Where Sana Live serves as an online classroom solution, Sana's In-person events is designed to efficiently manage and track attendance for in-person learning events. With Sana, you can schedule events, add event details such as title, description, and location, set a participant limit, assign participants, request a seat at an event and even generate a check-in code for marking attendance.
What are in-person events in Sana?
In person events are events that can be created and managed within the platform. These training sessions are particularly useful for organizations that require in-person, on-site training for their employees.
What is the value of in person events in Sana?
With in person events in Sana, you can:
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Use case examples for in person events in Sana
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π‘ You can customize the event page by adding images, making it more engaging and visually informative for the learners.
How to create an in person event
Go to Manage > In person events > New event
Enter the event details such as title, location, image
Add at least one session by entering a date and time (you can add more by selecting 'Add another date')
[Optional] Add participants
[Optional] Add facilitators
Choose visibility settings:
Only visible in manage: Only you and admins have visibility of the event in 'Manage' and assigned users are sent a calendar event notification via email
Visible everywhere: all users across the platform have visibility of the event and have the option to enroll
Click Save
π‘ If you connect your Google Agenda or Microsoft Outlook through Sana calendar integrations, you will be able to create calendar events from your own account when scheduling an in-person event, and easily track RSVPs directly within the calendar.
This needs to be configured both on organizational and user level. Learn more about this feature and how you configure this here
Below the "Invite people" input, it will display:
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Click on the dropdown to choose between the options available
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Advanced Settings
When creating an event there is a button in the bottom left labelled More options:
Participant limit: Set a limit for how many people can enroll to a session. For example, if you have 2 sessions available with a limit of 20 per session, when one session reaches the limit it no longer allows enrollment. |
Check-in-code [Enabled by default]: When enabled your session will have it's own check-in QR code for registering participation (see more below) |
Require host approval: When this setting is enabled, you have three options that signify which users will be able to approve the requests:
For this process to function, self-enrollment must be enabled for participants, either through event visibility or direct assignment. Besides the explicitly specified users, these users will also be able to see and handle requests as indirect handlers:
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Managing Enrollment Requests
As an event organizer or request handler, you have the ability to manage enrollment requests for your events:
As an Event Organizer
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As a Request Handler (If the user has access to manage)
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As a Request Sender
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Track attendance (QR code)
Keep track of who's attended by using Sana's check-in QR code. By default, the check-in-code feature is enabled for every session and it generates a unique QR code which can be found on the session page (via Manage > Events > Select event > Select session)
Display your check-in QR code on a laptop or portable device at the at the start of the event so participants can quickly and easily check-in.
π‘ QR check-ins do not mark a participant as attended, they are designed to make marking attendance easier. To see users who've checked-in see below
Mark Attendance
You can mark attendance with the Mark attendance button in the session (via Manage > In-person events > Select event > change drop down to Past sessions > Select session)
After selecting the Mark attendance button you are presented with all the users who checked in at the top and those that didn't below:
FAQ
Where does an in person event appear if it is set to 'Visible everywhere'?
It appears in upcoming events on the home page for all users in the organization
Can I add an in person event to a program or path?
Yes, adding the in-person event to a program and a path in Sana is possible. This allows for seamless integration of in person training into your overall training structure
Can learners self-enroll in these in person events?
Yes, learners have the option to self-enroll in in person events. Admins also have the choice to hide certain events from self-enrollment if necessary