Classroom

Last update: April 30, 2024

Overview

Administrators can now set up a library of classroom locations. For each Classroom Location, the administrators can set the metadata that includes Location Name, Seat Limit as well as additional information such as the Location URL. Authors and Administrators can then use these pre-configured classroom locations for setting up instructor-led training events (classroom modules).

You can use the following two ways to add a classroom location.

Add classroom using the UI

You can add a classroom location by using the UI:

  1. In the Admin app (the UI for administrator roles), click Settings > Classroom Locations.

  2. Click Add > New Location.

  3. In the Classroom Location dialog box, enter the following details:

    • Type the Location Name. Use a unique name. Otherwise, Learning Manager displays an error message.
    • Type the location description in the Location Information field. This field is optional.
    • Type the Location URL. Learner can see this information in the classroom details. The URL can also be a maps location URL, if required. This is an optional field.
    • Type and select the Location Region. This field i optional.
    • Type the number of available seats in the Seat Limit field. This indicates the seat capacity of the classroom. This value can be changed when creating the actual instructor-led training event.

    Add a classroom location

After adding the location, the Settings > Classroom Locations page lists the meeting rooms:

View all meeting rooms

The list has the following fields:

Location Name - Name of the classroom location.

Future Sessions - Number of events that will occur in the corresponding location. Click the number to view the details in a dialog box.

View future sessions

The dialog box displays the details of each session including the name of the session, name of the training that includes the session, and session schedule. The displayed time aligns with the system time zone of the learner.

The Future Sessions field displays zero when the classroom is not used for any session or when the classroom is associated with past sessions.

Seat Limit - Displays the seat capacity of the classroom.

Location URL - URL that you provided when creating the classroom location.

Location Information - The classroom information that you provided when creating the classroom.

Edit the classroom locations

To edit the classroom locations, follow the below steps:

  1. In the Admin app (the UI for administrator roles), select Settings > Classroom Locations.

  2. Hover over the desired classroom location you want to edit.

  3. Select Edit Classroom Location icon.

  4. Modify the classroom location and select Save.

Add classroom using CSV

Alternatively, you can add one or more classroom locations by importing a CSV that contains the classroom information.

In Admin app > Settings > Classroom Locations > Add, click the Bulk import locations button. Browse to the location containing the CSV file and select the file.

The CSV file uses these fields to store details about one or more classroom locations:

  • name
  • info
  • url
  • region
  • seatLimit

You can customize the headers.

The CSV file must mandatorily contain all columns in the same order as specified here.

After the system imports the CSV file, the locations are added in the library.

Search for classrooms

To search for classrooms, select the virtual classroom course, then go to Instances > Sessions. An Author or Administrator can start typing the location name to see the relevant results that start appearing. They can then select a location from the displayed results. If no location is displayed in the type ahead results, the user can still add the new classroom location name. Note that this location name created using the session creation workflow is not added to the location library created by the Administrator.

When a classroom is added, the learning platform also indicates if the classroom is already booked for the mentioned time-period. It even provides alternate time slots as suggestions. Therefore, this enables the Author to adjust the meeting time if he decides to use the same classroom location.

Search for classrooms

Administrator

As an admin, you can manage the instructors and the course instances.

Setting up instructors:

In the Admin app, under Settings > General, administrators can find the Instructor Management option. This feature ensures that only pre-approved users assigned as instructors can be added to conduct sessions.

To assign an instructor, follow these steps:

  1. Go to the Getting Started page, and select Users on the left pane.

  2. Select the user you want.

  3. Assign the user the instructor role by selecting Actions > Assign Role.

Cancelling Sessions:

On the Course Instance page, administrators can cancel one or more sessions. When sessions are cancelled, the system removes all session details but retains the seat limit.

Additionally, administrators can:

  • View Enrollment: Get information on enrolled and waitlisted learners for each session.
  • Unenroll Learners: Remove learners from a course with cancelled sessions without changing their enrollment status.
  • Attendance Management: Mark attendance for sessions, even if the sessions get cancelled.
  • Course Completion: Administrators can mark a course as complete even if sessions have been cancelled.
  • Rescheduling: Schedule cancelled sessions for later dates, and add an instructor during the rescheduling.

Note that after cancellation, learners stay enrolled in the training instance. Their enrollment status—like confirmed enrollment, waitlisted, and awaiting manager approval—stays unchanged. This is helpful because the administrator can set up and reschedule the cancelled session in the future.

Author

If the administrator selects the Instructor Management option, an author can only search for and add the users with instructor role to the classroom sessions, virtual classroom sessions, checklists, and the file submission modules.

In addition, an author can:

  • Add and remove instructors from the existing sessions.
  • Add instructors to the existing sessions that already have one or more instructors.

Therefore, after an administrator enables the Instructor Management option, only the users with instructor role can be added as an instructor.

NOTE
This is not applicable when you migrate sessions using the sessions CSV file. In this case, a user who does not have the instructor role can be added as an instructor.

On the Course Instance page, an author can cancel one or more sessions. When sessions are cancelled, the system removes all session details but retains the seat limit.

Therefore, an author can use the Cancel Session links to cancel one or more classroom sessions or virtual classroom sessions available in the same or different course instances.

Confine to pre-determined list of instructors

Presently, the users can add any registered user as an instructor when creating a classroom or virtual-classroom session. This functionality remains unchanged in this release.

However, Administrators now have an additional option to further control who gets assigned as an instructor on the learning platform. This prevents any accidental addition of a new Instructor when creating a session.