In an Instructor Led Course (ILC), each Session is made up of one or more Classes. Each Class has its own date, time, time zone, Instructors, Venue, and break duration. This allows a single Session to run across several days, with schedules, Instructors, or Venues that vary from one Class to the next.

This article explains how Admins create and manage Sessions and Classes in the Admin Experience (AE). It covers the Session dialog, recurring Classes, Instructor and Venue conflict indicators, enrolling Learners while adding a Session, and related notifications. 

For steps to create the ILC itself, see How to Create an Instructor Led Course (ILC).

Sessions and Classes

Before building a Session, it helps to understand how the following terms relate to each other:

Add a Session

Sessions are added from the Sessions section of an ILC. Selecting Add Session opens the Session dialog, a full-width page with sections for Details, Classes, Enrollment Rules, Capacity, and Advanced Options.

To add a Session:

1. In the AE, navigate to the Courses report.
   
    
2. Select the ILC you want to add a Session to.
   
    
3. Click Edit.
   
    
4. Navigate to the Sessions section.
   
    
5. Click Add Session. The Session dialog opens.
   
    
6. Complete the required fields.
   
   
    
7. Configure the Enrollment Rules, Capacity sections as needed.
   
    
8. Save the Session.
   
    
9. Click Publish to make the Session live.
   

After a Session is added, it appears in the Sessions list of the ILC. From this list, you can Edit or Duplicate a Session, or use Enroll learners to select Learners for it.

Session Dialog Settings

The Session dialog groups its settings into five sections. The following sections describe each setting, with required fields noted.

Session Details

The Details section contains the basic information that identifies the Session:

Schedule

The Date and time area sets the schedule for a Class. When creating a recurring schedule, these values are used for the first Class.

Enrollment Rules

The Enrollment Rules section controls who can enroll in the Session and when. As you configure these settings, an alert shows how many Learners the Session is available to for Self-Enrollment.

Capacity

The Capacity section limits how many Learners can enroll and whether a Waitlist is available:

Attributes

The Advanced Options section contains the optional External ID field. Use this field to track the Session in external systems.

Create Recurring Classes

Recurring Classes are useful when a Session meets on a regular schedule, such as every Monday and Wednesday for six weeks. After the Classes are generated, each one can be edited on its own.

To create recurring Classes:

1. In the Schedule area, set the Start date, Start time, End time, and Timezone for the first Class.
2. Turn on the Recurring toggle.
   
    
3. In Repeat every, select a value.
   
    
4. Select Day, Week, Weekday, Month, or Year.
5. Click Regenerate recurrences to review the classes.
   

Instructor and Venue Conflict Indicators

The Instructors and Venue pickers show scheduling conflicts before you make a selection. If an Instructor or Venue is already booked during the time of a Class, it is marked in the picker with an icon and text. Conflicts are checked for each Class and include:

• Bookings in other published Sessions during the same time.
• Overlaps with other Classes in the Session you are editing.

Conflict indicators are warnings only. If you select a conflicting Instructor or Venue, a warning appears, but you can still proceed with the selection.

To assign an Instructor or Venue using conflict indicators:

1. Confirm the Class has a valid date, start time, and end time.
2. Open the Instructors or Venue picker on the Class card.
3. Review any entries marked as conflicting.
4. Select an available option, or select a conflicting option and review the warning before proceeding.

Add a Venue from the Class List

If the Venue you need does not exist yet, you can create it without leaving the Session dialog. For details on Venue fields and types, see Instructor Led Courses: Venues.

1. On the Class card, click Add venue. The Add Venue dialog opens.
2. Complete the Venue details.
3. Save the Venue. The new Venue is selected for the Class automatically.

Enroll Learners While Adding a Session

Admins can select Learners for a Session while setting up the ILC, instead of enrolling them in a separate step afterward. Selected Learners are enrolled in both the ILC and the Session.

To enroll Learners while adding a Session:

1. In the Sessions list of the ILC, click the Enroll learners icon for the Session.
   
    
2. Search for the Learners you want to enroll.
3. Select each Learner to enroll. The number of selected Learners updates as you select.
4. Click Save.
5. Repeat these steps for any other Sessions.
6. Click Publish or Quick Save.

Your selection is restored if you reopen Enroll learners before publishing. To clear a selection, deselect all Learners and click Save. Closing the window without clicking Save discards any changes.

Enrollment Results

After publishing, a notification appears for each Session with selected Learners. It reports how many Learners were enrolled and how many could not be enrolled, and links to the ILC Activity report filtered to that Session. When creating a new ILC, the page waits for these notifications before navigating away.

The notification shows counts only. To see which Learners were not enrolled, use the link to open the ILC Activity Report. Counts for very large selections may be approximate.

Learner Selection Rules

Standard enrollment rules apply to Learners selected this way, including class size limits and Waitlists. Keep the following in mind:

• If the ILC does not allow enrollment in multiple Sessions, Learners who are already enrolled in or selected for another Session of the ILC cannot be selected. For more information, see Multi-Session ILCs.
• For Sessions that require approval, enrollments made this way behave the same as other Admin enrollments.
• Enroll learners is not available for cancelled Sessions.
• Enroll learners is only available to Admins with permission to modify Session enrollments.

Notifications

Session and Class changes trigger the following Message Templates. For details on each template, see Message Template Types.

Class Instructor Merge Tag

The {{ClassInstructor}} merge tag displays the Instructor for each Class. Add it inside the {{#Classes}} … {{/Classes}} block of the Session Updated, Session Enrollment, and Instructor Notification templates. For a full list of available fields, see Message Template Fields.

The Learner Experience

Learners enrolled in a Session see all of its active and upcoming Classes, including the date, time, time zone, and Venue of each Class. When a Class is removed, it no longer appears in the Learner's view.

For more information on how Learners find and join Sessions, see New ILC Learner Calendar and How To: Join an ILC Session.

Roles and Permissions

Creating, editing, and deleting Sessions requires Admin permissions for ILCs. The Enroll learners action also requires permission to modify Session enrollments. For more information, see Admin Roles & Permissions.

Troubleshooting

The following answers cover common questions about conflict indicators, saving Classes, and enrolling Learners. Click a question to expand it.