New sessions can be added either as an administrator or as an instructor.  You may be able to create sessions for other instructors or only for yourself depending on your Role and what settings your organization has chosen.  To begin, go to the Learning menu → ILT Sessions. Then press the green 'Add New' button on the top right of the screen.

Step 1 - Session Information

Fill out the required fields. You have the option of changing the ‘Name' of the session that will display to students. You can choose whether the location will be physical or virtual, and if it is virtual you will select Zoom or enter the Web URL if it is through another host such as Microsoft Teams. You can add more than one instructor to the session. If it is a Zoom meeting, your instructor will be the Virtual Session Host. At the end you will find a “Credited Time” that gets automatically set by the start/end time that you input, but you have the option to modify it to accurately reflect instruction time.

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Step 2 - Settings

Zoom Meeting Settings

The following settings will only appear if you choose a Zoom Web Meeting.

• Security - Here you can set restrictions such as a Passcode that users will need to join the meeting if they do not have the invite link, and you can set up a Waiting Room so that the host has the choice of admitting users one by one to the meeting.

• Participants - Here you can choose whether participants can join the meeting at any time, be muted at entry, and whether the meeting will be recorded.

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Session Settings

• Minimum Capacity - The suggested minimum number of students on the roster for the session to proceed.

• Maximum Capacity - A maximum number of students for the session roster, based on the training and the location. The instructor can override this later if needed. For Zoom meetings, note that there is a limit of 100 participants.

• Publish Session - If you don't want the session to show to students, uncheck this box. You can publish the session later.

• Who Can See This Session - Here you may decide which students can see the session based on their location, assignment status , or catalog contents.

• Open Registration - If you don't want students to be able to register themselves, uncheck this box. If the session is published they will still be able to see the session, but they will have to contact the instructor or their supervisor to join the session.

• Use Waitlisting - Allows students to join a waitlist if the session roster is full. The instructor can then move students from the waitlist to the roster if there is space.

• Send Automatic Emails - When this box is checked, emails are automatically sent to students with an email address when:

  • They are added to the roster.

  • The session location, time, or Web URL is changed.

  • They are removed from the roster.

  • The session is cancelled.

• Send Reminder Email - When this box is checked, emails are automatically sent to students with an email address to remind them of the session coming up, and you can decide how many days in advance. If days before session box is left blank, it defaults to the number of days set in System Settings.

• Instructions - These additional instructions show to the student. This may be useful for specific instructions on how to navigate the building, find the meeting room, etc.

• Meetings Notes - This text shows for a student when viewing a session through their Development Plan, History, or Calendar. Notes will also be part of all emails being sent out regarding the session.

Hit the green 'Finish' button to be taken to your new session.