Create and manage sessions

Introduction

You have now learned how to  navigate the portal, manage the visual of your portal and other training items, and create and set up a new training. Now let’s look at how to create and manage sessions before  adding content. 

TABLE OF CONTENT
1. Back to the session concept 
2. Create a new session 
    I. "General information" tab  
    II. "Duration" tab
    III. "Pricing" tab
    IV. "A la carte" tab     
    V. "Completion" tab     
    VI. "Spotlight" tab 
    VII. "Programmed notifications" tab 
    VIII. "Promotion campaign" tab 
3. Duplicate an existing session 
4. Cancel a session
5. Delete a session
6. "Session" tab from administration menu
    I. Calendar and list display

1. Back to the session concept  (top of page) 
As discussed in the Create and manage session content article, the content of your training or event must be deployed at the core of a session of that training or event. In other words, the training contains sessions, which are occurrences of this training, and it is within these sessions that your content will be found. For more information about adding content to sessions, see Create and manage session content.

2. Create a new session  (top of page) 
When you create a new training, after setting it up, a "default" session is automatically created and you are automatically directed to the configuration page. You can jump directly to I. General Information tab. 

To create a brand new session or to edit an existing session, go to the list of your trainings by clicking on the section of the administration menu, then on the . You will generate the following page:

Select the training for which you want to set up a session by clicking on its name (e.g.: “Workshop 1 : Portals and catalogs”), or click on the options button, then on . The following page will be generated:

To create a brand new session, click the . To set up the default session, click on its name (“Default session”, in the example that applies to us. The name of the default session will be the same as the name you gave to your training). You can also click on the options button and then click on the “settings” tab . You will find yourself in the configuration page of the session in question, as presented in the next section. When setting up your session, please note that fields marked with an asterisk (*) are mandatory.

I. “General information” tab  (top of page) 
When you go to the settings page of a session, you are by default under the  tab, as shown below:

The “Session Name*” field allows you to give a unique name to your session, which will default to the same name as your training. This does not mean that you cannot change it!

The “Minimum Registrants” and “Maximum Registrants” fields allow you to define the minimum number of participants registered for your session, as well as a maximum number.

• The  when enabled, will place excess participants on your “Maximum Registrants” queue. You can choose to transfer these participants to another session or cancel their registration. To learn more about this, see Managing Registrations.

The “Number of days the user has access to the content after registering (leave 0 to set a limit)” field allows you to limit access to the content of your session a number of days after registering the participant. The latter will no longer be able to access the training after this period.

The “Maximum number of days the user must complete the content after registering (leave 0 to set no limit)” field allows you to define how many days the participant must complete their training. You will be able to give access to the content for 100 days, but force it to be completed within 50 days, for example. Participants will have 50 days to complete the content, but will be able to access it for 100 days as a reference, for example.

The , button, when enabled, will prevent your session from being displayed in your training catalog, whether it is public or not. The intention behind this option is to allow you to set up your training and add your content without users being able to register or see your project! 

The “Location” drop-down list allows you to choose a location for your session. This list will consist of the locations you have created. To learn how to create new sites, see Create and Manage Locations. Please note that the choice of a location is only an indication of the venue of the activities in face-to-face mode of your session, if your session contains one. Only the administrative region will be selected and presented to learners before they register for your session.

The “Additional Information” field will display the custom fields for the sessions you have created. Please see Creating and Managing Custom Fields to learn how to create and use custom fields. For example, your organization could give administrative codes to your sessions. You could create a custom field called “administrative code” and add the code of your choice when setting up your session.

To save your session and continue setting it at another time, click the button or the button , depending on whether you are creating a new session or editing an existing one. To cancel the creation of your session or to restore to the settings already present before your edition, respectively click the or  buttons.

II. “Duration” tab (top of page)  
The tab is used to set a start date and end date for your session, which are optional settings. The following page will be generated:

Enter the date your session will start in the “Start” field. The start date will indicate to the participant when the training activity will begin, and it is also from that date that self-registration will no longer be possible. Please note that you could still register participants manually. 

Enter in the “End” field the end date of your session, which is only used to let participants know when the training activity will end.

The button allows you to manually select a date presented as a calendar.

The button allows you to select a time from a digital dial.

The  button is finally used to reset the fields, or delete the content.

To save your session and continue setting it at another time, click the button or the button, depending on whether you are creating a new session or editing an existing one ou .

III. “Pricing” tab (top of page)  
The  tab is used to create one or more prices for registering to your session, depending on the type, source or identity of the user who wighes to register, for example. The next page will be generated:

Click on the button which will generate a first price strip, as shown below. Please note that you can set an unlimited number of prices:

The “Label” field allows you to enter a unique name for your price. This name will be presented to users who want to register for your training. The learner must therefore feel included in your pricing. If you set a price for members, for example, it would make sense to add a price for non-members. 

If your training is only available to your members, there is no need to create multiple awards as the “Restriction rule” field allows you to use one of your user-specific custom fields to restrict the ability to register to a specific value of “member” restriction rule, only members will be able to register by paying the amount you indicate in the “Price (0: free)” field. To learn how to manage custom fields affecting users, see Creating and managing custom fields. 

To summarize the above explanations, consider the following pricing example: 

In this example, members of your organization could benefit from your training for free. On the other hand, non-members would have to pay $150 to access it. 

The  will display the following options that will allow you to access addition options related to each price: 

	is used to create a new survey that will be submitted to the user before completing their transaction.
	Is used to link to the rate an existing survey in your “My resources” section, without the need to create a new one. This one will also be submitted to the user before completing his transaction.
	is used to delete a price you have created. A window asking you to confirm your choice will be generated.

If you have a rights profile that allows you to create promotional codes, you can create a new code using the button in the “Promotional Code” section. Please see Creating and Managing Promotional Codes for more information. Please note that you can see the list of promotional codes currently enabled on your environment that can be used on your session in this same section. You can therefore choose to activate or deactivate a code using the “Active” column button or even edit it directly using the function of the “Options” column button .

To save your session and continue setting it at another time, click the button or the button, depending on whether you are creating a new session or editing an existing one. To cancel the creation of your session or to restore to the settings already present before your edition, respectively click the or .

IV. “A la carte” tab » (top of page) 
The  tab allows you to divide online and presence activities into packages with rates according to the participant’s choice. This option is particularly used for events or symposia for which participants must select activities that are at the same time or, in the case where a number of presentations is associated with a tariff. First, make sure you have created the content elements and then group them into packages. The following page will be generated:

The  button, as its name indicates, will activate the “A la carte” function and give you the opportunity to start division by packages.

V. “Completion” tab (top of page) 
The  tab allows you to manage the conditions of completion of your session that is to say to define the actions that the participants must carry out or not in order for their training to be considered as “completed“. The next page will be generated:

The option, as its name suggests, will not track the completion rate at your session when enabled. This does not prevent the creation of a follow-up of completion of the éléments at the heart of the session, but the session itself will not have a status of completion.

The  option, when enabled, will allow users with the required rights profile (e.g. administrator, trainer, teacher, etc.) to mark the session as “completed“ for each participant.

The option, when selected, will mark the sessions as “completed“ when participants have accumulated the number of points you will indicate in the field  now displayed.

The option, when enabled, mark the session as complete when the participant has fully completed all activities and resources for which you have set completion rules. Please see the article Adding content to training and events.

The  option, when enabled, will allow you to choose a resource in your session for which you have defined a completion rule and consider it as the completion trigger for your session.

Regardless of the choice of completion condition you make (in addition to “no completion tracking”), the following button will be generated:

The , when enabled, will add progress indicators to the elements and sections of your session for participants. Items not available will thus display a lock and progress charts will be present in different places in the participants' interface of the session. Activating this option will generate the following button:

• The , when enabled, will display to the participants the completion points they have obtained so far, if you have chosen to assign completion points to the different elements of your session. Please see the article Adding content to training and events .
• To save your session and continue setting it at another time, click the button or button, depending on whether you are creating a new session or editing an existing one. To cancel the creation of your session or to restore to the settings already present before your edition, respectively click the or  buttons.

VI. “Spotlight“ tab (top of page) 
The  allows you to access the space where you will be able to see the list of themes associated with your session. The following page will be generated:

The button will give you the opportunity, if featured teases are existing, to display the theme pastille on your session, for the duration that suits you. In the case below, one of the sessions offered is a "Novelty".

VII. "Programmed notifications" tab  (top of page)   
The tab will allow you to define and activate automated mailings to your attendees regarding information about the session in question. Please note that this tab will not be available until your session will be created. For more information on automated mailings, see  Managing Automated Mailings Settings.

To save your session and continue setting it at another time, click the button   or , button, depending on whether you are creating a new session or editing an existing one. To cancel the creation of your session or to restore to the settings already present before your edition, respectively click the or .

VIII. "Promotion campaign" tab (top of page)   
The tab allows you to create automated mailings promoting your session. Please see Managing Automated Mailings Settings. Please note that this tab will not be available until your session will be created. To save your session and continue setting it at another time, click the button  or button, depending on whether you are creating a new session or editing an existing one. To cancel the creation of your session or to restore to the settings already present before your edition, respectively click the or buttons.

3. Duplicate an existing session  (top of page) 
To duplicate a training session, go to the list of your trainings by clicking on the section of the administration menu, then on the  tab. You will generate the next page:

Select the training from which you want to duplicate a session by clicking on its name (e.g.: "Workshop 1 : Portals and catalogs"), or click on the options button , then on . The following page will be generated:

To duplicate the session named “Default Session”, click the button from column and then click . The following window will be generated, confirming the success of the duplication of your session:

Click on  to close the window; your duplicate hidden will now be in the list of your sessions, as shown below:

4. Cancel a session (top of page)   
Cancelling a session allows you to keep your training content, but to cancel the session itself. To cancel a training session, go to the training list by clicking on the   section from administration menu, then on tab. The following page will be generated:

Select the training from which you want to cancel a session by clicking on its name (e.g.: "Workshop 1 : Portals and catalogs"), or click on the options button , then on . The following page will be generated:

To cancel the session named “Default Session”, click the options button in the , column and then click . The following window will be generated:

When cancelling a session, an action must be taken to manage registered participants if any. You have two options.

You can   this will delete all registrations from your session and trigger a refund for attendees.

Or you can   this will generate the “Select Session to Transfer Registrations to:” drop-down list, where you can choose another session of your training to transfer your participants to. Please note that a member transfer is the equivalent of a manual enrollment: your maximum enrollment will not be met, nor will your waiting list. To place your participants in the waiting list, you will also need to do so manually. To learn more about how to manage registrations in your session, see Manage Registrations. 

The comment field “Leave an administrative note” allows you to leave a note on the reason for this cancellation, for example. This note can be consulted by users with a right profile required for registration management.

To confirm your cancellation and apply the selected options, click the button. To skip the session cancellation and keep it as is, click .

5. Delete a session (top of page)   
Deleting a session is only available when that session has been cancelled. Be ***CERTAIN*** of your choice before proceeding with the cancellation, as this operation is irreversible and will remove all of your training content. If you delete your training content by mistake, you will have to redo your integration work.

To delete a session, please first follow all steps in the section 4. Cancel a session of this article. 

Once your session is cancelled, click the of column and then click . The following confirmation window will be generated:

Click on  to confirm the deletion of your session. REMEMBER, THIS OPERATION IS IRREVERSIBLE. To cancel the deletion, click the or .

6. “Session” tab from administration menu (top of page)   
The tab from administration menu  section offers you the possibility to search for one or more sessions among the upcoming active sessions (which have a start date) for all of your current trainings. The following page will be generated:

I. Calendar and list display (top of page)   
The (calendar) display option will display an interactive calendar presenting the upcoming sessions. The  (list) display option will hide the calendar and replace it with a search field by date. Various search filters are available to refine your search and further target the results obtained. To learn how to use table search filters, see Manage My Account.