In Schoox you can set up various virtual events, which can be either standalone or connected to a specific course or learning path.
To find out more about who can create a virtual event, please read Virtual- and In-Class Event Permissions.
You can choose options like how learners will be registered for your virtual event and if you want to enable a waiting list for your event.
The differences in the creation of a standalone, course-connected, or learning path-connected event are very few, so let's see how to create a standalone event first, and then we'll check the additional options we have for those in courses or learning paths.
Setting Up a Virtual Event
To set up an event, select the Training Admin Workspace. Under Manage Training on the left, select Virtual Events. Then select the event from the list.
Select Create Virtual Event.
On the next page, you will need to fill in all of the required fields for your event. The page is basically divided into 6 parts:
- Part 1: Basic Information
- Part 2: Registration Process
- Part 3: Event’s Agenda, Time zone & Certificate*
- Part 4: Additional Information (Optional)
- Part 5: Repetition and Attendance Rules
- Part 6: Available Clients
* available only for Stand-alone events
Part 1: Basic Information
Fill in the basic information for your Event and the certificate that will be awarded to the users upon event completion.
Note: What can an External Instructor do?
The External Instructor field is a text field to show who the external instructor is, but does not have any further effect on the event. An external Instructor will not be able to use Schoox and initiate an event. Only academy members have the option to initiate the event through Schoox.
Moreover, you have the option to add a Custom iCal Event Description, if needed. The iCal event description is automatically generated, providing the event description and the event URL. By selecting this option, you can set a custom message for the iCal file.
Part 2: Registration Process
You can then select if your event will be "Invitation based" or "Registration based".
Note: Once you have saved/created your event, this setting cannot be changed.
The difference between these two options is very simple.
Invitation based Events
This kind of events are private events for which users need an invitation to join. That means that you can invite users, who after receiving a notification, need to claim whether they will attend or not.
You will not be able to register employees. You will have only the option to invite them. Moreover, Invitation-based events cannot be repeated.
Please note that invitation-based events cannot be Course-Connected, only Standalone ones. So if you create a Course-Connected Event you will only have the Registration option available.
Registration based Events
Every user who has access to see this event, will be able to register and join the virtual event. Moreover, admins as well as managers who have the permission to register members to events will be able to register users to the virtual event.
Don’t forget to add the maximum number of users that can be registered to this Session.
Note: "Max Attendees" field
This field takes into account the capacity of the integrations that you have set up. As an example, if your Zoom account can support up to 20 attendees, you will not be able to add the value of 30 in this field.
Registration-based events can be either Auto-approved or Non-Auto-approved. In case of Auto-approved, registrants will automatically be registered up to the maximum allowed.
You have the option to enable a Waiting List for your events. If the Waiting List has been enabled, and when the maximum number of attendees is reached, users will have the option to reserve a seat and be put on the waiting list. This means that if someone cancels a registration, or if an admin increases the allowed number of attendees, the first ones who have reserved a seat in the waiting list will be automatically registered in the event.
Part 3: Event’s Agenda, Time Zone, and Certificate
It’s time to set the date and time of your event!
- Under Schedule sessions, you can set the event's timeline. Feel free to add extra sessions, if needed.
Please note that a multiday session is not supported by Zoom or Webex. You will be able to initiate Multiday sessions only when using LogMeIn - GoToTraining. Otherwise, if you are using Zoom or Webex, you will receive an error message during the initiation stating: Event cannot be initiated with this client.
In the case of Zoom and Webex, we would suggest using the multiple offers option instead of creating Multi-day events.
- When it comes to Stand-alone Events, you can set an expiration period for the certificate of the event.
- Add the event’s time zone.
- Event Deadline: You have the option to control the time period for which the registration will be open. Please note that the event deadline in virtual events cannot be less than 1 hour.
Tip! Event - Time Zone
The time of the event is shown to users in their respective area time, based on their browser settings. That means that an event that is scheduled for 9am EST (GMT-5), users in France, for example, will attend this at 3pm GMT+1.
Please also note that you have the option to define that the event should be automatically archived once completed by clicking on the relevant checkbox.
Please note that in case of events with multiple offers (see below for more information), all of the offers will be automatically archived if this checkbox was selected upon event creation.
Part 4: Additional Information (Optional)
You can specify the Type and Number of Credits that will be awarded to attendees upon event-completion.
Part 5: Repetition and Attendance Rules
You can create a recurring event by setting multiple offers of this event during the creation process. To do so, just click on the Repeat Event checkbox!
Note: Repeat Event checkbox
Please note that this checkbox is not available in the following two cases:
- Invitation based events. Only Registration based events can be repeated.
- After the event creation. This checkbox is available only while creating an event.
Once you select the Repeat Event checkbox, you will see the options available for your multiple offers events.
Firstly, you have the option to give a name to your events bundle by filling the "Multiple Offers Title" field. If you leave this blank, your events bundle will have the name of the master event (first event) of the bundle.
Then you can set up the dates the events will take place. You have the following options: "Every Day", "Every Week", "Every Month", "Every Year", based on "Custom Repetition Rules" or on "Custom Dates".
If you select to create Custom Repetition Rules then you have the option to set an event to recur:
- Daily, every x days
- Weekly, every x weeks, on specific days of the week
- Monthly, every x months, on specific days of the month
- Yearly, every x years, on specific months of the year, on a specific day of each designated month
If you select to add your event offers in Custom Dates, just click "Add Offer" to add a new date and then use the calendar to specify the date. However, please make sure that the next offer that you add has a later date than the previous one.
For all setups, except for the Custom Dates one, you have also the option to define if you want your event offers to end on a specific date or after a specific number of offers.
It’s time to select the attendance rules that you want to be applied to your event! There are three available options:
- Users can attend multiple offers
- Users can attend only one offer
- Users must attend all offers
These three options have different characteristics that affect the registration process, the event-completion, the event-settings as well as the certificate(s) that will be issued upon completion.
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Users can attend multiple offers |
Users can attend only one offer |
Users must attend all offers |
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Registration |
Users will have the option to register for multiple event-offers. |
Users will have the option to register for one event-offer. Once registered, they will not have the option to register themselves for another event-offer. If they want to change their registration, they will have to unregister from the event offer and register for another one. |
Users will have the option to register only to the first event offer and they will be automatically registered to all of the other offers. The “Register” button will not be available for users if - one (or more) of the event offers has been completed. All of the event-offers should be upcoming - there are no seats available
If an admin registers a user to an event, the user will be added to the list of registrants for all offers even if one (or some) of them has been completed. Moreover, if an admin selects to Add offers, the already enrolled users will be automatically enrolled in the additional offers. |
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Progress |
Users will have to attend only one offer to get completion. However, you have the option to allow users to re-attend the event every X months. That means that: - a user will be able to attend only one offer every X months. - every X months, the event progress will be reset and users will have to attend a new offer. - the register button will be available only for the offers of the current period (X months)
Example case: Users can attend 1 event every month. - Users will be able to register for an event only if there is an offer in the month that they are in. If there is an offer next month, they will not be able to register for it, until they are in that month. - If the current month is not the same with the month that the user attended the event, the system resets the user-progress. |
Users will have to attend only one offer to get completion. |
Users will have to attend all of the offers in order to get completion. |
|
Certificate |
Users will be awarded with a certificate for every event-offer that they attended. |
Users will be awarded with a certificate for the event-offer that they attended. |
Only one event certificate will be awarded per event-bundle. |
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Settings |
You have the option to edit the settings (such as different max attendees’ limit) per event-offer. |
You have the option to edit the settings (such as different max attendees’ limit) per event-offer. |
It is not possible to apply different settings (such as different max attendees’ limit) per event offer |
Part 6: Available Clients
In the last block of this page you can see all of the available clients / integrations that you have the option to use for the initiation of your events.
Additional options in Course- and Learning Path - Connected Virtual Events
1. When it comes to course- and learning path-connected events, the Category is already preselected, based on the connected course or learning path.
So, if your Course is under "Administration" category for example, the event that you'll try to create under this course will be automatically added under the "Administration" category.
2. There is an extra block that will help you identify the entity (course or learning path) that this event is connected to:
3. In course- and learning path-connected events you can define if the event step should be a required or an optional step. If you define that the event is needed for course or learning path completion, the user won't get a course or learning path completion if they haven't completed the event step first.
If the virtual event is a required step, you will have to define the Completion Percentage.
In the case of virtual event this percentage is being calculated based on the time of attendance per user. So, as an example, if the event duration is 100 minutes and the Completion Percentage is 80%, only the users who have attended the event for at least 80 minutes will get event completion.
Please note:
- Events are created as private by default. After the creation of your event, you need to make sure you make it public if you wish to have it visible to the whole academy. A public event will be visible to the academy, or to a particular group of people when added in a category with enabled access permissions.
- Events cannot be edited if they are in progress. You will be able to edit them only before the start time and/or after the scheduled end time.
- When someone drops out from an event the system automatically confirms a user from the waiting list. This happens even after the Session Deadline has expired.