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 this article to add a session to a schedule and to view, edit or cancel it. You set the time, the place, the reminders and the custom fields of each session.
Before you start
Check that you have the permission for your task.
| Task | Permission | Default roles |
|---|---|---|
| See the sessions page of a schedule | Permission to view sessions | Organisation Admin, Event Admin (for its events), Schedule Admin (for its schedules), Session Facilitator (for its sessions), Learning Experience Admin (for its learning experiences) and Learning Experience Tutor (for its learning experiences) |
| Open a session | Permission to view sessions | Organisation Admin, Event Admin (for its events), Schedule Admin (for its schedules), Session Admin (for its sessions), Session Facilitator (for its sessions), Learning Experience Admin (for its learning experiences) and Learning Experience Tutor (for its learning experiences) |
| Add a session on the card of the schedule | Permission to create sessions | Organisation Admin and Event Admin (for its events) |
| Add a session on the sessions page of the schedule | Permission to create sessions | Organisation Admin, Event Admin (for its events) and Schedule Admin (for its schedules) |
| Edit or cancel a session on the card of the schedule | Permission to edit sessions | Organisation Admin, Event Admin (for its events) and Schedule Admin (for its schedules) |
| Edit or cancel a session on the sessions page of the schedule | Permission to edit sessions | Organisation Admin |
| Edit a session on the page of the session | Permission to edit sessions | Organisation Admin, Event Admin (for its events), Schedule Admin (for its schedules) and Session Admin (for its sessions) |
Find the sessions on a schedule card
Open Events and select an event to see its schedules. Each schedule appears as a card, and the card shows its oldest session in a table. The table has the columns "Session Title", "Start", "End", "Duration", "Type", "Venue / Remote" and "Actions". When your organisation uses session facilitators, the table also has a "Facilitator" column between "Type" and "Venue / Remote".
Select the three-dot button in the "Actions" column to open a menu with View, Edit and Cancel. The button is not available for a session that is already cancelled.
If the schedule has more than one session, the card also has a See All Sessions button with the number of sessions in brackets. If you have permission to add sessions, the card has an Add Session button. The button is not available while the schedule is a draft or is archived.
See all the sessions of a schedule
Select the name of a published schedule on its card to open the sessions page of that schedule. You can also select See All Sessions on the card. If the event has only one schedule, selecting the event opens this page directly. The name of a draft schedule is not a link.
The page title is the name of the schedule. The "Sessions" section lists every session in a table with the columns "Name", "Start", "End", "Duration", "Type" and "Venue / Remote". When your organisation uses session facilitators, the table also has a "Facilitator" column between "Type" and "Venue / Remote". The last column has no heading and holds the three-dot button of each session.
Select a session name to open the session. A cancelled session shows its name struck through, with no link.
Use the search box above the table to search the sessions. You change how many sessions show on each page under the table. If nothing matches your search, you see "No sessions found for your search".
When the schedule has no sessions yet, the page shows "You have no sessions for this schedule".
Add a session to a schedule
Add a session from the card of the schedule or from its sessions page.
- Open Events and select the event.
- Select Add Session on the card of the schedule.
- Complete the form. The next sections explain each part.
- Select Create.
You can also open the schedule and select Add Session in the "Sessions" section.
The sessions page of the schedule opens, and the new session is in the list.
On the card of the schedule, Add Session is not available while the schedule is a draft or is archived. On the sessions page of the schedule, Add Session is not available while the schedule is archived. To publish a draft schedule first, see Set up the schedules of an event.
Set the title and times of a session
Enter the title, time zone, start and end of the session under "Session Details". All four fields are required.
| Field | What you enter |
|---|---|
| Title | The name of the session. |
| Set Timezone | The time zone of the session. The form starts with the time zone of the schedule. |
| Start Date | The date and time the session starts. |
| End Date | The date and time the session ends. |
When the end is empty or earlier than the start you choose, the end changes to the same value as the start. The end must be after the start. Under the date fields, you see "Dates and times are in <time zone>." with the time zone that you choose in Set Timezone.
Under "Notes", use the Administrator Notes box for an optional note. The note shows on the page of the session in a box titled "Administrator Notes".
Choose the type and location of a session
Choose how people attend under "Type and Location". The Session Type options are In-Person (venue), Online (remote) and Hybrid. The form starts with In-Person (venue).
| Session type | What you provide |
|---|---|
| In-Person (venue) | A room. |
| Online (remote) | A meeting link. |
| Hybrid | A room and a meeting link. |
For a room, choose one in Select a Room under "Venue Details". A room that another session already uses at that time shows as "<room name> (already in use)", and you cannot choose it. The room list shows "No Rooms Available." until you set the start date, the end date and the time zone, and when the rooms cannot be loaded.
Create the room before you fill in the form, so that you do not lose your session details. For the steps to create a room, see Manage rooms and event roles.
For a meeting link, enter a valid web address in Add Link under "Online Details". Enter the email address of the meeting organiser in Meeting Owner Email so that Learn:Go can track attendance for Google Meet and for Microsoft Teams short links. This field is optional. To have a Microsoft Teams meeting created for you, see Use Microsoft Teams and facilitators with sessions.
When you switch to Online (remote), the room choice is cleared. When you switch to In-Person (venue), the link is cleared.
Set reminders for a session
Choose when attendees get a reminder email under "Session Reminders". The section says that it "Sends emails to attendees before session starts".
- Select Add reminder.
- Enter a number in the time box.
- Choose Minutes, Hours, Days or Weeks in the unit list.
- Select Create or Save when the form is complete.
The reminders are saved with the session.
A new session starts with one reminder, set to 1 day before the session. A session has at most 5 reminders, and at 5 you see "Maximum 5 reminders allowed" in place of the Add reminder button. A reminder can be at most 4 weeks before the session. Two reminders cannot have the same timing.
Select the close icon (X) at the end of a row to remove a reminder. A reminder that was already sent shows "Sent", and you cannot change or remove it.
Fill in the custom fields of a session
Enter the values of your custom fields under "Custom fields" at the bottom of the session form. The section shows when your organisation has custom fields for sessions.
Create and Save are not available until you correct each field that has an error. After you save, the values show on the page of the session under "Custom fields".
Edit a session
Change the details of a session from the list of sessions, from the schedule card or from the page of the session.
- Select the three-dot button of the session, then select Edit.
- Change the fields that you need.
- Select Save.
You can also open the session and select Edit Session. The form has the same fields as when you add a session.
If you started on the page of the session, that page opens again with your changes. If you started on the sessions page of the schedule, that page opens again. If you started on the schedule card, the page of the session opens.
Cancel a session
Cancel a session that will no longer take place.
- Select the three-dot button of the session, then select Cancel.
- Enter a reason in Cancellation Reason.
- Select Yes, Cancel.
The session stays in the list with its name struck through, and its three-dot button is no longer available. To keep the session, select Discard instead.
The dialog is titled "Cancel Session '<session name>'". The reason is optional unless your organisation requires one. If your organisation requires a reason, the box is marked as required and you see "A cancellation reason is required by your organisation." Yes, Cancel is not available until you enter a reason.
Warning
You cannot undo a cancellation. The dialog tells you that all registered attendees are automatically notified that the session has been cancelled.
When you cancel the last session of a published schedule that is not already cancelled, the schedule is unpublished.
View the details of a session
Open a session to see its details. Select the session name in the list or on the card. You can also select the three-dot button of the session, then View. A cancelled session has no link, and its three-dot button is not available.
The page of the session shows the session name at the top. The block "About this session" lists "Date", "Time", "Duration", "Type", "Location" and "Remote". When your organisation uses session facilitators, it also lists "Facilitator" after "Type".
"Location" shows the room, and "Remote" shows the meeting link.
If the session has an administrator note, it shows in a box titled "Administrator Notes". Values of your session custom fields show under "Custom fields". If you have permission to edit sessions, the page has an Edit Session button.
The page also has a "Manage Attendance" section. To mark attendance, see Mark attendance and run event reports.
Troubleshooting
If you see "This field is required", enter a value in that field.
If you see "The selected room is already associated with a session at this date and time", choose another room.
If you see "A reminder with this timing already exists", change the timing of one of the reminders.