Events: Create, Update and Delete – Convergence Training Support Center

INTRODUCTION

An Event is one of two ways to track instructor-led training that occurs within your organization. You can also use an Event to track any training that occurs off-site. For example, your employees attend an OSHA three-day safety conference in some other location.

Some examples of when to use an Event are:

On-site instructor-led training (as an alternative to a class)
Mandatory site tours
Safety Meeting/Tailgate Talk
Third-party training consultant
Off-site training

Once created in the LMS, Events become activities that can be assigned to your users and credit given after the training has ended.

An Event can also be used to track external certifications and testing required to maintain licenses or perform certain jobs such as certifications, testing and licenses. Please refer to the Events: Use an Event to Track Certifications article to learn more.

The Learner attains a Completion Record when the training has ended and the administrator creates a manual completion record. Then, you can run reports to see who has attended the assigned training.

EVENT AND CLASS COMPARISON

There are two methods to track instructor-led training; Events and Classes.

An Event allows an LMS Administrator to quickly track instructor-led training that has been conducted on-site or off-site. The four step process includes:

A Class includes features such as notification/pre-scheduling, tracking multiple sessions conducted over a period of time, and can include learner self-enrollment. It is a multi-step process that includes designing the class that may include multiple topics, sessions, scheduling, notification and creating manual completion records.

Refer to the Classes: Create, Update and Delete article to learn how to create and manage classes in the LMS.

Whether to use an Event or a Class is completely up to the LMS Administrator. However, if you do not want to take advantage of notification, pre-scheduling, setting up multiple occurrences in advance or self-enrollment, then use an Event to track your instructor-led training.

EVENT PROCESS

The Event process is made up of 4 steps.

Step 1: Create the Event (required)

Step 2: Attach an Agenda to the Event Activity (optional)

Step 3: Assign the Event (optional)

Step 4: Credit the event (required) and attach the sign in sheet (optional)

You MUST CREATE and CREDIT the event, all the other steps are optional.

STEP 1: CREATE AN EVENT

Follow these steps to create an Event:
Note: Red Text = required entry, Black Text = optional entry.

Click the Administration tab at the top of the screen
Click the Training Import and Creation link, then Content Wizard on the left menu bar

How do you want to add content?

Click the Create button
Click the Start button

What type of content do you want to create?

Click the Event button
Click the Next button

Please specify a save location

Click the Select a Repository link or the Select button
Note: A repository is much like a folder on a network or local hard drive and is used to store training content imported in the LMS. Refer to the Repositories Overview article for more information on Repositories.
Select the checkbox to the left of the desired repository
Click the Select button (you will be returned to the specify import location screen)
Click the Next button

Set Activity Properties

Display Name: Enter the name of the event.
Description: Use to type a description of the activity. This field is visible to all users.
Activity Duration: Enter the estimated time to complete the activity.
Note: Be as specific as possible. This field appears on the Learner's Training Tab and will inform the user how long it will take to complete the activity so they can budget their time accordingly.
Make Public: Choose to allow this item to be shared with other LMS Administrators in different parts of your organization so they can upload it to their location. Refer to the Share Training Content Between Organization Units article to learn more about file sharing and making files public.
NO: Default. The file will not be shared
YES: The file will be shared
Click the Next button
The current status on the screen will display Event Created!
Note: An Event is the only content type that will NOT create both a file and an activity. Therefore an Event will only appear under Manage Activities.

Optional Next Steps

Click on the links below to perform one or more of the following tasks:

Edit the Activity for this Event: Refer to Step 2: Attach the Agenda
Assign this Event: Refer to Step 3: Assign the Event
Credit Training for this Event: Refer to Step 4: Credit Training and Attach the Sign in Sheet

STEP 2: ATTACH THE AGENDA (OPTIONAL)

Edit this Activity for this Event: Select this link when you want to add an agenda as an attachment to the activity at the time you create the event. This is useful when you want to store agendas electronically all in one place so you can easily reference them at a later date.

Refer to the Attachments: Add, View and Delete article to learn how to add an attachment to an activity.

Once you add the attachment then, Save and Close the Edit Activity screen, you will be returned to the Create Event screen where you can proceed to Step 3: Assign the Event.

STEP 3: ASSIGN THE EVENT (OPTIONAL)

Assign this Event. Click this link to assign the event.

Refer to the articles below to assign an event to your employees.

Refer to the Assign Training: Basic Scheduling to learn how to make a one-time assignment
Refer to the Assign Training: Advanced Scheduling to learn how to make a recurring assignment
Refer to the Assign Training: Examples of Basic and Advanced Assignments to view examples and an explanation of when you would use Basic or an Advanced Assignment
Once you completed the assignment and Save and Close the Assign Training screen, you will be returned to the Create Event screen where you can proceed to Step 4: Credit Training and Attach the Sign in Sheet

STEP 4: CREDIT TRAINING (REQUIRED) ATTACH THE SIGN IN SHEET (OPTIONAL)

Credit Training for this Event: Click this link to credit users with having attended the event.

Follow these steps:

Click the Credit Training for this Event link
The Credit Training Event screen will appear
Users: Click the Select button to the left of the Users field
1. Search and locate the users to give credit to
2. Select the users and use the green right arrow to move the users to the Selected Record table
3. Click the Select button at the top of the screen when all users have been selected
Time Spent: Enter the duration of the event
Activity Completed On: Enter the date the event was conducted
Description: Enter the topic of the event. For example, Cold Stress
Note: The topic will appear in the description field of the Event Session Report
All other fields are optional and can be completed if desired.
Click the Add Attachment button to add the sign in sheet to the completion record. Refer to the Attachments: Add, View and Delete article to learn how to add an attachment to a completion record.
Click the Save button
Click the OK button on the Update Completion Statuses screen
Credit the Training Event, Edit the Current Record or Close or select another action to perform

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EDIT AN EVENT

You can edit an event activity record to add, remove or replace a thumbnail, change the location, force users to recomplete the activity, add an attachment or change any of the existing required and non-required text fields in the record. The types of attachments you might add to the event are an Agenda or Training Materials relevant to pre/post-training such as an agenda or learner’s manual.

Refer to the Activities: Edit, Preview, Update and Delete article for instructions to edit an event.

DELETE AN EVENT

Deleting an Event is generally discouraged as all user completion records associated with that Event will also be deleted.
Best Practice: Deactivate an Event instead of delete. Refer to the Activities: Deactivate and Activate article for instructions to deactivate an Event.

Deleting an event requires that the LMS Administrator be assigned a Master Security Role. If the Delete button is inactive, check with your lead LMS Administrator to request a Master Security Role access. If you are the lead Administrator, refer to the Security Roles: View, Assign, Unassign, Copy article to learn how to assign a Master Security role to an administrator.

Follow these steps to delete an Event:

Click the Administration tab at the top of the screen
Click the Activities link, then Activities on the left menu bar
Search and locate the Event following the directions provided in Using Search article
Click the Delete button to the left of the desired Event name
Note: If the Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete Events. Refer to the beginning of this article for the steps to take to request a Master Security Role.
Click the Yes button on the Confirm Delete screen
Click the OK button on the Delete confirmation screen. The Event will be deleted from the LMS.

Should an Event be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted Event and restore any user completion records associated with the Event.

RECURRING EVENTS

When you have recurring instructor-led training, you will need to decide whether or not to “re-use” an existing event that you have already created or create a new event each time.

For example, if you have a regularly scheduled weekly safety meeting or tailgate talk that you want to track attendance for, you do not have to create a new event each time. Instead, you can create the event once and “re-use” that event each time you conduct that instructor-led training.

The advantages of “re-using” an event instead of creating a new one each time is:

When you run reports, you will choose one activity as opposed to 52 activities when you want to see who attended that weekly event for the entire year.
When you need to review what topics were covered throughout the year those agendas can be attached to one activity as opposed to 52.
Best Practice: name the agenda by date and the attachments will appear in date order.
Sign-in sheets can be attached to the completion record and are easily located.

It reduces the number activities that appear on the pick-list so that there is a reduced chance for choosing the wrong activity in error when assigning, creating completion records or running reports.

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