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.
We'll cover
- Steps to change the date of an Event
- What notifications will learners receive?
- How to send a message to booked attendees to notify about the change
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:
What notifications will learners receive?
When the above steps are followed, all attendees booked onto the Event will receive two emails containing calendar updates:
-
First notification (when a new date is added – step 5)
- Learn sends a notification as soon as a second date is added to the Event schedule.
- This update advises that the Event is now running across two dates (the original and the new date).
-
Second notification (when the original date is removed)
- A second update is triggered once the original date is deleted.
- This replaces the previous calendar invite and confirms that the Event is running on the new, correct date only.
Additional information:
The original date is automatically removed from attendees’ calendars, even if they take no action on the emails.
Whether learners accept the first or second notification, only the correct date will remain in their calendars.
Because multiple notifications may cause confusion, it’s recommended to send a short message to attendees explaining the change and reassuring them that their calendar will update correctly once the second notification is received.
How to send a message to booked attendees to notify about the 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.
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- Manage Instructor-led training with Events: create, share, manage, and evaluate Events
- Event Hacks: top tips for saving time and working efficiently with Events
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