In this article, we'll explain the purpose of the options that appear in the Event Administration menu, which is visible whenever an Event is created.
Streamline day-to-day Event admin
Each of the settings described below can be specified every time a new Event is created, however, it's also possible to pre-configure these options to save time each time you create a new Event. Event settings can be pre-set globally, for all new Events created, and also locally - for all new Events created for a specific Lesson.
It's also possible to assign colleagues as an Event administrator, so they can share day-to-day admin for Events. For example, trainers might be given access to specific Events only to:
- Update Event attendance as soon as the Event closes
- Print a register of attendees
- Book places for colleagues who turn up to an Event without having booked a place
Event administration options
Custom fields are used throughout Learn to record and report information where no default field exists for that purpose. In the context of Events, custom fields might be used to record:
View this article to find out more about Custom Fields and how they can be used to record and report on highly specific details about Events in your LMS.
General settings for the availability of an Event, including:
Through this option, it's possible to configure an Event so that it is visible to specific learners only, ensuring the right people are able to book and attend an Event.
This can be really useful for example, when running Events in different regions and only employees local to the venue should be able to book it. Or perhaps the training is tailored for specific audiences on different occasions that it is delivered. View this article to find out how to more about restricting Events to specific people only.
Configure reminder, booking and cancellation settings for the Event. For example, specify who is notified if a User cancels an Event booking, specify when reminders will be sent, and notify administrators if the Event is over or under subscribed.
The 'Notification Group' specified here can be any Group that exists in Learn, for example, this might be a Group containing your team admin accounts, or other key stakeholders for the Event.
The start and finish dates/times for an Event are summarised on the Event details page, however, once an Event has been created, these fields cannot be edited. That's where Schedule settings come in. From here, an administrator can Change the date of an Event, or change the time of an Event.
Resources represent the physical resources required for learning events, for example projector and training rooms. Resources are allocated to learning Events or Users. Learn will ensure that the items are not double booked. Some customers specify individual trainers as a resource to monitor their availability.
View the status for all enrolled Users (Attending, Not attending, Waiting list, Attendees waiting for approval). Book individual or multiple Users onto an Event or add individual or multiple Users to the waiting list for an Event.
Update attendance records for an Event. For example, specify which Users attended, which Users cancelled (and any cost incurred), and the reason for cancellations. View the Update Event Attendance. article to see how.
Attendance and Non-attendance charges can be specified on the ‘Details’ page. Use this option to create (and report) custom costs associated with the running of this Event.
Evaluation form can be configured for individual Events, or set globally to be applied to all Events. This option allows you to specify which evaluation form should be applied to this specific Event.
Emails and notifications are sent to a learner when significant actions happen for an Event. For example, when the learner books or cancels an Event. All email templates are created centrally and apply to all Events, however, it is also possible to customise a standard email for a specific Event. For example, if an administator wished to include a specific note about joining instructions.
Where an email template is customised for a specific Event, this will override the 'global' template specified. View the 'Configuring email templates' Course in The Academy for more detail.
Send an ad-hoc email regarding this Event to those with a particular status, e.g. Confirmed Users, Users waiting for approval, waiting list users and cancelled users.
This is a great way to centralise comms and to keep a record in Learn that learners have been contacted. It also saves an administrator time, as there is no need to identify learners and create a separate email in your usual email messaging system. The same option also exists for Courses and Groups.
The reports here are very simple - they cannot be customised or scheduled - however they are real-time, so can be really useful for managing Events. For example, to print an Event register that is completely up to date.
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!