Add & Manage Sessions

Here, you will define the main properties of the session.  For detailed information about each of the fields in this section, please see Learning Module Session General Properties.

Be sure to click the save icon if you make any changes.

If the module is a learning program, you will assign the session modules here.  For detailed information about each of the fields in this section, please see Session Module Assignment Field Reference.

Be sure to click the save icon if you make any changes.

Here, you will schedule the classes for the session. 

1. Scroll to the Class Schedule section and click Add new.
2. At the top of the page you can select the class dates, location, class size, etc.  As you configure these fields, the planner (located below the fields) updates to display the selections.

Although you can configure a single class to span several days, it is recommended that classes start and end on the same day, and that you create separate class schedules for different days.

3. Enter the start and end dates and times for the class.
4. Click Go. The planner automatically shifts to the week containing the start date. If the necessary resources aren't available for the chosen date, you can click "Previous Fit" or "Next Fit" to find the nearest date before or after the preferred date, respectively, when the resources are available.
5. In the Location/Room section configure the location of the class.

6. Optionally input the minimum and maximum class size for a training center. Training centers with capacities outside of this range will be excluded from the list of selectable venues. Note: The minimum and maximum class sizes for venues are defined in the Facilities section for the training center.
7. Choose your options in the planner. A horizontal bar in the planner signifies a booked venue or resource during a specific time slot. A yellow bar indicates a booking for the current course session, while a red bar indicates a booking for another course session. Further details about the booking are revealed when hovering over the horizontal bar.

8. Click Book Selected Resources. When you close the window, you'll be directed back to the Session Class Schedule page, where the newly scheduled class will appear in the Class Schedule list.
9. Repeat these steps to create additional classes for the session.
10. The Start Date and End Date fields in the Classroom-Based Event Details section now show the class dates. To adjust the time zone, choose an option in the Time Zone field. For specifying the class schedule's geographic region, select an option in the Geographic Region field.
11. By default, the session will continue to be visible in the catalog and to instructors even after its end date. To change the default, click the box labeled Automatically update event status to Ended when End Date day is reached.
12. Click Save.

Enrollment restrictions enable you to restrict course enrollments within a set date range based on organization and/or job profile. Multiple rules can be configured targeting specific organizations and job profiles, allowing varying enrollment limits per organization. By default, enrollment restrictions defined at the module level are applied to its sessions. For each session, you can choose to have no restrictions, keep the module-level restrictions, or define different restrictions.

1. Select Use Session Restriction from the Restriction Process field.
2. To set the date range, click the calendar icon in the Start Date field to select the start date then click the calendar icon in the End Date field to select the end date.
3. In the Rule(s) section, select the organizations affected by the enrollment restriction. At least one organization must be chosen. Click Select Organization(s) and choose the appropriate organizations.
4. In the Limit per Organization(s) field enter the number of enrollments allowed for the selected organizations.
5. To select the job profiles to which the restriction will apply, click Select Job Profile(s) field label and select one or more job profile.
6. Click the Save icon.

Here, you can assign learning modules a certification, an evaluation and one or more exams. Cost information can be configured on the session level. This will override any module-level cost information. Course costs can be charged in a specific currency or to organization token accounts.

To help with budgeting and planning activities, PeopleFluent recommends assigning a cost to the course, even if participants are not charged. In this case you select Charged per Registration for the Charge Procedure property and enter the cost to the company, per participant, to run the course.

By default, the session is configured to use the module settings. To configure cost information specifically for the session, select one of the options in the Charge Procedure field. For detailed information about the cost fields, please see Cost Information Field Reference.

Be sure to click the save icon if you make any changes.

Here, you can provide online resources for both course participants and instructors. These resources may include URLs linking to files outside the LMS, files uploaded to the LMS Repository, or links to embedded content from external sites, such as YouTube. Users can access these resources from the Course Details page, the Knowledge Center, and through the Resource search. References set at the module level aren't automatically applied to sessions, but you can set them up at the session level.

1. Click Add New Reference.
2. To include a file from the Repository, click the Browse icon to open the Repository Manager, where you can select the file.
3. To include a file or embedded content from outside of the LMS, enter the URL.
4. Click the field for Learner, Instructor or both to determine who can view the resource.
5. Select the Reference Type.
6. Click Add New Reference.
7. Select this field if you want to include a link to the resource in the catalog, which allows people to download it without having to enroll in the course first.
8. Click Add.
9. Click Save.

If a program session requires enrollment approval, administrators can choose up to two individuals to approve enrollments. These selected individuals will receive approval request emails when learners seek enrollment in the program session.

Click the browse icon to select session approvers.

Be sure to click the save icon if you make any changes.

Here, you can view and manage a list of participants who are enrolled in the session. You can take the following actions for enrollees:

• Change their overall status for the session.
• Update their deadline to complete the course session.
• Transfer them to another session.
• Send them an email
• Substitute another participant for their enrollment.
• Re-enroll them in an alternative session.

For detailed information about managing participants in a session, please see the Manage Participants within a Course section.

Here, you can set default instructors for the session, which are automatically applied when creating a new class schedule. Instructors can be assigned manually or automatically based on competency qualifications.

Before designating users as instructors for classroom or virtual classroom sessions, it's recommended to ensure they have a role granting access to relevant LMS features typically associated with the Instructor role.

Manually Assign Instructors

Click Manual Assignment if it is not already selected, and then click Select instructors. Choose the appropriate instructors.

Be sure to click the save icon if you make any changes.

Automatically Assign Instructors

1. Click Dynamic Assignment. Begin typing the name of a competency in the text box. As you type, matching competencies are listed so you can select one.
2. Select a competency from the auto-suggest list.
3. In the Required Level field, select a competency level (optional).
4. Click Refresh. Any users who have the required competency are listed under the Current Instructor List heading.
5. Click Save.

Emails can be triggered by events in classroom or virtual courses and sent to LMS users such as participants, instructors, and managers. Default email templates are available to set content, recipients, and frequency, while custom templates can be configured at the module level.

Email preferences set at the module level are automatically applied to its sessions by default. These preferences can be modified within each session, with session-level configurations taking precedence over module-level settings.

Configure each email event as necessary. Click the event's browse button to select a template for the email.  

For detailed information about each of the email events, please see Email Preferences.

Here, you can input extra costs related to the session on the Cost Accounting Information page. These additional costs could cover expenses specific to conducting a course in a particular location, for instance.

Choose the base currency from the list. This selection serves as the default currency for all added items so you will not need to specify the currency for each item. eliminating the need to specify the currency each time.

Configure the cost account fields:

To include additional items, click Add and configure as described above.

Checklists can be used in module sessions to track prep tasks like booking venues for classroom training or arranging travel and accommodations. On the Checklists page, you can view and create checklist items.

By default, the Checklist page will show any existing items that are incomplete. Select an option in the Item Status field to change the view.

Checklist items can be created manually within the module or you can use pre-configured templates.

• To create an item manually, click + Create Checklist Item and select Create New Item. Configure the checklist properties.
• To generate a checklist from a template, click + Create Checklist Item and select Generate from Template. Select a template from the options.
• To edit a checklist item, click its action menu and select Edit.
• To delete a checklist item, click its action meu and click Delete.

For information about creating and managing templates, please see Checklist Templates.

Course coupons offer learners an alternative enrollment method for specific courses, without having to access them through the catalog. As the course owner, you can create a batch of course coupons for a particular session and allocate them to a reseller (LMS users). The reseller then disseminates the coupon ID to learners via email or other channels. Learners can use this coupon ID on the Course Coupon Enrollment page to enroll directly in the session. Each coupon batch is assigned to a single reseller, and you have the flexibility to generate multiple coupon batches for different resellers.

Course coupon enrollment is available for Learning and eLearning LMS licenses only.

1. Enter the number of coupons for the coupon set.
2. Enter a value in the Coupon Prefix field. Hint: If you plan to distribute coupon sets to multiple resellers, you might use the prefix field to identify each one.
3. In the Number of Random Segments enter the number of random segments.
4. To assign the reseller, click the Browse button for the Assign reseller field and select the user.
5. Click the calendar icon for the Assign expiry date field to select an expiration date for the coupon.
6. Click Save.

Click Add more coupon(s) to add the coupon set to the list and reset the configuration fields to add another coupon set.

If you are issuing coupons, ensure that the Course Distribution Notification is configured in the Email Preferences at the module or session level.

You can reserve classroom resources while you configure classroom session. Resources might include any materials needed by the instructor and participants for the training session. You can also view and update your resource reservations in the Resource Planner, and create new resource bookings if required. Reserving a resource for a session stops it from being booked for another session taking place at the same time.

Enter the resource reservation details and click Add to add the reservation to the session. Repeat this step for all of the resources you want to reserve for the session.

Be sure to click the Save icon if you make any changes.

On the Define Session Security page, you can set access permissions for sessions, specifying who can view (Read-Only Access) and who can edit (Unrestricted Access). However, you must consider the permissions configured for the learning module. To enable course instructors to manage a particular learning session via the Session Administration page, grant them read-only access to the session. Granting instructors read-only access to the learning module allows them to oversee all sessions within it, eliminating the need for individual session permissions.

Click the Permissions button and set the permissions as necessary.

Be sure to click the save button to save any updates.

Course administrators have visibility into program sessions that incorporate the learning module currently being edited in the Catalog Editor. When editing a session, you can allocate it to one or multiple program sessions, adjusting program module settings such as Required and Auto-Enroll. Simply click + Add to Program Session to assign the session to a program session.

To configure associated programs, select an action in the action menu.

• View the program module properties.
• View the program session properties.
• Run a session enrollment update (also available as a bulk action). Update the deadline for participants Edit the association (also available as bulk action).
• Remove the association.

Be sure to click the save button to save any updates.

You can set Tin Can (xAPI) activity parameters for the session to filter API Statements based on a specified Activity ID. This filters Statements where the object's objectType is "Activity" or is absent, and the object's ID matches the supplied activity parameter.

For detailed Tin Can API (xAPI) specifications, kindly refer to the Tin Can / xAPI Implementation Guide available through your PeopleFluent representative or by requesting it via the PeopleFluent Support portal: https://support.peoplefluent.com.