As seen in the introduction article, the Events tool is used to organize activities with non-consumable content external to the platform, such as face-to-face classes, online classes or webinars. As with Courses and Pathways, they must first be created as new content in the related section, so that the Training on that content can then be created and the students can be summoned. In this first step you will also set up some important features such as the attached materials or the Catalogs and Labels that will be assigned to it. Where to create an Event To create a new Event, access the LMS Admin and go to the Contents section. There you will see a new section between Courses and Pathways called Events. It has the same interface as the other two, when you enter you see a list of the Events already created, with columns that show the related information: Name Status, it can be Publish, Unpublish or Pending (it has not been published yet) Catalogue, as we will see later the Events can also be assigned to one or several Catalogs, so that all the members have access to it Author Date of creation Modified by, the last user to make changes The last Modification date The box with the eye icon shows a Preview of the Event information The three-dot menu with the Options: Publish or Unpublish the Event Edit the details See trainings associated Delete, not available if the Event is published You can also use the Search box, Open Filters, create a New view and apply Massive actions. For more information on these tools please check the List View article.. How to create an Event To create a new Event click on the New Event button at the top of the list. This opens a new side menu to enter the Training Details: Name, this is the title displayed in the LMS Catalogs, you can add the Event to one or more existing catalogs, so that all the members have access to it. For more information you can check the article on how Catalogs work Documentation, this is a new feature and the most important one here. In this section you can attach the files you want to offer to the students as support material for the Event: PDF or any text file, images (JPG, PNG, TIFF), video, audio... Click on Add content and upload it from your computer to the platform. You can attach a maximum of 20 files, which can weigh a maximum of 5 MB each To avoid possible conflicts, it is not allowed to attach executable files to the Event, such as .EXE, .MSI, .BAT, .COM... Description, a short text presenting the Event displayed in the LMS. It is not necessary to indicate the Event data itself (physical address, URLs...), this information will be included later when creating the Training. Labels, you can add a new label or select an existing one. They are also visible in the LMS, and make it easier to find the Event in the list when you do a search. Cover, the image shown in the LMS as the cover of the Event in the carousels and thumbnails. Featured Video, this video is shown in the LMS as a presentation of the Event both in the Featured carousel and when opening the information window. Click on Save to create the new Event and it will be displayed at the top of the list. To edit it, publish it, delete it... click on the three dots menu on the right and select one of the Options. In order to delete an Event, it must be Pending or Unpublished, and it cannot be part of any Training, even if it is Closed. You can also change the status of several Events at once using the Massive actions, by checking the flags on the left and selecting the option at the top. Remember that an Event is a non-consumable content, it has no activities or courses. So even if you click on it nothing will happen, because they have no content to access.

Once you have created and published your Event from the Contents section of the LMS Admin, the next step is to create one or more Trainings on that Event. This is where you assign the physical address or web links, the students who are going to attend, and the trainers who are going to manage it. Remember that in order to open the Training, the status of the Event must be Published, just as it happened with the Courses and Pathways. If it has not been published yet, or is unpublished, it will not appear in the list of available Events. Where to create an Event Training To create the Training, access the LMS Admin and go to the Trainings section. There you will see a new section between Courses and Pathways called Events. It shows the same interface as the other two, when you enter you see a list of the Trainings already created, with columns that show related information: Name Status, can be: Open, if the Event is currently in progress Planned, if the Event is planned for a later date Closed, if the Event has already happened Dates on which the Event is taking place Author of the Training Date of creation Modified by, the last user who made changes to the Training The last Modificación date The box with the eye icon shows a Preview of the Training information The three-dot menu with the Options: Edit details Delete, not available if the Training is Closed You also use the Search box, Open filters and create a New view. For more information on these tools please check the List View article. How to create an Event Training To create a new Training click on the New Training button at the top of the list. A new side menu is displayed to enter the Training Details: Training name, this can be different from the Event name and will only appear in the LMS Admin Event on which you want to create the Training. Clicking on the drop-down opens a new side menu with a list of all the Events to which you have access. You can use the Search box to filter by keywords. Select an Event by marking the flag on the left and click on Save. With the release of LMS Admin 6.8 (October 11th, 2023) new columns of information have been added to this menu to give more details about the events: whether they belong to a Catalogue, the Author, the Date of creation, the last user who Modified it, and that Modification date. Events are sorted by modification date by default, but they can also be sorted by name by clicking on the header of that column. Location, if the Event is going to be face-to-face you can use this section to indicate to the student the physical address where it will take place. What you write in this text box will be shown as it is in the information of the Event at the LMS Dates, the range of time over which the Event will take place. It can be from a few minutes to whole days In the first two boxes enter the day and time of the Event start In the next two boxes the day and time of the conclusion. This must always be after the start of the Event If the Event takes place during a whole day, with no particular start or end time, you can check the flag All day The LMS platform automatically identifies the time zone of our Operating System, and displays the times according to it. This means that: if the student has a different time zone, the platform will adapt it. If you set the Training at 15:00 in London (UTC +1), a student in New York will be summoned for 10:00 (UTC-4) if you change the time zone of our computer when traveling to another place, the times of the Training will also be adapted Virtual room, use this section to enter the URL of the page where the videochat, webinar or chat room will take place. In the LMS a Join Event button will be displayed, clicking on it the student will access directly to that URL Trainers in charge of the Event. Clicking on the Select trainers button opens a new side menu with a list of the users with trainer role available to assign them to the Event. You can use the Search box to filter the list. Select one or more trainers by checking the flag on the left and click on Save With this option you give access to the Event to the selected trainers, the Training will appear in their portal. They will be able to access it to see the list of students summoned and mark those who have attended correctly. Public training. Enrollment to Events works in the same way as the rest of the contents. You can check this flag to make the Training visible to all the students of the portal, regardless of whether they are registered or not. It will appear in the Recommended carousel so that they can see the information and register if they want to With the release of LMS Admin version 6.3.1 (August 9, 2023) the new Microsoft Teams Integration feature has been added. To know how it works please check this article. It is also planned to implement the option to add the Event to the Featured carousel in the LMS. When it is enabled, it will be reported in this article. Click on Save to create the new Training and it will be displayed at the top of the list. To edit or delete it, click on the three-dot menu on the right and select one of the Options. In order to delete a Training, its status must be Open or Planned. If it is Closed, you must first modify the dates to reopen it. How to Summon students to an Event Once the Training has been created, the enrollment and management of students for an Event is easier than in the rest of the contents. By clicking on the Training you can see: The title of the Training in the first term, next to its status (Open, Planned, Closed). The title of the Event itself is shown in the second term, the one that will be shown in the LMS Attendance tab shows the list of all learners enrolled in the Event, regardless of the type of enrollment. To mark a learner as attended or not, click on the box next to his name and select an option. Use the buttons: Generate report to download an attendance report in CSV format Synchronise with MS Teams to obtain attendance data directly from this application. This button is for manual synchronisation, the platform already performs an automatic synchronisation one hour after the end of the event Trainers tab, shows the list of trainers assigned to the Training, those who have access to it. Use: Select Trainers button to add or remove users Search box to filter the list The Enrollment button that takes us to the Students Enrollments page. Here you can manage the list of users, and manage the waiting list The three-dot menu that allows you to access the Options to Edit or Delete the Trainings If you activate the integration with Microsoft Teams in the event training, the option to enroll by groups is no longer available. There is no button or option to close the Training of an Event in progress. To do so, simply access the Training Details menu (three dots) and change the end time to one that has already passed. If the status of the Training is Closed (Event concluded) it is not possible to modify the type of enrollment of the student or exclude him.

With this feature you can automatically create a meeting in the application to associate it with the Event. This way, all those enrolled in the Training will receive a notification of the meeting (the Event itself) and will be able to access the videoconference and the chat on the date and time you set. Remember that this functionality was already available for Courses and Pathways, but in that case what you were creating was a permanent chat room, now it is a one-time meeting. The integration with Teams in Events replaces, or automatically provides, the Virtual room that you could enter when creating the Training. In fact, as you will see later, if you activate this option, the other field is disabled. Enabling the integration with MS Teams in an Event disables the option to enroll by groups, to avoid compatibility issues. How to activate the integration of an Event with MS Teams Creating such a meeting in Teams for the Event is done quickly and easily. When creating a Training with the New training button, in the Training details tab you simply have to activate the Microsoft Teams flag located at the bottom. Activating the Microsoft Teams flag disables the Virtual room field, since the meeting created automatically will be where the Event will take place. In fact, if you go back to the Training details, you will see that a URL is shown in this field, the one of the meeting itself, which you can select and copy. You can also edit a Training already created, clicking on the three dots on the left and selecting the Edit option. This opens the Training details where you can enable or disable the integration with Teams. Beware, when you activate the integration in a Training already created, if you had entered a URL in the Virtual room field, it will be deleted and automatically replaced by the URL of the meeting. This action can't be undone, so you will not be able to recover the previous URL. Also, if you deactivate the integration, the URL of the meeting previously created will be automatically deleted and you will not be able to recover it. If you activate the integration again, a new meeting (URL) will be created. Joining an Event integrated with MS Teams As mentioned above, activating the integration of an Event with Teams creates a meeting through this application, in which all those enrolled in the Training will be included. The application itself automatically sends an email notification of the meeting to all users, to the email address with which they are registered in LMS. The email includes the URL of the meeting, and the From field will be the name of the user who created the meeting in LMS. The meeting name will be the title of the Event Content. Users will receive the email from Teams at the moment you register them in the Training, together with the Event notification email from the LMS. Once the Event arrives, the student has two ways to access the video call. Externally, by clicking on the link they received in the Teams meeting notification email. Or log in to the LMS and look for the Events carousel on the main page. Clicking on the Event thumbnail shows the pop-up window with the Join to the Event button to access the Teams link. If the student's email account belongs to Microsoft, the Event is added to his Outlook calendar when accepting the meeting invitation. He will also be able to accesss the meeting from there. If the student uses another webmail service, he can also add the Event to his calendar through an ICS file. Check this article to find out how. A new window will open to follow the meeting. If the user has the MS Teams application installed on his computer, the browser will give him the option to open the meeting directly in it. In LMS, once the Event is closed it will move on to the Learning Records, and although the student can access the pop-up window again to view the information and attachments, the button to enter the meeting is no longer available. He can only re-access through the link in the invitation email or his webmail calendar. Synchronizing the Attendance record with MS Teams As seen in the article about following an Event, the assigned Trainers can keep track of the Attendance of the students in the Training itself. So far this record was done manually, the Trainer marked the Attendance or Absence, and entered the duration in minutes. With the new integration this synchronisation is done automatically, one hour after the end of the event LMS makes a call to the MS Teams application to get all that data and show it in the list. In addition, there's a button at the top called Synchronise with MS Teams, clicking on it you can make a new query to Teams. This attendance data can be edited manually as many times as you want. The synchronization of Attendance with Teams is done at the moment, not continuously, that is, the data is recorded at that precise moment and the system does not keep a trace afterwards. When synchronizing, LMS uses the email addresses with which the students are logged into the Teams meeting. Attendance is registered for those that match the email addresses that users have associated with their LMS account. Which means, if a user enters the meeting with a different email, or simply as a Guest (without email) the platform will not be able to recognize him and his Attendance will not be registered. In this case the Trainer will have to enter it manually. In order for LMS to synchronize and receive the user's attendance data, the option Identify me in attendance reports must be enabled in the application settings (Teams Options → Settings → Privacy). This option is enabled by default. In case it is not possible to synchronize with a specific user, check if he has this option disabled in his application. Summoning external users As you can see in other articles, in order to use MS Teams in your LMS platform it is necessary to first activate the integration in the portal Settings, and enter the Microsoft client data withy our company server. By doing this, all users whose email account belongs to that server are considered as internal, and those who have a different server (including @outlook.com, @google.com...) will be external. This is important as it affects the integration of MS Teams with Events. If a summoned user is registered with an external email account (different server): He will not be able to directly access the video call, he will have to wait to be authorized by someone internal. It will not be possible to synchronize his attendance data. Due to Microsoft's privacy policy, LMS cannot obtain data from external users.

This feature makes easier to register users in this type of content and manage the audience. From now on you can establish a maximum capacity for the room, real or virtual. When this capacity is exceeded, the user will be able to join a waiting list to get a place when someone unsubscribes. Waiting lists can be managed manually from the event training, or automatically following the queue order. Waiting lists is a feature managed by Administrators and Group Administrators. Activate a waiting list When creating or editing an event training in the Details menu, you can see an option called Maximum capacity. Checking this flag you can activate the feature, and two more options get unlocked below. In the Max. capacity text box you can indicate the maximum number of users that can attend the event, that is, the room capacity limit. When this limit is exceeded, new users will enter directly to the waiting list, keeping an order by date of request. Marking the Automatic seat reservation flag you activate the automatic management option so that the system assigns seats directly in order of request, adding the users on the waiting list when seats become available. If this flag is deactivated the seat assignment must be approved by the Administrator, that is, the user requests his seat and waits for the Administrator to manually approve it. Manage a waiting list The waiting list is managed from the Enrollment section within the training. In the list of students you can see two new columns. The Seat column indicates the user's seat in the event: Yes: the user has a seat assigned in the Event. No: the user has not yet requested a seat, or his request has been rejected. Requested: the user has requested a seat and: is waiting for the Administrator to approve it (manual assignment) is waiting for a seat to be released (automatic assignment, sold out) Seat statuses are directly linked to the type of enrollment, to change the status you must change the type of enrollment. That is: If you enroll a student as Mandatory or Optional he must have a seat in the event, therefore the status will be Yes. If you register a student as Recommended he will start with the status No. When he requests a seat he will change to Requested, and the Administrator will have to change his enrollment type to Optional or Mandatory to assign him the seat. In case of a Public Training students do not appear on the list until they apply for enrollment. When they do they appear as Recommended and you will have to change his enrollment the same way. Seat assignment (change of status) can only be done Directly, not in Group, to avoid manegement conflicts. If the Automatic seat reservation is activated, the system will automatically change the type of enrollment, from Recommended to Optional, when the student requests a seat. If the Maximum capacity of the event is full, it will keep the student as Requested while waiting for one of the already enrolled to unsubscribe. The seat assignment is done in order of request, which you can see in the new column Request date. If the Automatic seat reservation is activated, and the Administrator manually removes the seat from a student, or deletes him from the training, the system assigns the free seat to the next one on the waiting list. At the top next to the heading Students enrollments you can see the number of seats left, or if the event is Sold out. This indicator also appears in the menu Enroll students. What happens if you try to enroll as mandatory/optional more students than there are seats available? The system enrolls only the first ones on the list until the maximum capacity is reached, leaving the rest out, and an error message is displayed. To make management easier, the list of students can be sorted by Seat status and Request date. Plus in the filter tool you can filter by Seat status. For example, if you want to see the order in the waiting list, you must filter by status Requested and sort by the column Request Date. Enrolling in a waiting list How does the student view his registration to a waiting list? When clicking on the event in the LMS, the registration button and information changes depending on available seats. If there are free seats the student will see a green banner on the right side showing the number of seats left, and the button with the option to Request a seat. If the automatic reservation is activated, a seat is assigned to the student and the option to Add the event to my calendar is shown. The option to Give up your seat is also activated so that the student can unsubscribe in case he cannot attend. Clicking on this option a new window is shown to confirm the cancellation. After that, you can request a seat again, but you will go back to the last place on the wailist. In case there are no seats left, the Sold out banner and the Add me to the waiting list button is shown. Clicking on the button the student enters the waiting list, until a place is released he will see the button disabled with the text Requested seat. You can leave the waiting list at any time by clicking the Cancel request link. If registration is managed by an administrator, the student will have to wait for him to approve it. In the meantime, the Requested seat is shown appears in the window. As soon as the administrator assigns the seat, the button will change to Add to my calendar and the option to Give up your seat is also displayed. When a student on the waiting list gets a seat, because it was approved by the administrator or a seat was released, he will get a warning in the Notifications section.

You have already created the Event in first place, and then generated the Training to enroll the students. Now, how does the student access this Event and its resources? How is it displayed in the LMS? In a simple and direct way, very similar to that of the Courses and Pathways. Remember that a student can be registered in four different ways, depending on the chosen one, the access and the banner displayed will be different. For more information you can check the article on Types of Trainings. Where to see the Events When the students access the main page of the portal they can see the events they are enrolled through the different entity carousels. The thumbnail of an event can be differentiated because it shows the start date in a box in the upper corner. Depending on the status of the event, it will be displayed in a different carousel: Required, if the event has started and the learner is mandatory enrolled Explore, if the event has started and the training is public, or the learner is optionally or recommended enrolled Featured, if the event has started and the training is set as featured Soon, if the learner is enrolled but the event has not yet started (start date coming soon) In order for the learner to access the attached documentation and the virtual room, they must first enroll in the event. The student himself can see the status of his registration through the banners on the Event's thumbnail: if it is a Public Training or he is registered as Recommended, no banner appears if it is an Optional training, Enrolled banner is displayed if it is a Mandatory training, both the Enrolled and Mandatory banners are displayed How to access an Event To access an Event, the student must log in with his user in the LMS and go to the Events carousel. Clicking on the thumbnail opens the information window, what is displayed will depend on whether the student is enrolled or not in the Training. If he is not enrolled (Public or Recommended Training) he will be able to see: Image and Cover Video, first the video is played and at the end the static image remains Name of the Event Dates Location Enroll button Description If he is already enrolled (Optional or Mandatory), in addition to the above: He will have access to the attached Documentation. If he clicks on it, a viewer will open in a new tab The Enroll button will change to the Join to the Event button, which will take him to the Virtual Room in a new tab With the release of LMS 6.13 (September 27th, 2023) a new button has been added to Unenroll from the Event when possible. Check this article to find out how it works. The documentation viewer supports certain types of text, image and video files. If the file is not supported, a pop-up window will open so that you can download it to your computer. Viewing Past Events The Events carousel on the main page only shows those that are Open (currently in progress) or Planned (starting soon). Those that are Closed (that have already concluded) disappear automatically from this carousel, but the Documentation and the Virtual Room are still accessible for the student to consult them whenever he wants. To do this access the User Menu, clicking on your profile icon, and go to the Learning Records section. This is where the student can check all the completed contents and certificates obtained. If the platform Administrators exclude the student from the list of enrolled users, or directly delete the Training, it will no longer appear in the Learning Records and the student will no longer have access to the contents. In the top row click on the Events button to see all the events that have already been closed. By selecting any of the list you have access again to the pop-up information window, where you can check the link to the virtual room and the documents. How to track the Event (trainers) If you remember the process of creating the Event Training, there was a section where you were asked to assign one or more users with the role of trainer. Their work is to follow up the Event, maybe even to teach it, and for this purpose the portal provides them with a control tool. When you add a trainer to the Training, he will automatically have access to it from his LMS Admin. Clicking on the Trainings section he will see that there is a new section between Courses and Pathways, called Events. It has the same list view and content as for the Administrator role, except that the trainer cannot create Trainings or Enroll students. The access to these Trainings will serve mainly two functions: Check the list of students enrolled within the Call, together with the Event information by clicking on the icon of the box with the eye Register the students who have attended the Event To do this, go to the Attendance tab and look for the student in the list of those enrolled. Click on the flag next to their name and some options are shown at the top: Attended, to mark that the student DID attend the Event No attend, to mark that the student DID NOT attend Set time gives you the option to also register how long he was present These options are Masive actions, which means that you can select several users at the same time and apply the same changes to all of them. Also, if the Training has the integration with Microsoft Teams enabled, Synchronize with MS Teams button is displayed at the top, to request the Attendance data from this application. The system gets this data automatically one hour after the end of the event, but afterwards you can re-synchronise or edit it as many times as you want. If a user marked as absent (No Attended) is set a time, his status automatically changes to attended (Yes Attended). And on the other hand, if his status is changed to absent, the value in the Time field disappears automatically. This also applies to Masive Actions, setting time to both attended and absent users, makes the absent ones change to attended. For more information on how to manage waiting lists in events, or how to follow an event with a waiting list, check this article.

Besides the possibility of creating a specific field for Courses or Itineraries, you can create a specific field for Events too. The process is the same as for the other entities. When creating or editing a new item in the Setting → Extended Fields section, in the Entities option click on Events. This way the field is assigned exclusively to this type of content. Remember that it is mandatory to select an entity type, and that only one of them can be selected.

When creating or editing an event, the Completeness property allows you to set a criterion that the learner must meet in order to successfully complete the event. It works similarly to course completeness, but with more criteria available. And it makes the learner's learning path easier, for example in order to advance when the event is part of a Pathway or a Learning Program. Setting completeness You can set the completeness in the tab Event details. In the Contents section create a New event or edit an existing one. In the details tab you will find the Completeness field, where you can select the criteria by clicking on the drop-down menu: Attendance: the event is considered completed when the learner's attendance is confirmed. This can be done automatically, if the event is synchronized with MS Teams, or manually, from the Students tab within the training End date: the event is considered completed when the end date of the training is reached The end dates of the call are checked every hour, then the event is considered completed for the corresponding learners. Evaluation: the event is considered completed when the student meets the assessment criteria. In this case it is also necessary to activate the Assesment option in the same tab, and to mark the cut-off score If you choose the Assessment completeness, you must activate the Assessment option. However, you can activate the Assessment option and choose any other completeness criterion. Manually completed by the administrator: the event is considered completed only when it is marked manually by the administrator, from the Students tab within the training. The Completeness field is mandatory, if no criterion is marked, the system will assign "Manually completed by the administrator" by default. When editing an event, the change of completeness criteria is not retroactive, it only affects new cases of completeness. That is, if there are students who have already completed the event, and we change the criteria, those who have already completed the event stay as they are, only the following ones are ruled by the new criteria. Manage completeness Once the training has been created, regardless of the completeness criterion you have chosen, you can edit the completeness data of the learners. To do this enter the event training and go to the Students tab. You will see the list of registered learners and their data. Select one or more by checking the flags on the left, and click on Manage, a side panel with the options is displayed: Students: to mark the attendance or not of the student to the event Attendance duration: if you marked attendance, here you can specify the time in minutes Assessment: for the score obtained by the student. If the criterion of the event is the assessment, the score you enter here will affect the completeness. You can also add Remarks about the assessment, which are shown in the report generated from the Students tab Set completion status manually: to manually edit the completeness or not of the event, regardless of the criteria previously chosen Click the Save button to apply the changes, returning to the Students list you can see if the student completed or not the event. When using the Manage students panel, only the values of the fields that you edit will be applied. The ones you leave blank do not modify the previous status. The completeness management is the same when the event is within a Pathway or Learning Program. If the event has more than one session, it is considered completed when passing any of them. View completeness When an event is completed, by whatever criteria, if the learner goes to the Learning records section he/she will see the completed contents in the Events tab. Clicking on the event opens a new window with more information, in the Assessment tab he/she can see what his/her score is and the cut-off score. The requirement for the completeness of a pathway is to complete the required contents. When there is no content marked as required, you must complete all of them, both courses and events.