Instructor-led Training Tracking: Tracking Events

Hello and welcome to eLeaP. In this tutorial, we are going to take a look at the events module in the system.

To get to the events module, you want to click on the courses main menu, and then you will see the manage events as a sub menu. I’ll click on it right now. And these are my existing events. You’ve got the event name, the date and time, it’s starting the time zone, the number of total users are currently enrolled in the event. Of course the date the event was created and secondary actions like edit or delete.

For the purposes of this, I will show you what a current event looks like. I’ll click on the number here and you will see that I have four total users and they’re in various statuses. You’ve got an in progress, completed, no-show, another in progress. And of course if I wanted to add more users, I’ll use this button here to be able to add more users.

Let’s go ahead and go back to our events area and let’s go ahead and create an event. Now, what are events? Events are a great way to combine instructor-led training or learnings in the learning management system. So imagine that you want to conduct a meeting that will teach managers on how to effectively run one-on-one meetings. Okay? So you want managers to obviously attend this event.

Let’s say you are a life sciences company and you need to train on a new SOP in terms of a Zoom meeting, a teams meeting, a Google meet. This is what an event will be. So you need to attach a course, to events. So right here is my course that I’m going to attach. I can add a description to the event here. So I’m obviously making something up here. And then of course the location, if this is something that is happening in person, of course indicate what the address is if you want to do that.

And then on the right side of my page options for you to include things like how many seats do you have open. When is the event going to start. So as we indicated, this is an event that will start at 9:00 AM shop. It will end on the same day at about 11:00 AM. I’ll set my time zone to Eastern daylight, which is New York. And then right over here is super important. You want to decide if you want attendees to self enroll or register.

And so if you toggle this on, you will give them the opportunity to do that. And last but not least is to click here where it says add event. Okay, so we have created our event. Let’s take a look at an end user view and see how this can be registered. So I am in an end user view and I have my upcoming events on the right section of my page.

I’ll click see all and you will see my two events. See that. And of course it tells you when the event is. And if you click on the event name, you’ll get any description and additional information. And right over here you can register for the event. Okay, so I have registered for the event as an end user. I’ll come back here and refresh my page. And we should see that there’s one registrant and there they are right over here. If you wanted to add registrants to the event, you can do that.

You want to use this button right here which says, assign new users. And of course you can assign a whole boatload of people, a whole lot of people to this event. I’m going to assign users to this event. And let’s see, actually I think this is enough. I’ll uncheck the rest of these folks here.

Alright, and then I’ll add 14. Now remember, this event was set to only accept three seats or three registrants. So as you can see here, we have a lot more assigned or registered users. And so the top three or the first three are approved automatically and the rest of the registrants are not approved. Now I can manually override the system and approve them, and that’s what I’ve done right here.

So you can approve the users. And then on the day of the event, at the start time of the event, this status would automatically change from approved to in progress. Okay? So everybody that is approved will move to the in progress status. And of course you as the instructor, once the event is concluded, you can mark the individual as having completed the event. If they did not show, you can mark them as no-show. If they redrew from the event, you can mark them as withdrawn.

So that is a quick and easy way to manage events. As you know, we did assign a course to this event, and so what that would mean is if the individuals in the course go into the course and complete the course, they will get a completion for the course, and that completion will be registered in the event, so that you are able to track completions of associated courses in the event.

As usual, if you have any questions about this or any other features in the system, please do not hesitate to contact us.