In Schoox, you can set up various events, that can be either in-class or virtual. "In-Class Training" events are taking place in a physical location, whereas "Live Sessions" events take place virtually - connecting Schoox with your GoToTraining/ Webex/ Zoom account.
Either way, academy members will be notified of the event, be able to RSVP as well as get a link to the map of the location if available.
Events can be created as Standalone Event, Course Event, or Curriculum Event.
1. Create an event
To set up an Event, hover over Training in my academy’s navigation bar, and click Events.
To create an event click on the big Create Event button and select either Create In-Class Training or Create Live Session Training.
On the next page, fill in the following fields: "Title", "Description", "Category", "External Instructors", "Add Academy Instructors".
In case that you have added extra custom attributes for your events, you will have the option to decide if these custom attributes should be displayed also on the certificates that will be awarded to the users once the event has been completed.
Moreover, you have the option to add a Custom iCal Event Description, if needed. iCal event description is automatically generated, providing the event description and the event URL. By selecting this option, you can set a custom message for the iCal file.
You can then select if your event will be"Invitation based" or "Registration based".
Note: Events are created as private by default. After the creation of your event, you need to make sure you make it public if you wish to have it visible to the whole academy. Kindly note that only registration-based events can become public.
*Only admins and training managers with the right to edit events, can make an event private or public.
*A public event will be visible to the academy, or to a particular group of people when added in a category with enabled access permissions.
2. Select how users will register for your event
Invitation Based Events
Invitation based events are private events for which users need an invitation to join. Admins can invite users, who after receiving a notification, need to claim whether they will attend or not. Admins cannot register the employees themselves but only invite them.
*Please note that invitation based events don't count in the course completion. Thus, if you want to create an invitation-based event, it will be a Standalone one.
Registration based events
Registration based events are open to all users. Users can track the events in their academy, and Register to join.
Users with admin rights have also the option to upload an excel file and register users to an event (in-class training and live sessions) on the Register Users page. Just click on the icon to download the template, fill in the document with all necessary information, and select the left icon to upload the updated file. This option is also available to Training Managers if the relevant permission (invite/register members to Academy Events) is enabled. Training Managers have the option to mass register users to events and set the attendance for them, using the template.
You, as an Admin/ Training Manager/Manager with the Manage Event Members permission enabled, can approve participants' requests by clicking on Manage Events, and then under a specific event Registrants/Participants.
*Please note that Managers with the Manage Event Members permission enabled can approve/not approve participants' requests only for users under their org structure.
Under Approved, select your desired option from the drop-down menu.
Auto - approved Registration Based Events
Registration events can be "Auto approved". If this option is checked, instructors cannot manually register users. Registrants will automatically be registered up to the maximum allowed.
Users with admin rights can upload an excel file and register users to an event (in-class training and live sessions) on the Register Users page, with the same procedure as described in the "Registration based events"-section.
Please note that auto-approved registration events have a number of attendees limit. In Live Sessions, this limit is defined by the type of your GoToTraining/ Webex/ Zoom account. In in-class training events, the admin sets the maximum number allowed.
When the maximum number of attendees is reached, users have the option to reserve a seat and be put on the waiting list.
This means that if someone cancels a registration, or if an admin increases the allowed number of attendees, the first ones who have reserved a seat in the waiting list:
- will be automatically registered in the event, if the auto-approved registration is selected.
- will be added under the registrants' list but they will have to wait for the admin's/instructor's approval in order to be registered to the event if the event doesn't allow auto-approved registration.
*If you do not want the Waiting List feature available for your event, just click on the "Disable Waiting List" checkbox.
You can also check all users that have applied for an event and are waiting for the approval on the waiting list, as well as approve their applications. In order to check the waiting list, please, open your Admin Panel, and then proceed to "In-Class Training" > "Waiting List". There, you will be able to choose a specific event and approve every user’s application separately.
The indication "waiting" in the Registrants list of your event, will help you distinguish the ones who have reserved a seat.
3. Set the time and date of your event
Under Schedule agenda, you can set the event's timeline. Set up the day’s topic, and add segments or extra days as needed.
You have the option to define that the event should be automatically archived once completed by clicking on the relevant checkbox.
Please note that in case of events with multiple offers (see below for more information), all of the offers will be automatically archived if this checkbox was selected upon event creation.
In registration-based events (both auto-approved and non - auto approved) you have the option to control the time period for which registration will be open. Scroll down in the Edit Event panel and set the desired deadline.
Multiple Offers of An Event
You can create a recurring event by setting multiple offers of this event during the editing process.
It's possible to create multiple offers of an event, by clicking the Repeat Event option. Events can recur on "Every Day", "Every Week", "Every Month", "Every Year", based on "Custom Repetition Rules" or on "Custom Dates".
Once you select the Repeat Event checkbox, you will see the options available for your multiple offers events.
Firstly, you have the option to give a name to your events bundle by filling the "Multiple Offers Title" field. If you leave this blank, your events bundle will have the name of the master event (first event) of the bundle.
Then you can set up the dates the events will take place. If you select to create Custom Repetition Rules then you have the option to set an event to recur:
- Daily, every x days
- Weekly, every x weeks, on specific days of the week
- Monthly, every x months, on specific days of the month
- Yearly, every x years, on specific months of the year, on a specific day of each designated month
If you select to add your event offers in Custom Dates, just click "Add Offer" to add a new date and then use the calendar to specify the date. However, please make sure that the next offer that you add has a later date than the previous one.
You have the option to select the attendance rules that you want to be applied to your event. The available options are the following ones:
- Users can attend multiple offers
- Users can attend only one offer
- Users must attend all offers
Please note that if you select the last one (Users must attend all offers), your event-bundle (multiple offers) will have the following characteristics:
- The users will have to attend all of the offers in order to get completion.
- Only one certificate will be awarded per event bundle.
- The users will have the option to register only to the Master Event and they will be automatically registered to the relevant offers. The "Register" button will not be available for users if
- One (or more) of the event offers has been completed. All of the event offers should be upcoming.
- There are no seats available.
- You will not be able to apply different settings (such as a different number of seats) per event offer.
- If an admin registers a user to an event, the user will be added to the list of registrants for all offers even if one (or some) of them has been completed.
- If an admin selects to Add offers, the already enrolled users will be automatically enrolled in the additional offers.
When finished, click Save.
*Please note that the Repeat Event function is available only while creating an event. You can't set up multiple offers for an event that is already saved.
4. Notify your Employees
After your event is created, you will be redirected to the event’s page. There you are able to modify your event. Optionally, you can notify the users by using either Individual Notification or Advanced Notification. This works in very much the same way as assigning coursework.
5. Manage your events
As an admin, you can manage your events by clicking Admin in your Academy's navigation bar. Then in the side menu select either In-Class Training or Live Sessions; then Manage Events.
Among others, you can edit, preview or copy events, notify users, upload photo for your event or connect it to your org. structure. For events with multiple offers the tab Multiple Offer is also available.
You also have the option to Archive events.
(Please note that for bundle events, if you archive the master event all offers are archived as well)
Admin and Managers with the Manage Event Members permission enabled with can also get a list with the participants' RSVPs by clicking Registrants associated with the event. For in- class events participants can be marked as "Attended" or "Absent".
For Live Session events, you can track the time that the participants spent on the event.
In both cases (In-Class Trainings & Live Sessions), you have the option to upload a template in order to change the attendance status of the users and set the time of attendance for a completed Event. This template is available under the Registrants page.