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ILC Sessions Report

This article details the expected functionality of a portion of the refreshed Absorb LMS Admin Experience (AE). Click here to learn more about this free upgrade available to you.

Overview

The ILC Sessions Report provides you with details of Sessions and the Learners who are enrolled into each Session. You can use this report to perform a variety of actions related to Attendance, Waitlist, and Instructors. Common uses of this report are to:

  • Manage Attendance
  • View Waitlists
  • Enroll Learners 
  • Message Instructors

The ILC Sessions Report is located in the Reports tab on the left side of the Admin Interface. Selecting the report name will redirect you to the ILC Sessions Report page. From here, you can filter results based on a variety of data points. 

Tips:

  • This report will only display active User data.
  • Be mindful that opening a report may also bring up a favorite saved layout, or a shared default organizational report layout.
  • You will only see data that you have access to view. For example, data from Learners that an Admin does not have permission to view will not be included in their report.

ILC Sessions Report.png

 

Report Data 

You can customize this report to provide information on many different data points in order to tailor it to your preferences. The available data fields, which are the columns in the report, are listed below.

Data Fields

Notes

  • Fields that have an asterisk (*) symbol are included in the Report's default layout.
  • Custom fields configured in your Portal Settings will also be available. 
Data Column  Description
# of Users Absent* This column displays the number of Users whose Status was marked as Absent for this session. 
# of Users Completed* This column displays the number of Users whose Status was marked as Complete for this session. 
# of Users Enrolled* This column displays the number of Users whose Status was marked as Enrolled for this session. 
Course* This column displays the name of the Instructor-Led Course the Session is attached to. 
Date Added This column displays the calendar date and time the Session was created in the ILC.
Date Edited This column displays the calendar date and time the Session was last updated. 
End Date* This column displays the calendar date and time the Session is finished. 
Enrollment End Date This column displays the calendar date and time Users can no longer enroll into the Session
Enrollment Start Date This column displays the calendar date and time Users can begin enrolling into the Session
External ID This column displays the value populated in the External ID field of the Session’s Settings > Attribute section.
Session ID This column displays the GUID (unique ID) for the respective Session.
Instructor* This column displays the first name and last name of the User listed in the Instructor field of the Session. If there is more than 1 Instructor, the column will display Multiple
Learners of Waitlist This column displays the number of Users on the Waitlist of the Session
Max Class Size This column displays the minimum class size required for the Session.
Min Class Size This column displays the maximum class size allowed for the Session.
Session* This column displays the Title of the Session
Spaces Left This column displays the number of spaces open until Max Class Size is reached. 
Start Date* This column displays the calendar date and time the Session will begin.
Time Zone Name* This column displays the Time Zone of the Session
Venue* This column displays the Name of the Venue where the Session will be held. 
Waitlist enabled

This column indicates if this Session allows a Waitlist or not. 

Yes - Waitlist is enabled.

No - Waitlist is disabled.

 

Report Actions

After generating a report, you can perform administrative actions. Commands to modify Report data become available once the checkbox of a table row item is selected (checked). The menu is displayed on the right-hand frame of the page.

  • An individual row selection will open the Actions menu.
  • This report does not have Mass Actions.

Note: Action options are dependent on your individual Admin Role permission(s). Some actions listed in the table below may not be available to all Admins. If you have questions related to your permission set, please contact your local System Admin for details.

Actions

The actions listed in the table below can be applied to a single item

Action Menu Option Description
Mark Attendance

Click this button to launch a workspace to view and edit the status of the Users enrolled in the Session. On this page Admins or Instructors can mass update all Users' Status, Grade and/or Credits for the Session or they can use the grid at the bottom of the page to select different Statuses, Grades and/or Credits for each User

Note: If Absent is selected, this is considered as a Completion Status and will mark the Learner as Complete on their Transcripts. If a Completion is not the desired Status, we recommend marking these Learners as Not Complete

If the Session has recurring sessions the Admin or Instructor each Session Date will display for them to choose which Sessions, the Users attended or not.  

Manage Grades & Attendance Click this button to launch a new report, where you will see a list of all Users enrolled into the Session. Here the Admin or Instructor can mark Attendance, Manage the Waitlist, Edit a User's Activity, Edit a User's Transcripts, Edit Users, Message Users, see the User's Enrollments or Print the Certificate attached to the Session Completion
Edit Course Click this button to launch the Course Edit form for the selected Instructor-Led Course. Here you can update the configuration of the Course and associated Sessions
View Waitlist Click this button to launch a new report, where you can view all Users on the Waitlist for this Session. From this report, Admins and Instructors can Manage Grades & Attendance, move Users from the Waitlist to the Session Attendee list, move Users up or down on the priority list, Unenroll Users or Message Users
Enroll Users Click this button to launch the Enroll User workspace, where you can enroll new Users into the ILC and the specific Session
Message Instructors Click this button to launch the Compose Message workspace, where Admins or Instructors can send an email message to the Session's Instructor or any Active User in your LMS. 
Deselect Click this button to clear current selections.

 

Report Roles & Permissions

Below are the Required Role Permissions the Admin will need to access this Report and access the data to be populated.

Please note that your environment may use customized Role(s), Permissions, or a combination of both to perform these activities. If you have questions or need assistance, please contact your local System Administrator to review your current permissions

Required Role Permissions
Role: Section Access Permissions Needed
Reports ILC Sessions
Courses > Sessions Add, Modify (Details, Enrollments, Metrics), Delete and/or Duplicate permission
Users View or Modify permission
Suggested Role Permissions
Role: Section Access Permissions Suggested
Courses > Instructor-Led Courses View, Modify and/or Delete permission
Courses > Venues View or Modify permission
Reports > ILC Activity Access permission
Reports > ILC Grades Access permission
Reports > Generated Reports* Access permission

*Admin must have Generated Reports permission in order to export report data to Excel or CSV.

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