When it comes to scheduling a live session in a program and enrolling users, you want to ensure that everyone is notified and has access to the session. Please review the guide below to ensure you have the correct setup.
Your advised workflow for scheduling Lives in a Program:
Please be advised below is the recommended sequence for scheduling lives and assigning users:
If you have 'auto-assign' selected for a live course (or path) in a program and you schedule a session in the live course, enrolled learners will automatically be assigned to that course.
However, if the enrolled learner has already completed the live course they are not assigned to any sessions in that course. If you want them to be assigned to that session, still they must be manually assigned (see here).
Learn more below about manual assignment to a session.
If users are already enrolled and you want everyone to be enrolled in a new course with a live session, please do the following:
Firstly schedule the live session
Add the live course to the program outline and
Choose your assignment method (see below)
When saving select 'Apply to all learners'
Paths with Lives in a program
If you are adding a live course to a path or scheduling a session in a path it is advised:
Before learners are enrolled: Sessions in the path are scheduled first, then you can add the path to the program before learners are enrolled
There are learners enrolled in the program: Sessions in the path are scheduled first then add the path to the program and when saving select 'Apply to all learners'
FAQ
I do not know the times or quantity of sessions yet
No worries, you can add the course with manual assignment as a temporary measure or add the Live course later when the times are set. When you have scheduled the times you can modify the program outline with the correct set up. More about modifying a program here and see below how manual assignments work.
The 3 methods of assignment
When including a live course as part of a program, there are 3 options for assigning the sessions to learners.
1. Manually assigning sessions
With manual assignment, you as an admin have full control over which session each participant should join. You will need to navigate to the course page and manually assign each participant to a session, if users are already grouped based on the session they will take then that group can be assigned at once. The manual assigning method offers maximum control, but can be time-consuming for large groups.
Watch the video below to see what an admin might do to assign learners to a session of their choice
Please note: learners also receive an email notification and a calendar invite that contains the link to join the session.
2. Auto-assign to a session
With minimal effort required by an admin, you can automate learners session enrollment with the click of a button. This is ideal for large groups where manual assignment may be impractical.
It is important to note that the 'auto-assign' feature only works when learners are initially being assigned to the program. If a learner does not attend the session, they will not be automatically assigned to the next available session. In this case, the learner has to be manually assigned to the next available session.
When there is more than 1 scheduled session, all learners will be assigned to the earliest upcoming available session. If for example you have 2 scheduled sessions and have 50 learners but want 25 learners in each, it is important you set a 'Participant limit' in the advanced settings of the scheduler (in the editor). In this instance, if you set the participant limit to 25 for each of the 2 sessions, 25 learners will be automatically assigned to each session.
Watch the video below to see what auto-assign and manual-assign look like from a learner's perspective. Please note: learners also receive an email notification and a calendar invite that contains the link to join the session
3. Let learners self-enroll
This option presents learners with a choice when enrolling into a session. Participants are sent an email with a link asking them to choose a session. The link redirects them to the program overview page where they can choose to enroll in a session that suits their schedule the best. This method promotes learner autonomy and can reduce administrative workload.
For this to work best, you need to schedule multiple sessions prior to enrolling the learners in the program.
Watch the video below to see what this looks like from a learner's perspective.
Please note: learners also receive an email notification and a calendar invite that contains the link to join the session once they've selected 'Enroll'