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How to add event sessions to an event

Within an event series, you can add multiple sessions with different locations, dates, target audiences, and approval settings.

Permissions needed:

  • Management Console

  • Event Management

Before adding an event session, make sure you've created an event series

1. Select Management Console > Event Management and search for the event series using filters such as domain and keyword

2. Select Edit to start adding sessions and add the:

  • Location
    Event location

  • Target audience
    Add a description so users can quickly see if the event is relevant

  • Approval type
    Define the approval process, whether automatic or requires a line manager

  • Attendance type

    Define if you wish the attendance to be marked by the Event Administrators (L&D confirms attendance), or if you wish for the users to mark their attendance on events themselves (Learner confirms attendance)

  • Maximum attendees
    When the limit is reached, no more bookings can be accepted

  • Minimum attendees
    If this number isn't reached, the session won't be confirmed

  • Waiting list
    Select whether to allow a waiting list, and how big it should be

  • Instructor
    Enter the name or select using a dropdown (this field is useful for reporting)

  • Timezone
    Default is Europe/London but you can change this

  • Enrolment deadline
    Depending on which option you have selected under “Attendance type”, the enrolment deadline will behave differently:

    • L&D confirms attendance – when this setting is selected, the enrolment deadline will determine the date by which users can enrol onto an event
      ​It is recommended to add a deadline that is no later than the date of the session itself.

    • Learner confirms attendance – when this setting is selected, the enrolment deadline will determine the date by which users can mark their attendance on a session that has taken place

    • It is recommended to ensure that the enrolment deadline is set to a date after the session takes place to give users time to mark their attendance in the event calendar.

  • Cancellation notification
    Notifies the user's line manager if they cancel after the enrolment deadline

  • Session Information & Logistics
    Include extra session information (alongside timezone, start date and time, session name). To include this, insert the tag [eventSessionDetails] in the email template

  • Pre-Session Preparation & Resources
    Include pre-session materials or other information attendees should have before the session. To include this, insert the tag [eventSessionEmailDetails] in the email template

  • Start date
    For multi-day events, enter each day's date

  • Start time
    For multi-day events, enter each day's start time

  • Room
    Number or name, if applicable

  • Attending details (approved only)
    Room/web conference information to be sent after the attendee is approved. This appears on screen, in the approval email body, and in the iCal attachment in the email

  • Attending link (approved only)
    URL if an online event. This is sent after the attendee is approved. This appears on screen and in the iCal attachment in the email

Do you think you might need different permissions to work with events? Please contact your Customer Success Manager at [email protected]

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