Creating an ILT Event

By default, your platform provides you with an In Person Event base content type, allowing you to easily create and build your in person events without any extra set up. However, before you start creating your in person events, first determine if "in person event" is in fact the Content Type language that should be reflected to your learners. For instance, you would rather your learners see Meet and Greet as the Content Type rather than In Person Event. You can update the name of the Content Type if no content is attached to it, or you can create a new custom content type based on the in person event base content type.

To create a new content type based on the In Person Event base content type, see this article. 

1. From your homepage, select Events > All Events.
2. Click the plus icon in the top right corner to Add Event.
3. From the content creation flow, click Let's Go button on the In Person tile.
4. Next, decide if you'd like to build your event from Blank (scratch) or off of a previously built event (template). 
   • If starting from blank, select your Content Type, choose to enable Pre/Post Learning, which allows you to add content in an event template, and then name your event.
   • If you're not starting from scratch, choose an existing template from the dropdown menu, select your session (if there's no Pre/Post Learning), and give your event a title. If using a template with Pre/Post Learning, you'll be directed to your outline.
5. If multi-language is an option you have available, then you can also select a language for this content item.
6. Click Next. 
7. Choose the date and time for your event. 
8. Click Next. 
9. Feel free to add additional meeting dates/times (don't worry, you'll have a chance to do this later if you wish!).
10. Click Create. 
    
11. In the Event step, you can add additional meeting dates/times and opt to have a map display on the detail page for learners. Click the Edit button to add location, instructor, and attendee information.
    • Locations used for ILTs are saved and can be used again for events created in the future.
    • The system will not validate addresses—entering an invalid address will not return an error message or prompt you to correct the address.
      
12. Follow the authoring steps to continue configuring your ILT content item.
13. Navigate to the Release step > Roster, where Admins can set a learner's status to "Attended" or "Not Attended" from the roster? In fact, you can even use roster batch actions to accomplish more in less time! You can select all learners on a page (50 at a time) and change attendance for all learners at once.
    

Event-based courses are a hybrid of our native course template and an ILT. Event-based courses are sometimes also referred to as "Pre/Post Courses" or "Pre/Post Learning".

1. From your homepage, select Events > All Events.
2. Click the plus icon in the top right corner to Add Event.
3. From the content creation flow, click Let's Go button on the In Person tile.
4. Next, choose whether to build your course from scratch or use an existing template. If the template includes Pre/Post Learning, you'll be directed to its outline. Otherwise, you'll have the option to add Pre/Post Learning in the following step.
5. Select Yes when asked if you would like to add Pre/Post Learning. This allows you to add content in a course template. In this scenario, we are choosing to enable Pre/Post Learning.
6. Name your event.
7. Click Next. 
8. Choose your date and time.
9. Click Next.
10. Feel free to add additional meeting dates/times (don't worry, you'll have a chance to do this later if you wish!).
11. Click Create. 
12. You will land on a course outline and can subsequently build your course.
13. To ensure that learners have access to your meeting information, including time, date, place, and other relevant instructions, be sure to add the meeting page to your course outline. To to this, Click the plus sign in your course outline > hover over the Add Page icon and click.
    
14. Select the Meeting Page from the Other page type options. 
    
15. Add a title to the Meeting page, then click the Meeting dropdown, select the desired meeting information you want to display, then click Save.
    

Admins can create recurring ILTs by defining a recurrence rule to generate multiple meetings within a series. The process and experience for managing recurring ILTs are consistent with regular ILTs for both admins and learners. For learners, recurring ILTs provide the convenience of downloading all meetings in the series to their calendar with a single click.

This feature is available for Admins and main site roles with the Creating Content and Editing Content permission, as well as, panorama author roles with Creating Content, Editing Content, and Managing ILTs permissions.

Here's how to set up recurring ILTs:

1. From your homepage, select Events > All Events.
2. Click the plus icon in the top right corner to Add Event.
3. From the content creation flow, click Let's Go button on the In Person tile.
4. Next, decide if you'd like to build your event from Blank (scratch) or off of a previously built event (template).
   • If starting from blank, select your Content Type, choose whether or not to enable Pre/Post Learning and then name your event.
   • If you're not starting from scratch, choose an existing template from the dropdown menu, select your session (if there's no Pre/Post Learning), and give your event a title. If using a template with Pre/Post Learning, you'll be directed to your outline.
5. If multi-language is an option you have available, then you can also select a language for this content item.
6. Click Next. 
7. Choose the date and time for your event. 
8. Check the box This is a recurring event.
   
9. Click Next. 
10. Customize the recurrence by selecting an option from each of the following (depending on your recurrence selection, options may vary):
    • Recurrence -  select the recurrence frequency: daily, weekly, monthly, yearly
    • Repeat Every - set the recurrence interval in days, weeks, months, years for the event
    • Ending - (for daily recurrences) opt to end the recurrence on a specific date or after a certain number of recurrences
      
11. In the Authoring UI  > Events tab, users see that meetings will be automatically generated based on the recurrence rule specified. Completion criteria are also generated for each meeting.
    
12. Click the Edit Meeting Details button to update meeting settings such as:
    • Location
    • Instructors
    • Attendee Info
    
    
    Note

    These same meeting details are inherited by all meetings in the series. It will not be possible to change these edits individually at the meeting-level.

13. Click the Change Recurrence button to update the recurrence rule.
    • Any changes to the recurrence will automatically:
      • regenerate new meetings within the series
      • wipe any meeting details that the user has added, and these will need to be inputted again
      • regenerate completion criteria to match the new meetings
        
        

Learn how to add a Webinar Link to your ILT meetings, giving learners the option to join events virtually. Use this feature to replace a physical location or offer hybrid attendance options for greater flexibility! Here's how:

1. From your events list, click on the title of your ILT.
2. Select the Events step.
3. Click the Edit Meeting Details button.
4. In the pop up, enter your webinar link for your meeting in the Webinar Link field.
5. Click Save.
   

How Learners Join the Webinar

Learners will be able to access the webinar link from a Join Meeting button (this is translatable) in various places across the platform. The webinar link is intentionally hidden from the content detail page so that unenrolled learners cannot access it. Below is a list of where learners will see the Join Meeting button:

• ILT with pre/post
  • Meeting page
  • Meetings tab within the course sidebar
• ILT without pre/post
  • Event page
• Catalog widget
  • Calendar view will show that there is an “Online” location available.
• ILT learner notification
  • substitution value {{joinURL}}
• .ics downloads

Customize the Meetings Tab on an ILT Detail Page

To prevent non-enrolled learners from accessing restricted webinars, the ILT Detail Page Meetings tab is customizable, enabling you to show or hide specific fields. By default, the following fields are exposed and can be customized:

• Add to Calendar link
• Instructors
• Location
• Attendee Info

However, some fields on this tab cannot be configured. These fields are as follows:

• Meeting Title (will always show)
• Meeting Date & Time (will always show)
• Webinar Link (will always be hidden)

Discover how to effectively report on your in-person Instructor-Led Training (ILT) events using our reporting features. Learn how to gather valuable insights, track participant engagement, and measure the overall success of your events to ensure continuous improvement and impactful learning experiences.

The purchase widget (grey box on the right) on the detail page displays the meeting's dates and times for learners.

Learner will be able to view all meeting information in one place, including meeting details, date, time, location, and a map for the meeting's location, if enabled.