Create a Live Session

The UKG Pro Learning solution allows you to set up live sessions that can be either standalone or connected to a specific course/curriculum.

You have the option to select how users will be registered for your live session and if you want to enable a waiting list for your event. These, along with other options, are available when you create your live session.

The differences in the creation of a standalone, course-connected or curriculum-connected event are minimal. This article will walk through how to create a standalone event first, and then explore the additional options for the course/curriculum-connected ones.

Navigation: UKG Pro Learning> Training (hover) > Events> Create Event> Create Live Session

On the next page, you will need to fill in all of the required fields for your event. The page is divided into 6 parts:

Part 1: Basic Information
Part 2: Registration Process
Part 3: Event’s Agenda, Time zone & Certificate*
Part 4: Additional Information (Optional)
Part 5: Repetition and Attendance Rules
Part 6: Available Clients

* available only for Stand-alone events

Part 1: Basic Information

Fill in the basic information for your event, such as a title, description, any applicable categories, and instructor(s).

If an administrator has activated the feature in the Academy settings, you can also activate the Alternative Hosts feature and select an Alternative Host to host the meeting on behalf of the event creator. Please verify that any individual you select as an alternate host has an organization Zoom account or they will be unable to host. Each alternative host will be informed that they have been added or removed via an in-app and mobile notification, as well as by Zoom email after the event has been initiated.

Alternative hosts must have a Zoom account associated with your organization's Zoom account and use the email address for that account. An error will appear if they do not.
Alternative hosts cannot initiate the event, but they can start the event. Only academy Admins, Training Managers, and the event's owner can initiate the event.
The event owner is the primary host and can be deemed as such in Zoom if present in the Zoom meeting. Alternative hosts are made hosts only if the event owner is not present and by order of their logging into the meeting.
Alternative hosts will appear as such in related event reports.

Hint:
What can an External Instructor do?

This field is just a text field. An external Instructor will not be able to use UKG Pro Learning and initiate an event. Only academy members have the option to initiate the event through Learning.

You have the option to add a custom iCal event description if needed. The 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.

Part 2: Registration Process

You can then select if your event will be invitation-based or registration based.

Note:
Once you have saved/created your event, this setting cannot be changed.

Invitation-based Events

This kind of event is a private event for which users need an invitation to join. That means that you can invite users, who after receiving a notification, need to claim whether they will attend or not.

You will not be able to register employees. You will have only the option to invite them. Moreover, invitation-based events cannot be repeated.

Note:
Only standalone ones can be invitation-based, not course-connected ones. So if you create a course-connected event you will only have the registration option available.

Registration-based Events

Every user who has access to see this event will be able to register and join the live session. Administrators as well as managers who have permission to register members to events will be able to register users to the live sessions.

Remember to add the maximum number of users that can be registered to this session. This field takes into account the capacity of the integrations that you have set up. As an example, if your Zoom account can support up to 20 attendees, you will not be able to add the value of 30 in this field.

Registration-based events can be either Auto-approved or Non-Auto-approved. In case of Auto-approved, registrants will automatically be registered up to the maximum allowed.

You have the option to enable a Waiting List for your events. If the Waiting List has been enabled, and when the maximum number of attendees is reached, users will 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.

Part 3: Event’s Agenda, Time Zone & Certificate

Set the date and time of your event.

Under Schedule sessions, you can set the event's timeline. Feel free to add extra sessions, if needed.
Note:
A multiday session is not supported by Zoom or Webex. You will be able to initiate Multiday sessions only when using LogMeIn - GoToTraining. Otherwise, if you are using Zoom or Webex, you will receive an error message during the initiation stating: Event cannot be initiated with this client.

In the case of Zoom & Webex, we would suggest using the multiple offers option instead of creating Multi-day events.

When it comes to stand-alone events, you can set an expiration period for the certificate of the event.
Add the event’s time zone.
Event Deadline: You have the option to control the time period for which the registration will be open. Please note that the event deadline in live sessions cannot be less than 1 hour.

Hint:
For the time zone, the time of the event is shown to users in their respective area time, based on their browser settings. That means that an event that is scheduled for 9 am EST (GMT-5), users in France, for example, will attend this at 3 pm GMT+1.

Now you have the option to determine if the event should be automatically archived once completed by clicking on the Automatically archive the event once completed checkbox.

Note:
In case of events with multiple offers, all of the offers will be automatically archived if this checkbox was selected upon event creation.

Part 4: Additional Information (Optional)

You can specify the type and number of credits that will be awarded to attendees upon event completion.

Part 5: Repetition and Attendance Rules

You can create a recurring event by setting multiple offers of this event during the creation process. To do so, select the Repeat Event checkbox.

Hint:
Please note that the Repeat Event checkbox is not available in the following two cases:

Invitation-based events. Only Registration based events can be repeated.
After the event creation. This checkbox is available only while creating an event.

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 in the "Multiple Offers Title" field. If you leave this blank, your events bundle will have the name of the primary event (first event) of the bundle.

Then you can set up the dates the events will take place. You have the following options:

every day
every week
every month
every year
based on custom repetition rules, or
on custom dates.

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, select 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.

For all setups, except for the custom dates one, you have also the option to define if you want your event offers to end on a specific date or after a specific number of offers.

Now, select the attendance rules that you want to be applied to your event. There are three available options:

Users can attend multiple offers
Users can attend only one offer
Users must attend all offers

These three options have different characteristics that affect the registration process, the event completion, the event settings as well as the certificate(s) that will be issued upon completion.

	Users can attend multiple offers	Users can attend only one offer	Users must attend all offers
Registration	Users will have the option to register for multiple event-offers.	Users will have the option to register for one event-offer. Once registered, they will not have the option to register themselves for another event-offer. If they want to change their registration, they will have to unregister from the event offer and register for another one.	Users will have the option to register only for the first event offer and they will be automatically registered to all of the other 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 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. Moreover, if an admin selects to add offers, the already enrolled users will be automatically enrolled in the additional offers.
Progress	Users will have to attend only one offer to get completion. However, you have the option to allow users to re-attend the event every X months. That means that: - a user will be able to attend only one offer every X months. - every X months, the event progress will be reset and users will have to attend a new offer. - the register button will be available only for the offers of the current period (X months) Example: Users can attend 1 event every month. -Users will be able to register for an event only if there is an offer in the month that they are in. If there is an offer next month, they will not be able to register for it, until they are in that month. -If the current month is not the same with the month that the user attended the event, the system resets the user-progress.	Users will have to attend only one offer to get completion.	Users will have to attend all of the offers to get a completion.
Certificate	Users will be awarded with a certificate for every event-offer that they attended.	Users will be awarded with a certificate for the event-offer that they attended.	Only one event certificate will be awarded per event-bundle.
Settings	You have the option to edit the settings (such as different max attendees’ limit) per event-offer.	You have the option to edit the settings (such as different max attendees’ limit) per event-offer.	It is not possible to apply different settings (such as different max attendees’ limit) per event offer

Part 6: Available Clients

In the last block of this page you can see all of the available clients/integrations that you have the option to use for the initiation of your events.

Additional options in Course/Curriculum-Connected Events

When it comes to course/curriculum-connected events, the category is already preselected, based on the connected course/curriculum. If your course is under the "Administration" category, for example, the event that you'll try to create under this course will be automatically added under the "Administration" category.
There is an extra block that will help you identify the entity (course/curriculum) that this event is connected to.
In course/curriculum-connected events you can define if the event step should be a required or an optional step. If you define that the event is needed for course/curriculum completion, the user won't get a course/curriculum completion if they haven't completed the event step first.

If the live session is a required step, you will have to define the completion percentage.

In the case of live sessions this percentage is being calculated based on the time of attendance per user. So, as an example, if the event duration is 100 mins and the Completion Percentage is 80%, only the users who have attended the event for at least 80 mins will get event completion.

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. 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.
Events cannot be edited if they are in progress. You will be able to edit them only before the start time and/or after the scheduled end time.