Scheduling an event

Schedule an event to let people know when and where they need to be.

Note

You can assign people to events, add slots to allow people to sign up later, or both. An event must have at least one slot or attendee.
Only Directors, Administrators, or Instructors with Scheduling Coordinator permissions may create events for other people to attend.

Step 1: Start creating the event

Tap the button, then select Event.

Step 2: Set up the event details

Configure when and where the event takes place.

(Optional) Enter a Title.
Select the Location where the event will take place. If the location you need is not listed, you may need to add an approved location.
Confirm that Learning Activity captures the context for the event.
Set the Start Date & Time.
Set the Duration or enable All Day.
(Optional) Enter a Description.
(Optional) Add tags to aid in filtering on Schedule view.

Step 3: Assign people to the event

Perform these steps if you'd like to assign people to the event now. If not, skip to Step 4: Add placeholder slots.

In the People widget, tap Assign Now. The widget changes to Attendees mode.
Attendees
Tap Assign People.
Tap Add Attendee, then select a Role.
Select an Cohort and a Student.
Tap add to add more people, or tap back to return to the event details.

Step 4: Add placeholder slots

Add placeholder slots if you'd like to allow people to sign up for the event later. Any number of attendee slots can be configured for students, faculty, or preceptors. Once an event is created, slots allow people to sign up according to each slot's criteria.

Slots also enable events to be shared with other organizations.
Slots may also be manually assigned to individuals per event or event instance (if recurring).

Add student slots

Add slots for students to sign up for the event. All criteria are optional; if you do not select Certification Levels or Cohorts, all students will be eligible.

Tap Sign-ups / Assign Later, or if you assigned people in the previous step, tap Attendee Slots.
Attendee Slots
Tap Add Slots.
Set up the slot criteria.
Add Attendee Slots - Student
- In Role, select Student.
- Set the Quantity of slots available.
- (Optional) Select the Certification Levels that are eligible for these slots.
- (Optional) Select specific Cohorts that are eligible for these slots.
- (Optional) Enable Sharing to allow students from other organizations to take these slots, then select one or more organizations.
Tap to save the slot configuration.

Add faculty or preceptor slots

Add slots for faculty or preceptors to sign up for the event.

Tap Sign-ups / Assign Later, or if you assigned people in the previous step, tap Attendee Slots.
Attendee Slots
Tap Add Slots.
Set up the slot criteria.
Add Attendee Slots - Faculty
- In Role, select Faculty or Preceptor.
- Set the Quantity of slots available.
- (Optional) Enable Sharing to allow people from other organizations to take these slots, then select one or more organizations.
Tap to save the slot configuration.

Add Sign-up Windows to control when people can take slots on the event. If you do not add windows, anyone that matches the set slot criteria can sign up at any time.

Tap Add Sign-up Window.
Set When the sign-up window occurs; select an interval in Time Period, then configure the specific pattern.
When the sign-up window occurs
Set Who is eligible for the sign-up window.
Who can use the sign-up window
- If you do not change the defaults, anyone will be eligible to use the sign-up window.
- If desired, select a Certification Level, Cohort and/or Organization.
Tap to save the sign-up window configuration.