a list of email addresses for enroled individuals to notify them about changes.

1. Navigate to the Scheduling Tool.
2. Select Email List from a session’s Edit split button.  
   
3. Open your email application and then copy/paste the email addresses provided.
   

Change Session Status

Session Statuses

1. Navigate to the Scheduling Tool.
2. Select sessions.
3. Use the drop-down menu Change Selected Status under the options menu to change the status of all selected sessions. If you cannot see the menu, show the Tool Panel.
   
4. Confirm the update.

Session Status Glossary

Session statuses can be used to help filter and organize the sessions. The status list shown below is not exhaustive; more statuses may be available on your system.

• Planned: This status indicates the session is still being prepared and it not yet ready for enrolments. It will also disable enrolment from catalog & calendar. 
• Confirmed: This status indicates the session is ready for enrolment. It is also the only status that allows enrolment from catalog & calendar. 
• Cancelled: This status indicates a once confirmed session that is no longer available. It will also disable enrolment from catalog & calendar. 
• Completed: This status indicates the session that has ended. It will also disable enrolment from catalog & calendar. 

Cancel a Session

1. Open the Scheduling Tool and then select Edit.
   
2. Change the Status to Cancelled. 
   
3. Save.
4. Optionally email your class to inform them of the cancellation.
5. To cancel mutiple sessions at once, see Session Statuses.

Reschedule a Session

1. Navigate to the Scheduling Tool page and then select the session’s Edit button.
   
2. Change the Start Date and Time for your session.
3. Save.
4. Remember to update any file attachments, especially an ICS file, if applicable.
5. Optionally email your class to inform them of the change.

Delete a Session

The delete option is available from the Edit split button on the Scheduling Tool page. You must confirm the deletion of the session before it is actually deleted. You can delete multiple sessions at once from the Options menu. The LMS does not automatically notify users about deletions. If necessary, you can generate an email list to notify enroled users.

1. Navigate to the Scheduling Tool.
2. Select Delete from the session’s Edit split button.
3. Confirm the deletion of the session.
4. You can delete multiple sessions at once from the Options menu.

Since different user types may view the Scheduling Tool page, deletion rules are in place as follows:

For versioning and retention, it is recommended that you change the session status to Completed or Cancelled instead of deleting.

Session Attendance Sheet

Generate a simple class list of the individuals enroled to a session. The list can be opened in HTML or downloaded to Excel. You can print the list to confirm attendance in a classroom setting or use the Excel file to import completions to the LMS.

1. Navigate to the Scheduling Tool.
2. Select Class List from a session’s Edit split button.  
   
3. Export the list to HTML or Excel to use as an attendance sheet.

Scheduling Tool Reports

R224 Scheduled Course enrolments is a dedicated scheduling tool report. 

The following reports have a scheduled session filter. Please see the Reports Manual for more details.

• R202
• R203
• R204
• R208
• R213
• R219
• R301

Scheduling Tool Dictionary Labels

A Site Manager can change any of the buttons or navigation wording used in the Scheduling Tool. Here are the associated variable labels used with the Scheduling Tool. For more information on updating labels, see Languages and Dictionaries.