In this article, we'll show how to change the date of an Event and automatically send an updated calendar invite to all booked attendees. For this example, we'll show how to change the date of a one-day Event, to a different date.
Steps to change the date of an Event
- Navigate to an existing Event in Learn.
- Select Edit to view the Event properties:
- Select Schedule from the Event administration menu
- Select ‘New’ to add a new date:
- Complete the ‘Start’ and ‘Finish’ fields for the new date, and select 'Save'. If any learners are booked onto the Event, this will send an email (see below for more detail)
- Delete the date that is no longer correct. Learners booked on the Event will receive a new notification with Event timings:
When the above steps are followed, all attendees booked onto the Event will receive two emails containing calendar updates. The first will be sent at step 5 when a new date is added to the Event schedule, to advise that the date of the Event has changed - it's now running between the two dates, rather than just one.
The second calendar update will be sent when the original date is deleted, to advise the Event is now running over one date. This will supercede the previous calendar invite. Only the correct dates will remain in the learners calendar.
Send a message from Learn to notify learners you're making a change
Ahead of changing the date, you may wish to send to all people booked into the Event, a one-off message from Learn. This gives an opportunity to explain why an Event time is changing and to look out for a new calendar invite.
A copy of the message will be retained in the learner's profile for audit purposes. The 'Send email' option is available here, in the Event Administration menu:
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.
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!