How Do I Create a Webinar Session?

In this article we show you how to add a Webinar piece of content and associate session(s) with that piece of content.

Where Do I Add a Webinar Piece of Content?

• On the Admin Navigation menu, select Content.
• Select Add New Content.
• This will open the Add New Content Wizard window.
• Click Next at the bottom to go to the Add Content window. This will allow you to choose the Content Type and Category(ies).

Content Type and Category

• Select Webinar from the Content Type drop-down
• Under All Categories -> Category, select the Category you would like this piece of content to be stored in.
  • Double-click or click the checkbox to the left of the Category to add it to the list of Categories for your content.
• Click Next at the bottom.

General Information Page

• Title - If a Title was input into your course when it was packaged, it will automatically be put into this spot. Feel free to re-title it if you want it to be displayed differently in the LMS.
• Description - Add a description of what the learner will experience in this course.
• Content Code - This is a unique value for the piece of content, chosen by you.
• Search Keywords - This is a comma separated list of words used to help students locate this content when searching.
• Target Audience - You can list target audiences so that learners viewing this in a catalog can see if they fall within that target audience.
• Tags - This will add tags to the piece of content, allowing learners to search by these tags in the learner interface and locate the content associated with the tags.
• List in Content Catalog - Check this setting to allow content to be viewed in a catalog, rather than having to be directly assigned to the learner. If checking this setting, we highly suggest checking Allow Students to Self-Assign also.
• Allow Students to Self-Assign - This allows students to assign a piece of content to themselves. If checking this setting, we highly suggest checking List in Content Catalog also, to get the most out of allowing students to self-assign content.
• Show on Student Transcript - If selected, will show this content on the student's transcript.
• Allow UG Admins to assign content - This will make this content available to User Group Administrators who have the permissions to assign content to their user groups.

Prerequisite Page

• Select any pieces of content you would like to be a prerequisite to this course.
• Learners will not be able to take the course until the prerequisites are completed.

Content Information Page

• Credits - Will display the amount of credits that will be received. Requires the credit system to be enabled in General Settings.
• Content is Pass/Fail - If the passing score is reached, then the student gets a Pass, if not, they get a Fail. The LMS will not display a score; it will only show if the learner passed or failed.
• Mark Complete on Launch - Once Launch is clicked, the learner will get an automatic completion. This is primarily used for videos or documents that do not track training data.
• Ignore Auto-Collapse setting - NOTE: This does not work in the Novus III interface. All content is collapsed there. If this is checked, then the content card in Novus II will default to an expanded view to show all details for this content.
• Student can register for:
  • All future webinars - Allows students to register for all webinar sessions associated with this content.
  • One future webinar - Allows students to register for only one webinar session associated with this content.
  • One webinar, unless they are marked for Retake or No Show - Allows students to register for only one session, unless marked as a retake or no show by an instructor or administrator.
• Exclude UG Admins from Record Entry - This will exclude this single piece of content from Record Entry for UG Admins that have permission to use the Record Entry tool.
• Auto-archive on Completion - This will automatically move the content to the learner's archive once they have received a completion in the system.
• Award Badge on Completion - Select a badge from the drop-down to award to the learner upon completion. Badges need to be configured in General Settings.
• Content Terms of Use - Select a Terms of Use document that needs to be read or agreed upon for this content.
• User group auto-assignment rules use completions for this content - Select this checkbox if you would like auto-assignments for the learner to run immediately after completing this online test/questionnaire. This feature is used when you have auto-assignment rules checking for completion statuses to move learners into or out of a group immediately.

Mark Complete Page

• Select any content you would like to mark complete when this piece of content completed. Another way to describe this is an equivalency.

Email Options Page

• Email Students - Select whether students get a completion email upon completion of this webinar. You can select a template for them to receive and choose to attach a certificate to the email (if you have a certificate associated with this course).
• Email Admins - Select an admin(s) that should be emailed when a student completes this webinar. You can select a template for them to receive and choose to attach a certificate to the email (if you have a certificate associated with the course).

Recommended Content Page

• Select any content that you feel you would like to recommend to the student after they take this course.
• The content will display under a Recommended Content button on this piece of content.

Associated Resources Page

• Select any resources that should be associated with this content.
  • The content will display under an Associated Resources button on this piece of content.

Associated Dictionary Terms

• Please select dictionary terms associated with this content item. Some dictionary terms only show to students when the term is associated with a content item available to the student.

Thumbnail, Certificate, and Content Upload Page

• Thumbnail - By default we provide thumbnails for the various types of content in the LMS. However, if you want to upload a specific thumbnail for a piece of content, this is where you do that.
• Click Choose File to locate the thumbnail you wish to upload.
• Upload New Certificate File - If you want to upload a new certificate to the system without going to the Certificates tab in the Admin Navigation, you can do that here. The certificate will display in the Certificates tab after it is uploaded here.
• Click Choose File to locate the certificate you wish to upload.
• Choose Existing Certificate - Choose from a dropdown of already uploaded certificates in the system.
• Select Existing Certificate from drop-down menu.

Ratings and Review Page

• NOTE: Content Rating must be enabled within General Settings -> Content to be able to see this page.
• Allow students to rate and review content once it has been completed - If checked, this will allow the students to rate the content once they receive a completion. If it is not checked, then rating will be disabled for this content.
• Prompt after completion - If checked, a window will pop up for the learner after completion of the content asking them to rate and review.
• Don't Prompt After - This is to set a date for Prompt after completion above, so users will not be prompted every time.

Notes and Action Rules Page

• Notes - This is for administrative purposes only. Notes can be used to leave certain information about the course that other admins might find useful.
• Action Rules - This allows rules to be written to fill in a Registration Field based on completion data sent to the LMS. See this article for more information.

Review Page

• Review all options and click Finish to complete the Add New Content wizard.

How Do I Create a Webinar Session From a Webinar Piece of Content?

• Log in as a Main Administrator or Administrator with permissions to Webinar Sessions.
• From the Admin Navigation menu, select Webinar Sessions.
• Locate the content which you want to create a session for and click to select it,
• Click Add New Session.
• The Add New Session window will pop up.
• Mandatory Options:
• Select one of the following as a session type by clicking the radio button:
• Zoom - This option allows you to launch a Zoom meeting right inside the LMS.
• Enter URL (External Session) - This option allows you to enter the URL of the meeting from whichever platform you choose (Zoom, Teams, GoToMeeting, etc.)
• Session Code - This is the unique code you assign to each individual session you create.
• Instructor - Choose an instructor from the drop-down.
• Total Seats - This is the number of allowed registrations for this session. Students that register after the allowed maximum can be put on a Wait List if this is enabled.
• Session Schedule:
• Start Date - The start date of the webinar session
• End Date - The end date of the webinar session
• Register Before Date - The date by which the student must register
• Timezone Country - The time zone of the country in which the webinar will be hosted
• Repeat - Choose the frequency at which you'd like the session to repeat. A dialog box will pop up asking if you would like the same roster to be used for all repeated sessions or if you'd like to have a roster per session (this cannot be changed).
• Start Time - The time at which the webinar session starts on the Start Date
• End Time - The time at which the webinar session ends on the End Date
• Register Before Time - The time by which the student must register on the Register Before Date
• Timezone - The local timezone in the Timezone Country in which the webinar session is being held
• Optional options:
• Organizer - Choose a User within the LMS as the organizer of the webinar session. They will receive updates related to the session, just as the instructor would.
• Per Seat Cost - This will display a cost to register for the webinar session to the learner.
• Attendance Verification Code - This code can be provided to students during the session and then, from their profile page in the LMS, they can enter this code to get marked as Attended for this webinar session.
• Student Open Registration - Check this to allow students to self-register for this session.
• User Group Admin can register students - The User Group Admin must have the Classroom Sessions Permission set within permissions and will only be able to register students who are members of the User Groups they are admins of.