This article explains, step by step, how to create and edit Sessions in TRAK.
Please note: Creating and editing Sessions are exclusive to Learning Administrators. If you wish to obtain this permission, kindly communicate with your User Administrator.
What's covered
Creating a new Session
There are now two ways to create a new session.
Creating sessions on the Learning Resource page
Navigate to the Learning Resource via the "Search Learning" page or via the URL link.
Select the "+ Create a new session" button below the "🖊️Edit" button. Alternatively, you can navigate to the bottom of the Edit page of the Learning Resource and select the "+ Create new session".
The page will reload to create the session.
Creating sessions on the Search Learning page
Navigate to the "Search Learning" page and select the "Create new session" option at the top of the page.
The page will reload to create the session.
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Which learning resource will this session be created for?* -The title of the Learning Resource you have created the session for will be shown here. If this is not the correct Learning Resource, please select the correct title by typing in the name and selecting from the drop down list.
- Title - This is the title of the session. You can leave this as is if there is no change required.
- Session type - Depending on whether the session is Online or Face to face, the next steps will change.
- External ID - This is where you can add your own external ID to match up with your system.
- Timezone
TIP! For face to face sessions, the session time and date will always be displayed with the timezone selected. For online sessions, the session will be displayed in the corresponding timezone of the user's browser.
- Session time - This can be broken down into session itinerary as required
- Cut off date - Set a cut off date so that Learners will not be able to enrol after this date
- Depending on whether the session is Online or Face to face, you will see either the option to add Venue details or URLS to the Webinar.
- Describe your session - Adding images, links, embedding videos and headings is possible in this section.
- Cost (optional)
- Instructor details - (optional but recommended in case the instructor is delayed on the day)
- Capacity mode - choose whether there is an unlimited number of seats or if it is limited. If limited, choose maximum number of seats.
- Enrollable - toggle whether the session accepts enrollments or not. This is useful if you have sessions throughout the year and would like to fill in the sessions running in the first coupe of months.
- Visibility - Toggle whether the sessions is visible on the Learning Resource page.
- Cancelled status - is the session cancelled or live.
Please note: a session can only be cancelled if there are no enrolled Learners in the session.
We have now completed creating a Session. Selecting "Save" will push the Session live or action the cancellation of the session.
How to edit a Session
Navigate to the Learning Resource via the "Search Learning" page or via the URL link.
Scroll down to the Session that needs to be edited and select the "Edit session" button on the session card.
Once you're done, click on the "Save" button to save all changes. A confirmation pop up will appear where you can choose to send an email notification to Learners enrolled in the session. If the session requires further edits, select the "x" to exit out of the confirmation pop-up and go back to the Session edit page.
Waitlisted and unenrolled Learners will not be notified.
Cancelling a Session
Navigate to the Learning Resource via the "Search Learning" page or via the URL link. Locate the Session you would like to cancel and select the "Edit session" button.
Please note: You no longer need to navigate to the "🖊️Edit" Learning Resource page to edit a session.
Scroll to the bottom of the page and select the "Cancelled" option and click "Save".
Please note: All Learners who are enrolled will automatically be unenrolled.