Scheduled Courses

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callout-successThis feature is available to Site Managers, Campus Admins, Publishers, and Instructors, depending on system configuration. 


The scheduling tool lets you offer in-person sessions such as instructor led training, classroom courses, face-to-face instruction, and blended learning. Multiple sessions can be created from one product without making a copy of the product.

Here are more benefits of the scheduling tool:

  • Create one product with multiple sessions
  • Define the number of seats for each session
  • Associate multiple dates to one product
  • Define the session duration
  • Offer each session in a different location
  • Allow for a different instructor for each session
  • Offer attachments for learners to download prior to the session
  • Instructors may manually enroll learners on the fly
  • Learners may register to a session through the course catalog
  • Learners may cancel their registration to a session any time before it starts

callout-info The scheduling tool is available for self registrations through the course catalog and to manual registrations. Access codes cannot be used to register users to a session. The scheduling tool is not currently compatible with the Informetica storefront.


Scheduled sessions are displayed based on the user accessing the scheduling tool, as follows:

User Type Visible Offerings
Instructor and Publisher Only scheduled offerings that you have created or that you are assigned to as the instructor.
Campus Admin Any scheduled offerings that are in the same campuses that you belong to.
Site Manager All scheduled offerings.

Navigate to Scheduling Tool

  1. Select the Scheduling Tool tab at the top of the page. scheduling-tool-tab
    • If you are a Site Manager, select LibraryScheduling Tool.scheduling-tool-library-tab
  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.
scheduling-tool-manage-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.
    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 enrolled to the product.
    Location Text Input No Enter details about where the session is taking 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 enroll button will change based on the type. The type and enroll 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 enroll 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 enroll after the start date/time regardless of publish date and status. Instructors can manually enroll 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 enrolled 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 enrollments for confirmed sessions:
    • Publish Forever: This will open your session to enrollments 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 enrollments 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  enrollment 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 enrolled 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
    scheduling-tool-copy
  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 enrolled 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 buttonscheduling-tool-manage-attachments
  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
    scheduling-tool-manage-attachments
  3. Select the Delete Icon for the relevant attachment.
    scheduling-tool-manage-attachments-delet
  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 Enrollment 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 enrolled to a specific scheduled session.
  • An ICS file must be attached/uploaded that scheduled session.

Manage Session Enrollments

An Instructor may need prepare for an upcoming session by managing the enrollments. Instructors can use the Enrolled Users feature to perform common tasks such as processing cancellations, add users from the waitlist, allowing enrollment over the set maximum, and changing the enrollment status for all attendees.

View Enrolled Users

This page lists all individuals scheduled to attend the session, as well as those who on the waitlist and awaiting approval. From this page, you can manage enrollment tasks.

  1. Navigate to the Scheduling Tool.
  2. Select Enrolled Users from the session’s Edit split button
    scheduling-tool-enrolled-users
  3. Optionally use Filter and Save Search to narrow the list of users. 
  4. Optionally Export the list. 
  5. Expand an entry to read an indvidual's Enrollment Status History.

Enroll Users to a Session

Manually enroll individuals into your session if they are not already enrolled. This is not the same as moving someone from the waitlist (see Waitlist in the Scheduling Tool topic of the Instructor manual).

  1. Navigate to the Scheduling Tool.
  2. Select Add Enrollment from the session’s Edit split button
    scheduling-tool-add-enrollment
  3. Select Search or Add Filters and then select Search. The results will only show users not already enrolled to the product. The indivduals listed are based on your campus and user group memberships.
    scheduling-tool-add-enrollment-filter
  4. Select the box in front of the users you wish to enroll into the session.
  5. Select the Register button. 
  6. Select Yes when prompted to confirm.
  7. Optionally email enrolled users to inform them that they are now enrolled.

callout-infoManual enrollment considers a session's maximum attendance. The system will alert you when a session is full, but will not prevent you from enrolling the individual.


Change Enrollment Status

Change the enrollment status of users enrolled to a specific session.

  1. Follow the steps above to view enrolled users.
  2. Select users.
  3. Choose Change Selected Status from the Options menu. If you can't see the menu, show the Tool Panel.
    change-selected-status-a
  4. Change Selected Status from the drop-down menu. Applied statuses are retained as historical data and can be seen on report R224. This way an administrator can run a report to see all no shows, for example.

    Enrollment statuses affect product enrollment. They may also be applied from the users list without the Scheduing Tool. 

    Status Purpose Maximum Attendance Notes
    Register - Approved Indicates current enrollment in the course. Uses a spot/seat in the session.
    Completed Indicates historical enrollment in the course. Uses a spot/seat in the session. Does not apply completion to the user's course; it is for reporting and auditing purposes.
    Registration - Revoked Removes enrollment to the course. Does not use a spot/seat in the session and will free a seat where applicable. This status is applied by an administrator that removes an enrollment and may be used to move a user out of the session (similar to dropped).

    Automatically applied when someone is reenrolled; their prior enrollments are revoked.
    Absent – No Show Indicates that a user did not attend as expected. Typically applied after session conclusion, so spot/seat would be defined by prior enrollment status. This status can only be manually applied.
    Dropped Indicates that the user chose to withdraw and removes them from the course. Does not use a spot/seat in the session and will free a seat where applicable. May be applied by the user using the drop feature, or applied by an administrator.
    Pending Indicates the user has not been accepted into the course yet. Does not use a spot/seat in the session. This status may be applied by a user enrolling from the catalog or by an administrator.
    Expired This status affects reporting and auditing purposes only.  Does not use a spot/seat in the session. Does not expire user access to the product; it is for reporting and auditing purposes. Expiry is a product level configuration.
  5. On the confirmation prompt, select Update The status change will apply to all of the selected users.
    change-selected-status-b
  6. Optionally email the individuals to alert them about the change.

Waitlist

The scheduling tool has an optional waitlist that you can enable for a scheduled session. The waitlist can be set with 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 enrollment by the instrutor 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 postion on the waitlist.

  1. Navigate to the Scheduling Tool.
  2. Select Waitlist from a session’s Edit split buttonIf it's not visible, hide the Tool Panel.scheduling-tool-waitlist
  3. Optionally Export the list.
  1. Edit a Scheduled Session
  2. Select the checkbox in front of Enable to create a waitlist for this session.
    enable-waitlist
  3. Enter a number for the Maximum Size. This will limit how many users can be waitlisted.
  4. Enter the Start/End Date and optional times that a user can be waitlisted. A best practise is to prevent users from being waitlisted too close to start of the session (e.g. two days before session is scheduled).
  5. Save.

callout-infoAn individual may only belong to one waitlist per product. If an individual is enrolled to another waitlist for the same product, they are removed from their previous waitlist.


Move enrolled users to the waitlist.

  1. Navigate to the waitlist.
  2. Select Add Users under the Waitlist Tools. If you can't see the menu, show the Tool Paneledit-waitlist-add-users
  3. Optionally use Filter and Save Searches to locate specific enrolled users.
  4. Search. If you did not apply filters, all users enrolled to the session will be listed.
  5. Select the checkbox in front of each user you wish to add to the waitlist.
  6. Select Add to Waitlist at the end of the list of users.
    add-to-waitlist

callout-infoWhen enrolling a user from the waitlist list, the system does not account for the session's maximum attendance. This is to give flexibility to special cases where adding users above the seat limit for the scheduled course may be applicable.

 

  1. Navigate to the waitlist.
  2. Select the users you wish to enroll.
  3. Select Register Selected under the Options menu. If you can't see the menu, show the Tool Panel
    enroll-waitlist

Individuals removed from a wailist will not be enrolled to the session. You may wish to enroll users from the waitlist instead (see above).

 

  1. Navigate to the waitlist.
  2. Select the users you wish to remove.
  3. Select Remove Selected under the Options menu. If you can't see the menu, show the Tool Panel
    remove-waitlist
  4. Confirm.

There are two automatic email notifications related to the waitlist that may be in use by your system. 

  1. Added to Waitlist emails are sent when:
    • An administrator adds a user to the waitlist
    • A user adds themselves to a waitlist
  2. Removed from Waitlist emails are sent when:
    • An administrator removes a user from a waitlist
    • A user removes themselves from a waitlist
    • An instructor removes a user from the waitlist

Email Session Participants

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

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

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.
    scheduling-tool-change-status
  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 enrollments. It will also disable enrollment from catalog & calendar. 
  • Confirmed: This status indicates the session is ready for enrollment. It is also the only status that allows enrollment from catalog & calendar. 
  • Cancelled: This status indicates a once confirmed session that is no longer available. It will also disable enrollment from catalog & calendar. 
  • Completed: This status indicates the session that has ended. It will also disable enrollment from catalog & calendar. 

Cancel a Session

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

callout-infoChanging the session to Cancelled will remove it from the course calendar and enrollment drop-down menu, but does not remove a user’s enrollment to the product.

Reschedule a Session

  1. Navigate to the Scheduling Tool page and then select the session’s Edit button.
    scheduling-tool-edit
  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 enrolled users.

  1. Navigate to the Scheduling Tool.
  2. Select Delete from the session’s Edit split button.scheduling-tool-delete
  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:

User Type

Deletion Rights

Site Manager

Can delete any sessions.

Campus Admin

Can delete any displayed sessions since only sessions within their registered campuses are displayed.

Instructor

Can only delete the sessions they have created; cannot delete sessions created by other users.

Publisher

Cannot delete any sessions.

 

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 enrolled to a session and then. 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.  
    scheduling-tool-class-list
  3. Export the list to HTML or Excel to use as an attendance sheet.

Scheduling Tool Reports

R224 Scheduled Course Enrollments 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.

Label ID Label Name Default English Dictionary
3186 name_product_offering_plural Product Offering
3187 name_product_offering Product Offering
3188 product_offering_name Name
3189 product_offering_start_date Start Date
3190 product_offering_type Type
3191 product_offering_status Status
3192 product_offering_location Location
3193 product_offering_id ID
3198 reports_select_product_for_offering Select a product to view offerings.
3200 reports_no_product_offerings No available product offerings
3201 product_offering_desc Description
3202 product_offering_room Room
3203 product_offering_enrollment_limit Maximum Attendance
3204 product_offering_publish_date Publish Date
3205 product_offering_publish_end_date Publish End Date
3206 word_attachment Attachment
3207 delete_product_offering_message Are you sure you would like to delete the following Product Offering Records?
3208 product_offering_edited Edited
3209 product_offering_created Created
3210 product_offering_cdate Create Date
3211 product_offering_edate Edit Date
3212 product_offering_status_1 Cancelled
3213 product_offering_status_2 Completed
3214 product_offering_status_3 Confirmed
3215 product_offering_status_4 Planned
3216 product_offering_type_1 Classroom
3217 product_offering_type_2 Webinar/Teleconference
3218 product_offering_type_3 Live
3219 3219 product_offering_missing_product You must choose a Product
3220 product_offering_missing_product_offering_name You must enter a name for the Product Offering
3221 product_offering_missing_product_offering_start_date You must enter a start date
3222 product_offering_generating_file Generating File.
3223 product_offering_attach_file Attach File
3225 product_offering_type_4 Blended
3226 tab_product_offering Product Offering
3234 product_offering_upload_title Add Attachment
3235 product_offering_upload_choice Select method to add attachment
3236 product_offering_ftp_upload Manage FTP
3237 product_offering_http_upload HTTP Upload
3238 name_product_offering_media_list Manage Attachments
3239 product_offering_filename File Name
3240 product_offering_file_last_modified Last Modified
3241 product_offering_file_size  Size
3242 product_offering_media_list_no_media No media elements exist.
3243 product_offering_delete_media_confirm_title Confirm Attachment Delete
3244 product_offering_delete_media_confirm Once deleted, an attachment cannot be recovered. Are you sure you want to delete the following?
3245 command_manage_attachments Manage Attachments
3247 word_publish_forever Publish Forever
3248 word_publish_between Publish Between
3249 word_published Published
3266 disable_catalog_registration Disable Catalog Registration
3269 command_add_to_calendar Add to Calendar
3270 command_click_for_info Click for Info
3271 command_click_for_attachments Click for Attachments
3272 command_drop Drop
3273 product_offering_email_list Email List
3274 product_offering_email_list_empty No registered Users at this time
3275 command_email_list Email List
3276 command_class_list Class List
3277 name_html HTML
3278 name_excel Excel
3279 product_offering_email_list_choice Select file type of choice
3280 product_offering_class_list Class List
3282 product_offering_num_enrollments Number of Enrollments
3284 class_list_header_lname Last Name
3285 class_list_header_fname First Name
3286 class_list_header_username Username
3287 class_list_header_attended Attended
3288 class_list_header_other Other
3289  class_list_header_integration_username Integration Username
3322 word_attachments Attachments
3324 confirm_drop Confirm Drop
3325 product_offering_email_list_instructions Select the text below to copy/paste the email addresses provided.
3326 word_generated Generated
3327 product_offering_class_list_title Attendance Sheet
3328 product_offering_mailto_text Click to open email in default email client
3329 command_add_registration Add Registration
3347 course_catalog_no_bundle_name Miscellaneous
3348 command_register Register
3349 add_registration_instructions Click Search to get list of unregistered Users
3350 add_registration_none_found No Users were found
3352 product_offering_choose_offering Choose Product Offering
3353 product_offering_type_1_register Schedule Now
3354 product_offering_type_2_register Register Now
3355 product_offering_type_3_register Schedule Now
3356 product_offering_type_4_register Register Now
3357 course_catalog_status_not_registered Not Registered
3358 course_catalog_registration_completion_status Completion Status
3359 course_catalog_completion_complete Complete
3360 course_catalog_completion_incomplete Incomplete
3374 course_catalog_you_have_registered_for You have registered for
3375 course_catalog_approval_pending Approval is pending
3407 confirm_registration_title Confirm Registration
3408 confirm_registration_content Are you sure you would like to register these ([[ entity_count ]]) Users?
3409 registration_success_title Registration Successful
3410 registration_success_content Users registered successfully
3411 course_catalog_no_items No course catalog items available.
3417 course_catalog_switch_view Switch View
3418 product_offering_maximum_enrollment_reached Maximum enrollment reached.
3419 product_offering_too_many_users_title Alert - Too many users selected
3420 product_offering_too_many_users_text Operation cannot be completed. Maximum enrollments left
3421 product_offering_enrollments_left Enrollments Left
3422 product_offering_warning_enrollment_limit_reached The Product Offering has reached the maximum enrollment limit of
3424 product_offering_entity_type_4 Instructor
3425 product_offering_enrollment_limit_invalid Please enter a valid number for maximum attendance
3426 product_offering_add_registration_title Add Registration
3427 course_catalog_calendar_course_info Courses without scheduled dates are not visible on the calendar.
3428 product_offering_ics_warning Only 1 ISC file is allowed. An *.ICS file upload will overwrite an existing ISC file.