How to Add an ILC Session

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This article provides information and guidance on a portion of the Absorb LMS Admin Experience that is now upgraded to the Admin Refresh Experience.

Please visit our Absorb Admin Refresh Checklist article for more details about what is available with the free Absorb Admin Experience upgrade.

Overview

Instructor-Led Courses (ILCs) are live training events that can take place in a physical location, like a conference room, or in a virtual webinar-style setting using applications like Zoom or GoToMeeting.  ILCs can take place in a single instance or may be spaced out over a period of days, weeks, etc.

There are 3 main elements of an ILC; the overall training details, Sessions, and Classes. Sessions cover all the scheduled times the ILC will take place. A course can have multiple sessions that all cover the same course material. You can also set up a recurring session, which will create multiple classes. Classes are each individual time, date, and venue that dictate when and where the course will take place. You can think of an Instructor Led Course as a collection of Sessions, and a Session as a collection of Classes.

Things to Know

  • Users can only self-enroll into 1 future ILC Session, per ILC.
  • Sessions must be created in order to bulk update the ILC completion status. Otherwise, Admins would need to update each User's status individually on their Transcripts. 
  • Automatic Enrollments are not available on ILCs or at the Session level.
  • Session times will convert to the Learner's computer time zone in the Learner Experience.
  • Cancelling a session does not drop the learner from the ILC, it only drops them from the date. They will need to choose a new session or be unenrolled from the ILC.
  • Add to Calendar will only display information placed in the Session Description field and not from the session enrollment email.

Instructions

You can add Sessions of an ILC Course by editing the Course Settings >Sessions section.  The instructions below will provide direction on this process.

Creating a Session.gif

These instructions begin from the Add or Edit ILC form used when either first creating a new ILC or editing an existing ILC.

Step Instructions
1. Add Session

To begin, click the Add Session button located in the Sessions Course Setting section.

  • This action will open the Add Session pop-up window where you will configure Session settings. 
  • Options are divided into three sections in the pop-up: Details, Enrollment, and Attributes.

Add Session: Details

2. Title

Enter a Title for the Session.

  • This field and its information are visible to Learners.
  • This is a required field.
3. Description

Enter a Description for the Session.

  • This field and its information are visible to Learners.
4. Change Log/Notes

Use the Change Log/Notes field to share information with other administrators about adjustments made to the Session.

  • This field and its information are only visible in the Admin Interface.
5. Instructors Click the Choose drop-down menu to search for and select the Session Instructor(s).
6. Venue

Click the Choose drop-down menu to search for and select the Session Venue.

  • Click the Add Venue button to create a new venue option.
  • For more information regarding Venues, please see the Venues article. 
7. Class Start Date and Time

Click the Date field to open a calendar tool to choose the Session's start date.

  • Click the Time field to open a clock tool to set the Session's start time.
  • These are required fields.
8.  Class End Date and Time

Click the Date field to open a calendar tool to choose the Session's end date.

  • Click the Time field to open a clock tool to set the Session's end time.
  • These are required fields.
9. Time Zone

The Time Zone will display your default Time Zone.

  • If you need to change it, click the Time Zone field to search for and select a time zone.
  • This is a required field.
10.  Add Recurring Classes

Click the Add Recurring Classes field to open a menu to choose an option. The default selection is "None."

  • Learn more about Recurring Classes here. (coming soon)
Add Session: Enrollment
11. Allow Self Enrollment

Click a radio button to select an option:

If... Then...
Off Learners are unable to self-enroll in the Session.
Specific

Only the Learner(s) who meet the Self Enrollment Rule condition(s) can enroll in the Session.

Select the Add Rule button to create and apply Enrollment Rules.

All Learners All Learners can self-enroll in the Session.  If E-Commerce is enabled, the Session will also be publicly available.


Note: Learners must be enrolled in the ILC Course or be able to self-enroll in the ILC Course to choose and enroll in a Session.

12. Approval

 Click a radio button to select an option:

If... Then...
None No approval is required for Learners to enroll.
Instructor A Session Instructor must approve enrollment requests.
Supervisor The person whose name is assigned to the Supervisor field of the Learner who enrolled into the Session.
Administrator Any Admin who is assigned to the Learner's Department in the Admin Portal.
Other You will identify the User(s) who are responsible for approving enrollment requests.
13. Enrollment Start Date

The Enrollment Start Date is the date when Learners can begin to enroll in the Session.

  • Click the Date field to open a calendar tool to choose the Session's Enrollment start date.
14. Enrollment End Date The Enrollment End Date is the last date when Learners can enroll in the Session.
  • Click the Date field to open a calendar tool to choose the Session's Enrollment end date.
15. Min Class Size

Enter a number to establish the minimum class size required for the Session.

  • This is a required field.
  • Note: if Minimum Class Size is not met, the Session will not automatically cancel. It is for reference purposes only. 
16. Max Class Size Enter a number to establish the maximum class size allowed for the Session.
17. Enable Waitlist

 Click the toggle button to change the status setting:

If... Then...
ON Learners will be added to the Session's Wait List if the class reaches its maximum size.
OFF N/A
Add Session: Attributes
18.  External Id

 Use this field to manually enter an External Id.

  • This Value will not be visible to the Learner, only Admins.
  • External ID can also be helpful when using RestFUL APIs or file Imports.
19. Save & Close

Click the Save button to save the Session configurations.

  • You will exit the pop-up window and be taken back to the Course Management page.  
  • Click the Add Session button to continue building Sessions.

 

 


Roles & Permissions

Please note that your environment may use customized Role(s), Permissions, or a combination of both to regulate access to this report.

Admins must have Generated Reports in their Role, in order to export data to Excel or CSV on any Administration page or Report page.

If you have questions or need assistance, please contact your local System Administrator to review your current permission set. 

Required Role Permissions

Role: Section Access Permission(s) Needed
Courses > Sessions Add, Modify (Details, Enrollments, Metrics), Delete and/or Duplicate permission

Suggested Role Permissions

Role: Section Access Permission(s) Needed
Courses > Instructor-Led Courses View, Modify and/or Delete permission
Courses > Venues View or Modify permission
Users View or Modify permission
Reports ILC Sessions
Reports ILC Activity
Reports ILC Grades

 

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