How to manage Events ⤎ Home Introduction to Events Events are created to run workshops. A workshop, seminar, or class in Cognise is known as a Session. A session has ‘Types’ which can be: In-person, Online, and now an In-person & online option. System and Creator Admins can create an Event. All admins, including Schedulers can create and manage sessions, and use messaging. This ‘how to’ guide is for HR, Learning & Development, and Cognise Admins and outlines for how to: set up an event; set up sessions; register people; send messages; track and report. We’ll cover: key features for admins managing sessions of an event creating an event creating a message from an event editing an event creating a message from a session how to access event features managing received messages from a session creating an in person session instructors & trainers receiving event and session messages creating an online session tracking attendance how to edit a session event learning report how to access more session features event sessions report how to manage session enrolments user experience for accessing events key features of live remote sessions user experience for registering interest session registrations enrolling people user experience for accessing in-person classroom sessions event sessions schedule user experience for accessing online webinars ⤎ Home Features for Admins Events System, and Creator Admins can utilise all of the following features. (Note: Scheduler admins can do all except create/edit events): • create events - and then add unlimited sessions of any of three types: in person; online (live remote class, microsoft teams event, third party online event); and a combo of in-person with online (people can attend in person or remote). • use the live remote class with streaming video to present webinars - presenters deliver online direct from Cognise. • allocate a lead trainer, as well as add additional trainers - auto notified with .ics to add to their calendar, and also on any updates. • register people - they are auto notified with .ics to add the appointment to their calendar. • use extensive reporting metrics - drill down on: room capacity/occupancy, attendance, enrolled, and unenrolled. Admins can also … • segment & send targeted communications to individuals and groups. • choose to receive attendee messages (immediately, hourly, daily) when anyone emails from a session. • use a sign in sheet - to mark attendance, mark digitally, or allow self-marking of attendance. • use the Azure AD Microsoft Teams Events integration – and create Microsoft Teams Events based sessions. • add URLs to 3rd party online events - Zoom, WebEx. ⤎ Home Creating an Event Steps to creating an Event 1. On the main menu, go to the ‘Learning’ tab, click the plus, select Event as the Learning Type. 2. Give the Event a Name. 3. Add a Description. 4. Cover in bullet point format ‘What You’ll Learn’. 5. Choose Duration. This will be the time displayed to users. 6. Choose a Topic. 7. Select an Instructor (logged in admin will be automatically selected). 8. Use the set default Catalog or choose another you have setup. 9. Decide whether to check: Allow Users to Mark Attendance, Allow Waitlisting is auto set on session creation, Users can enrol in more than one session, so can register and attend multiple sessions within the same event, unchecked means only one session registration per event. 10. When ready, click ‘Create Draft Event’. ⤎ Home How to edit an Event Once created, an event displays a left panel which has three tabs: Overview, Filter and Edit. Under Edit • Name. • Description. • What You’ll Learn. Under Show Advanced Fields is: • Duration - the length of the event seen by users. Each session can be any length. • Topic - the category selected for the event. • Instructor - the designated overall course instructor, presenter, or person leading the event • Set a Valid Completion Period – the default is empty meaning completion is perpetual. If you place a number like 365, it means post completion there are 365 days until renewal. Users are auto notified prior. Panel edit field explanations continue on the next slide. ⤎ Home How to edit an Event Event Editing - continued from previous slide. Under Show Advanced Fields are also: • Require Approval to Enrol - this triggers an approval for everyone. • This restriction can be reduced by adding pre-approved users: in a group, has a meta value, or is a manager. Once ‘Require Approval to Enrol’ is selected and saved, we will see ‘Pre Approvals’ at the top of the panel. • There is also an option to also have ‘Managers Should Approve’. This means the request will automatically go to the manager of the person. • Approval Requests also appears as a tab on the main event page. • When ‘Allow Waitlisting by Default’ is checked all sessions on creation inherit this setting. It can be changed on a session. • When checked ‘Users can enrol in more than one session’ - this allows multiple session registrations and/or multiple session waitlists by an individual in the event. Unchecked means a user can only register or waitlist once for a single session. • When ‘Allow Users to Mark Attendance’ is checked a link will display to users to self mark attendance. • Checked ‘Send Completion Notification’ - once completed people receive a notification. • If admins need to Unpublish an event - click Unpublish. This removes the event from the user library. (Users no longer can see the event). It does not affect any sessions (future or past) with registrations. ⤎ Home How to access Event Features Once an event has been created at the header level of the page (called the ‘Hero’) we see tabs Enrolments and Sessions. If Approval is required, also shown is ‘Approval Requests’. On the event page, under the Sessions tab click the plus to add new sessions. Under the right side ellipsis when clicked, we see several options. The following display for an Event: • Send a Message – creates a message for the session. • View Messages navigates to the messaging hub, and filters to display any messages relating to the event. • Learning Report - takes admin to the event report which displays all enrolments in the event. • Event Sessions Report - takes admin to a report. summarising stats for all sessions of the event. • Waitlist Requests Report navigates directly to the requests report filtering on all Waitlists. Outstanding can be actioned here too. • Assign to Users - the event is assigned to individuals. • Add to Catalog - select a catalog to add the event too. • Share - let people know about this event. ⤎ Home Creating an In Person Session For All admins, to add an In Person Session: From the Event click the right side plus. This brings up a modal with these fields: 1. Type - select In Person Session. 2. Select Start Date / Time. End Date / Time is automatically updated based on the duration set at the event e.g. 1hr. The field is modifiable. 3. Select Venue. This will auto populate Max Seats which can be adjusted at anytime. (Venues are setup by system admins in config). 4. Trainer. Select a person as a lead trainer, add any Additional Trainers. 5. Session Outline is optional. If populated it is only for this session and will be in the email received by registrants. 6. Publish Session (default) allows for users to see and register. Admins can enrol people in draft sessions – no enrolment email is triggered. 7. Allow Users to Mark Attendance. Or, have the presenter mark. 8. Allow Waitlisting. This allows waitlisting when this session is full. 9. *Allow Users to Attend Remotely people can also attend online. 10. Save. On Save, by default the session is Published. Once the Session has been added, admins have the option to add further sessions, as well as after closing the window. ⤎ Home Creating an Online Session For All admins - to add an Online Session: From the Event click the right side plus. This brings up a modal with these fields: 1. Type select Live Remote Class. Other remote options are: Microsoft Teams Event (when using our Azure AD Teams integration), and Third Party Online Event (e.g. Zoom URL pasted in), . 2. Select Start Date / Time. End Date / Time is automatically updated based on the duration set at the event e.g. 1hr. The field is modifiable. 3. Time zone. Automatically selected from the logged in user’s profile. 4. Trainer. Select a person as a Presenter, and add any additional. 5. Max Seats. For our live remote session we have currently set the Max Seats to 95 allowing an additional 5 presenters. Cognise can go up to 250 remote attendees if required. 6. Session Outline (optional). 7. Allow Users to Mark Attendance. Or, you can have the presenter marks attendance. 8. Allow Waitlisting for this session. If set at event it is auto enabled. 9. Save. On Save, by default the session is Published. ⤎ Home How to edit a Session Once created, all session types display a left panel. This displays three tabs Overview, Filter and Edit. Illustrating here with an In-person session, under the Edit tab we see: • Start Date / Time. Editing for a session occurring in the future will send an update email. • End Date / Time. If edited, same as above – notification email is triggered. • Timezone. (*Online sessions only - not shown). If edited, a notification email is triggered. This represents the time and zone of the session itself. • Venue. (In-person only - shown). If changed, a notification email is triggered. The time zone is based off the venue’s physical location. • Max Seats. Inherited from the Venue (setup by System Admin in Config). Handy if a session needs restricted seats will alert once reached. Max Seats can be changed here. • Trainer. This represents the lead trainer.