Learn - Create an Event for an Instructor-led Lesson

In this article, we'll show how to create an Event for an Instructor-led Lesson. Events are the time and place Instructor-Led learning takes place. 

• Multiple Events can be created for a Lesson
• Events can include a link to join an online Event or directions to a physical location

Unlike Lessons and Courses - which are created independently of each other and then assigned as needed - Events are linked with one Instructor-Led Lesson only. The Instructor-led Lesson must be created first. View 'Create an Instructor-led Lesson' to see steps.

Watch the video and follow the steps below to see how.

Steps to create an Event

1. Browse to the ‘Lesson’ area of Learn admin, and find the Instructor-led Lesson for which you need to create an Event:
2. Select the Lesson Title to open the Lesson
3. Select 'Event' from the Lesson Administration menu. Any Events previously created for this Lesson will be listed here:
4. Select 'New’ to create a new Event for the Lesson
5. Specify the start and finish time for the Event
6. Enter the Code for the Event
7. Enter the location at which the training will take place. Enter a URL link here (for example Teams or Zoom link) for virtual Events
8. Scroll to the end of the page and select 'Submit' to create the Event

New to Instructor-led training in Learn LMS? Take a look at the 'Instructor-led training checklist' article for a quick run through the key steps to create, manage, share, and report Instructor-led training. 

Additional settings for Events

The previous steps include all the mandatory fields required to create an Event. The below table describes the optional settings.

Comments	Comments are included in the BookingBookedUser notification, sent to Users when they book (or are booked) onto an Event. It can therefore be used to store any information the user needs to know before attending the event, such as specific joining instructions or directions to the event location. For more information about notifications, view Configuring email notifications
Administrator	A User with permission to administer the Event. Users with the appropriate LMS Role can be set as an Event administrator, and therefore have access to manage an Event. View Roles and Responsibilities for more information
Approval type	Specify an Approval procedure for any users wishing to book the Event. Choose from a selection of one and two-step authorisation processes. Where two-step authorisation is selected, a booking is not confirmed until it is approved at both stages.
Cost code	A cost code for this Event can be used in a report
Attendance charge	This charge is made if a user attends a learning event. This charge is used for reporting purposes
Non-attendance charge	This charge is made if a user fails to attend an Event in which they were booked to attend. This charge is used for reporting purposes.
Charge period	This is the period in which the non-attendance charge will be applied. For example, if the charge period is 2 weeks, then if a user cancels an event booking within 2 weeks of the start of the event the non-attendance charge will be applied. If they cancel the event more than 2 weeks before the start of the event, then the non-attendance charge will not be applied.
Attendance rebate	This rebate is made if a user attends a learning event. This rebate is used for reporting purposes.
Event is enabled	This is a useful house-keeping exercise to remove Events from view.
Notify each enrolled User that has not yet booked a lesson	This refers to any users to whom a Course has been assigned, but no Event has been booked.
Notify each User on the notification list for this Lesson	Where no Events are available, or if no existing Events are on a suitable date, a user can select ‘Send me New dates’ to add their name to the Lesson Notification list. Select this checkbox to send a notification to Users on the Lesson notification list.

Get deeper learning in The Academy

To get the full picture of Instructor-led training, including suggestions for good practice and tips from the Kallidus team, take a look at the 'Instructor-led training 101' Course.

To take your knowledge to the next level and find out how to work efficiently at scale with Events - including how to create an entire schedule of Events with just a few clicks - view the 'Event Hacks' Course. 

The Academy is your forever free learning hub for Kallidus products including live events, eLearning videos, and more. If you're new to The Academy or know someone who is missing out on free learning, contact your Customer Experience Manager or the Support Team to sign up today!