A "session" is an alternative schedule of an event, for example, a daytime and evening form of training, in order to train different groups of users within the same event.
The "session" will contain the entity: "Day" - it is in this element that the user will participate.
Examples:
No. 1 The user chooses the schedule that suits him:
The administrator creates an event, adds sessions: "Daytime" and "Evening" (i.e. the content within the sessions will be the same, the session is an alternative schedule). Creates N-days within sessions and assigns access to users. The user sees different sessions in the event, selects the one that suits him and signs up for one of the possible sessions, the other sessions are no longer displayed. Now he only participates in the selected session.
No. 2 The administrator registers the user for a specific session.
After creating the event, on the "Applications and visits" tab, when adding a user, the administrator selects which session to register the user for (via the import file). The user will see only the available session in the event, the recording for the session will have the status "approved".
Creating a session
You need to enter the session name and click "Add session"/ press Enter. The session name has a limit of 180 characters. When creating a session, its name is specified for all locales at once (if the company has several languages).
The session name is a required field. It must also be unique within the same event.
Time zone - by default, the time zone is specified from the company settings.
End of registration for the current session:
1) It is not displayed if the event has no date.
2) When creating the field, enter the value of the next calendar day and the time 11:59 a.m. Moscow time zone.
For example, the session was created on 1.01.2024 08:59, the "registration completion" will indicate the following - 02.01.2024 11:59.
There is a check regarding the session days - the registration end date cannot be later than the beginning of the first day. When trying to create a similar session, an error appears "The value of "Registration end" should be less than the value of "Start of the first day".
The maximum number of participants is a field with a limit of participants and a parameter for enabling the restriction.
Since version 12.2.
If the limit is set for a session, the text is displayed under the session name:
User limit: N
The text is displayed in both hidden and active status.
If the limit is not set, nothing is displayed.
Using the "Add" button, days are created.
Version 12.5: When creating a day in a session, the start/end date fields of the day set the registration completion date for the session + 1 day. These dates can be changed.
You must specify the format of the event: Offline, Online, Zoom conference.
The zoom day is not displayed if:
1. Zoom is disabled in the company settings.
2. The event has no date.
For an "Offline" event, specify the Address of the venue. This field also supports the ability to insert links.
If the "Online" event type is selected, instead of the venue address, the Link field is displayed for entering the URL of the link to the event.
Important. In the user interface: If the event has already ended (the user has it on the "Completed" tab), and the administrator has added a day to this event in the future, the administrator will see a modal window with the text "The last day of the session has already arrived. If the user has already set the session status to "Participated", then after activating the event, they will switch back to the "Approved" status and see it in the "Participating" tab. And the choice of "Confirm" or "Cancel" is offered.
Upon confirmation, the user's status in the event changes, and the event switches to the "Participating" tab if they were in the "Confirm participation" and "Participated" statuses. If the user's status was "Denied", then nothing changes for the user.
At the moment, if the user's status is "Missed" and the administrator adds a new day to the session, then this event will disappear from all tabs for the user.
If there are several sessions in an event, the registration dates for them have already passed and the user does not participate in any of them, then the order of sessions in such an event will be from top to bottom from new to old by the registration completion date.
To edit the "Address" field (offline day) or the "Link" field (online day), you do not need to move the event to a Hidden state. It is enough to open the side menu of the settings for these days and change the value in the specified fields, and then click "Save".
The "duration" of the day is automatically filled in based on the dates and time of the Start and End of the day.
For an event of the "Zoom Conference" type, the Zoom Conference Settings block is displayed
If the "Online" event type is selected, instead of the venue address, the Link field is displayed for entering the URL of the link to the event.
For an event of the "Zoom Conference" type, the Zoom Conference Settings block is displayed.
Select the Account Role: "Administrator" or "Participant".
How do I define the account role?
There are three types of accounts:
Free account of the Participant role - limited functionality is available. The event limit is 40 minutes, up to 100 participants of the event, statistics will be displayed on the platform: those who attended the event are displayed, but it will not show how much time each user spent at the event.
The account in the paid Zoom package is a Participant that does not have administrative capabilities. Limited functionality is available. The event limit is 40 minutes, up to 100 participants of the event, statistics will be displayed on the platform: those who attended the event are displayed, but it will not show how much time each user spent at the event.
An account in the paid Zoom package with administrative rights. The administrator role. With these rights, all features are included - without time limits, employees who were at the event and their time spent at it are transferred, and a record of the event is saved on the platform.
You can view the account type in your personal account on the Zoom website in the Account Profile tab.
If you are connecting a free account or an account as part of a paid package, but without administrative rights, you must select the "Participant" role.
If you are connecting a paid account with administrator rights, you must select the "Administrator" role.
When you click on the Zoom Account field, you will be redirected to the Zoom website, where you need to log in to the Zoom cabinet. After confirmation, it will automatically return to the administrative panel to further event settings.
In the Zoom Conference Organizer field, select the platform user who will moderate the event (mute the microphones of the participants, start and end the event).
Note. There is no need to pre-schedule access to the event for the conference organizer. When a user selects the Zoom Conference Organizer field, they will automatically have access to the event if they did not have one before.
The organizer will have to launch the conference from the app (on a mobile device or in the web version) so that the information from the Zoom account is transferred to the platform, and thus, statistics on the event appear in the administrative panel.
After saving all the required fields, information with a link to the conference appears in the Zoom day:
"Conference records" is present if the account role is "Administrator". Clicking it takes you to the corresponding recording settings tab.
Note. The automatic video recording settings are not displayed if the Training module is turned off in the company.
If the module was enabled in the company, and then it was disabled, all already created videos remain in the materials, but new recordings are not uploaded.
"Link to the conference" - contains the "Start conference" button and a separate link to copy.
This way you can create the required number of days in one session. However, they can be in different formats.
Dependence of dates in sessions and days:
1. The end of registration in the session is always earlier than the beginning of the first day.
2. The days in the session do not overlap (the start date and end date do not overlap).
3. The uniqueness of dates is valid within a single session (that is, a session can be created in an event with similar dates in the session and session days).