Experience new levels of event management efficiency with our streamlined area dedicated exclusively to VILTs and ILTs. Gone are the days of sifting through a cluttered list of content items in the Courses area. Explore the tailored space designed specifically to meet the unique management requirements of your events.
Use Case Information
At the main site level, use the Events area to add webinar or in-person events. Easily search or filter to find the content you're looking for. Switch between list and calendar views, then jump into sessions or course groups to edit your events as needed.
Users' content access will be respected so they can only see events on the list/calendar that they have access to. The Events area includes standalone events, as well as events with pre/post learning enabled.
When using this area you can:
- Create VILT or ILT events for your learners to engage with your instructors
- Take advantage of the calendar view to easily find open dates, locations, or webinar providers
- Hover over sessions and meetings in the calendar to view details at a glance
Note
At least one content permission is required to view the Courses and Events Lists. This applies to both main site and panorama roles. Existing role permissions are required for users to take additional actions on these interfaces.
Events List View
The Events area includes all VILTs and ILTs, including those with and without pre/post learning enabled.
View Events List for Main Site:
From the homepage, go to Events > All Events to see the Events List.
Note
To manage other content types, navigate to the Courses area, which will include Courses, MicroCourses, Articles, Videos, SCORM, xAPI, Learning Paths.
When using the list view, there are quick filters on the left hand side for Upcoming Events, Past Events, and All Events.
Session columns (click into a Course Group to see the sessions) include meeting date columns.
- First Meeting: The day the first meeting in the session starts.
- Last Meeting: The day the last meeting in the session starts.
Tip
Folders are shared between both the Courses and Events lists. If a user creates a folder on the Events list, it will also be available on the Courses list (and vice versa). When viewing a folder on the Events list, results will be filtered to only show ILTs/VILTs. Folders on the Courses list will be similarly filtered by the applicable content types.
Events Calendar View
The Event calendar displays the same ILT/VILT sessions as the Event list but in a time-based format so that you can see which sessions occur on any given dates. To switch from the Events list to the Events calendar, click on the calendar button in the header of the Events list.
To switch back to the Events list, click on the list button in the header of the Events calendar.
Note
The Calendar View is only available for main site managers. Panorama managers will see the Events list, but will not have access to a calendar view.
Navigating the Calendar
What do you want to know about?
- How to navigate between dates
- How the calendar decides which sessions to display
- What displays in each session row
- How to filter by course group
- About day, week, and month views
- What timezones are displayed
- How to search, filter, and sort
- Viewing and editing session details
- Viewing and editing meeting details
- How to create a new ILT meeting
How to navigate between dates
By default, the calendar will display the current week. Use forward and back arrows (top left) to navigate between different days, weeks, or months. Use the date picker (top left) to jump to a specific date on the calendar. Use the date range dropdown (top right) to switch between the day, week, or month view and adjust the timeframe being displayed.
Note
If you navigate away from the calendar and come back, the calendar should remain on the last dates you were viewing. If you open a new tab or window, the calendar will return to the default of the current week.
How the calendar decides which sessions to display
The calendar will show up to 100 sessions on each page.
For sessions w/ a single meeting:
- The session will only display if the meeting falls within the dates being displayed
For sessions w/ multiple meetings:
- The session will only display if the meeting series (i.e. date range of the first meeting – last meeting) overlaps with the dates being displayed. Example: A session has 2 meetings--one in the first week of March and one in the last week of March. When viewing the calendar for any week in March, the session will display because the meeting series runs through the month of March.
Note
In some rare cases, sessions with invalid meeting dates may be uploaded via bulk import (i.e. meeting end date is before the meeting start date). When this happens, these sessions will not display on the calendar.
What displays in each session row
- A light bar represents the session duration.
- For Standalone VILTs/ILTs, duration displayed is first meeting to last meeting.
- For VILT/ILT with pre/post learning, duration displayed is access start date to access end date. If there is no access end date, the session bar will run until the last meeting in the session.
- Dark bar(s) represent meeting(s) within the session. Duration is displayed as start date of meeting - end date of meeting.
- Click on the Session Title to launch the Authoring Interface in a new tab.
- Same permissions are required to view the Authoring Interface as on the Courses & Events list.
- View the session’s release status as indicated by the color of the dot.
- green: released, grey: unreleased, orange: scheduled to be released
- If a session has pre-post learning, this is indicated by a book icon beside the Session Title. Standalone events will not display any icon.
How to filter by course group
Click on the Course Group Title (displays directly below the session title) on the calendar. Use the breadcrumbs to clear the filter and return to All Events.
About day, week, and month views
Day View
- The meeting bar(s) will scale with time and will be longer or shorter with meeting length.
- If meetings within the same session overlap, the meeting bars will stack on top of each other within the row.
Week and Month View
- A meeting bar(s) will cover the entire day(s) that the meeting(s) occurs on.
- If meetings within the same session overlap on the same day, the meeting bar will display a count of meetings on that day. Example: A count of 2 will display if there are 2 meetings in the same session that occur on the same day.
What timezones are displayed
The Calendar will currently display meeting dates and times in the viewing user’s local timezone.
Note
In a future release, we will update behavior to respect the site setting Automatically change Dates & Times to local timezone? (COMING SOON).
- If the setting is disabled, meeting dates and times will show in the school’s default timezone.
- If the setting is enabled, meeting dates and times will show in the user’s local timezone.
How to search, filter, and sort
Search and filter capabilities are consistent between the list and calendar view. As you switch between the two views, filters will be maintained.
Available Filters on List and Calendar Events Views
- Account: Webinar account being used for each session. Set at time of event creation.
- Location: In-Person event location field set at time of creation or edited in the event details.
- Status: Released or unreleased content status.
- Type: Content type set in catalog settings.
- Tag: Values for tags attached to content set in catalog settings.
- Author: Values for author field set in catalog settings.
- Source: Values for source field set in catalog settings.
- Panorama: Filter by content created by panorama authors.
- Language: Filter by language values.
- Custom Content Fields: Custom Content Fields will appear as filters in the admin interface if the field has been used in a piece of content.
A filter option will only appear if the results have a value related to that filter. For example, if you use tags to organize some of your content, but none of your event content items have tags filled in, the tag filter will not be an option.
Default sort for the calendar is by Updated date in descending order (i.e. most recent - least recent). Sort Options on the calendar include:
- Updated date (ascending - descending)
- Created date (ascending - descending)
- Session title (ascending - descending)
- Meeting start date (ascending - descending)
- Meeting end date (ascending - descending)
Tip
Not seeing the right sessions when you move from the list view to the calendar view? Check your date field! The session meetings are probably not scheduled in that time window. Simply adjust the date so that the session meetings are in the time window you are viewing.
Viewing and editing session details
Hover over the light bars on the calendar to view session pop-ups, which display key details at a glance.
View
- Session Name
- Course Group Name
- Tags
- Enrollment start - end dates
- Access start - end dates (for ILTs/VILTs with pre-post only)
- Enrollment count
- Formatted as ‘Enrolled: 5’ OR ‘Enrolled: 5 / 20’ (if there is a seat limit on the session)
- Preview
- Clicking on this button opens the content preview in a new tab
Edit
- Click the Edit button in the pop-up to edit the Session Name
- Requires Editing Content permissions to see this button
Viewing and editing meeting details
Hover over the dark bars on the calendar to view meeting pop-ups, which display key details at a glance.
ILT Meetings
View
- Meeting Title
- Meeting Start date / time
- Meeting End date / time
- ILT Location
Edit
- Click the Edit button in the pop-up to edit any meeting details
- Requires Editing Content permissions to see this button
VILT Meetings
View
- Meeting Title
- Meeting Start date / time
- Meeting End date / time
- Webinar Connection
- Join URL
- Admins can use this join link to launch the meeting directly from the calendar.
- The Join URL will display as soon as the webinar is created, and anyone who has access to view the calendar can see this link.
Note
It is not possible to edit VILT meetings from the calendar, so an Edit button will not display on these pop-ups.
How to create a new ILT meeting
Create new ILT meetings for existing sessions, directly on the calendar.
- Double click anywhere on the session bar
- Complete the required fields in the form and Save
Panorama Events List
Courses and Events are split up in the panorama navigation as well. The Events list does have some limitations in panorama, compared to main site.
The Events list contains ILTs/VILTs that were provisioned from the main site and ILTs created within the panorama (if Panorama Authoring is enabled).
View Events List for Panorama:
From the homepage, go to Panorama > Click on Panorama Name > Panorama will open in new tab > Click on Events.
Things to note:
- The ILT Location filter is available on the Panorama Events list.
- This includes ILTs that are provisioned from the main site AND ILTs created by a panorama author within the client.
- If there are not ILTs created or provisioned within the panorama, then there will be no locations and therefore, this filter will not display.
- No session drawer or folders display on the Events list in panorama (matching the Courses Area behavior).
- The VILT Webinar Connection filter will not be available in panorama since it is not possible for panorama authors to create VILTs.