🎟 Managing Events
This article covers creating events. To learn how to manage event enrolments and sessions, visit the article Managing Events.
Creating Events and Sessions
An Event is a learning type which has Sessions which contain registered participants. Sessions can be in-person, or online. A session has a:
Date Start and end time [based on a Timezone]
Venue [if in person and the session is venue time zone based]
Seats
Trainers [optional]
Description [optional]
An Event can have one or multiple sessions. Admins can enrol participants, or people can self-enrol by registering in a session.
Creating the Event
To create an Event navigate to Let's Create and select Event. Fill in the fields and click Create Draft Event.
Allow Users to Self-Mark Attendance
This setting when enabled allows self-marking of event attendance. It is particularly useful when a person registers for an online session and self marking attendance at the session also completes the event. No admin or trainer action is required.
Allow Waitlisting
An Event can now have waitlisting set up by default and that means all sessions when created will automatically allow for waitlisting (field checked). This can be turned off session by session or at the event level preventing any further new sessions auto enabling waitlisting. Waitlisting can be enabled/disabled on a per session basis too.
Users can enrol in more than one session
Admins can check the box 'Users can enrol in more than one session' to allow multiple session enrolments in the same event. For example, someone may wish to register for the Tuesday 10am session as well as the Thursday 11am and also waitlist on Friday 11am session which is full. Ticking this box allows for that.
Left unchecked, a user is only permitted to register or waitlist in a single session of the event.
Editing an Event
Admins see the following editable fields:
Name of the event
Status of the event - draft or published
Est. Duration - length of time sessions will be set as default
Creators - the person creating the event, or instructor(s)
What You'll Learn - summary of the event
Key Learning Outcomes - bullet points
Tags - to easily find in library filters and search
Event Banner - what members see on a card or listview in library and the event page.
Adding Sessions to the Event
After completing the Event details the admin clicks Manage Sessions on the summary panel. This action will slide out a sessions panel.
This is where Sessions are added (at least one is required for the event to be published).
Session Types
There are three session types available. Out of the box two are available [In Person, Online]
In Person Class (when selected displays an option to allow remote participants)
Microsoft Teams Event (Microsoft add-on required to be enabled)
Online - Third Party URLs
In Person
An in-person class will take place at a designated venue.
A venue is setup separately by system admin under config. A venue is represented in its local time - so whenever adding a physical venue Cognise knows how that relates to your current time.
An in-person can also have an online component. If you have Teams integrated by checking remote Cognise will automatically create a teams link for the session. Registered people on the day can then attend in-person or remote.
Microsoft Teams Event
With the Cognise Microsoft Teams add-on, admins can create sessions that when launched from Cognise open directly in a Teams meeting.
No copy or paste - just select and Save and the Teams link is generated 48hrs before the event.
Registrations are in Cognise and attendance easily marked by participants or presenters.
Online (Third Party URL)
Admins select this option if they wish to paste a 3rd party URL (WebEx, Google Meet, or Zoom for example) which when clicked will take users away from Cognise and open a new browser tab. Registrations are still in Cognise.
Creating a Session
To do so, complete the Session's fields and click Add New Session when ready.
Allow Users to Attend Remotely on Microsoft Teams
This option displays when admins select a physical venue.
When selected anyone registered can also now join the session via Microsoft Teams. A trainer could present to people in the room and also via their laptop to people not physically present.
The trainer simply ticks the checkbox and the Teams Meeting is automatically created at the time they save the in-person session.
A registered user will see both the venue and the ability to launch remotely.
Trainers need to be in the company Azure AD.