Use this article if the Events page has a Create New Event button. If it has a New event button, see the articles in Events and sessions.
Use rooms to give your event sessions a place to happen. Use event roles to let other people help run an event, a schedule or a session.
Before you start
You need the permission for the task that you want to do. This table gives the default roles for each permission.
| Task | Permission | Default roles |
|---|---|---|
| Open the list of rooms | Permission to view rooms | Organisation Admin |
| Create a room | Permission to create rooms | Organisation Admin |
| Edit a room | Permission to edit rooms | Organisation Admin |
| Delete a room | Permission to delete rooms | Organisation Admin |
| See who holds an event role | Permission to view event roles | Organisation Admin and Organisation Tutor |
| Give a person a role | Permission to assign event roles | Organisation Admin |
| Remove a role from a person | Permission to remove event roles | Organisation Admin |
Your organisation must have Events turned on. To use event roles, your organisation must also have event roles turned on.
Open the list of rooms
Use the Rooms page to see every room that you can add to a session.
- In the Learn:Go menu, select Events.
- Select Rooms.
The page shows one card for each room, with the room name and description. The newest room is first.
Use the Search box to find a room by name or description. Use the paging controls to show 8, 10 or 12 rooms on a page. The page shows 8 rooms by default.
If you have no rooms yet, the page shows "No rooms created yet" and "Create your first room." If a search finds nothing, the page shows "No rooms found for your search".
Create a room
Create a room to give your event sessions a place to happen.
- Open Rooms.
- Select Create New Room.
- Under Location Details, enter the Country, Zip/Postal Code, Address 1 and Town/City.
- Under Room Details, enter the Name and the Capacity.
- Select Create.
You can also fill in Location, Address 2 and State/Province/Region under Location Details. You can also add a Description under Room Details.
The Rooms page opens again and the new room is at the top of the list. Select Cancel to leave the form without a new room.
Capacity takes a whole number up to 999. Town/City takes letters, spaces, apostrophes, hyphens and periods, up to 100 characters. Each text field takes up to 255 characters.
Edit a room
Edit a room to correct its address, capacity or description.
- Open Rooms.
- On the card of the room, select the pencil icon.
- Change the fields that you need.
- Select Save Changes.
The icon shows the hover text "Edit Room". The form has the same fields as the form to create a room.
The Rooms page opens again. Select Cancel to leave the form without saving your changes.
Delete a room
Delete a room that you no longer use. You cannot delete a room that is linked to a session that has not ended.
- Open Rooms.
- On the card of the room, select the bin icon.
- In the dialog, read the message, then select Delete.
The icon shows the hover text "Delete Room". The room goes from the list and you see "Deleted successfully". Select Cancel in the dialog to keep the room.
Warning
Deleting a room is permanent. You cannot undo it.
See who holds an event role
Use the Roles page to see which people hold a role on an event, a schedule or a session.
- In the Learn:Go menu, select Events.
- Select Roles.
- On the card of a person, select the expand icon.
Each card shows the name and email of one person. The expanded table has the columns Role and Assigned to. Assigned to names the event, schedule or session, with a link to it.
Use the Search people... box to find a person by name or email. Use the paging controls to show 8, 10 or 12 people on a page.
If nobody has a role yet, the page shows "No roles assigned yet". If a search finds nothing, you see "No roles found".
Choose the right event role
Event roles let you hand over the running of one event, schedule or session without giving a person wider access.
When no role is assigned yet, the Roles page shows the three built-in roles. Each one covers a different level.
| Role | Level | What the person can do |
|---|---|---|
| Event Admin | Event-level access | Manage all schedules and sessions, edit event details, and manage attendees. |
| Schedule Admin | Schedule-level access | Create and edit the sessions of one schedule, and mark attendance. |
| Session Admin | Session-level access | The Roles page describes this role as "Scoped to one session. Can take attendance and download sign-in sheets. Cannot assign other roles." |
Your organisation can also have custom roles. The role list in Assign Role marks them with "Custom".
Give a person a role
Give a person a role on an event, a schedule or a session to let them help run it. The person must belong to your organisation.
- Open Roles.
- Select Assign Role.
- In Select user, type at least 2 characters, then choose the person.
- In Select scope, choose Event, Schedule or Session.
- In the field that appears, search for the item and choose it.
- In Select role, choose the role.
- Select Assign Role.
The field in step 5 is Select Event, Select Schedule or Select Session, to match your scope.
The drawer closes, you see "Role assigned successfully.", and the person appears on the Roles page. Select Discard or Cancel to close the drawer without a role.
A role that the person already holds on the chosen item is grey and marked "Already in use". The person does not get an email about the role.
Remove a role from a person
Remove a role when a person no longer needs to run an event, a schedule or a session.
- Open Roles.
- On the card of the person, select the expand icon.
- In the row of the role, select Remove role.
The role goes at once and you see "Role removed successfully." No confirmation dialog appears.
Troubleshooting
If you see "This field is required" under a field, fill it in. The required fields are Country, Zip/Postal Code, Address 1, Town/City, Name and Capacity.
If you see "This field only accepts a number" under Capacity, enter a whole number.
If you see "Enter a valid city name using only letters, spaces, apostrophes, hyphens and periods.", remove any other characters from Town/City.
If the bin icon is grey and its hover text says "Room in use: Cannot delete while linked to an active session.", the room is linked to a session that has not ended. Delete the room after that session ends.
If the Roles tab is missing and you have the permission to view event roles, contact support.
If Select role is grey, choose a person in Select user, a scope in Select scope and an item in the next field first.
If you see "You do not have permission to assign this role.", ask an Organisation Admin to assign it.