Webinar Sessions — Create a Webinar Session

TraCorp LMS Quick Reference Guide (QRG)

Audience: Main Admin, Sub Admin, User Group Admin

Overview

This QRG covers how to create a webinar and its sessions, so attendees can register for and be tracked in virtual training within the LMS.

Enabled Permissions Required to Complete the Following Steps

• General Settings > Content (Sub Admin)
• Webinar Sessions (User Group Admin, Sub Admin)

Note: Sub Admin and User Group Admin without access to complete these steps should review Permissions with a Main Admin.

Create Webinar Content

1. From Admin Navigation, click Content.
2. Click the Content tab.
3. Click the Add New Content tab to open the New Content Wizard.
4. Click Next.

New Content Wizard — Content Type

1. Select Webinar in the Content Type drop-down menu.
2. Under All Categories, click the check box next to the Category where the webinar is to be stored. Click + to expand the Category and – to collapse the Category.
3. Under Categories, the available options will appear. Select the appropriate Category.
4. Click Next.

New Content Wizard — Content Information

1. Enter the Title of the webinar.
2. Enter the Description of the webinar.
3. Enter a unique Content Code for the webinar.

Note: The configuration of Content Codes must be determined before any content is added to the LMS.

For step-by-step instructions on creating content codes, see Knowledgebase article: Content — Content Code Configuration.

4. Enter key terms in Search Keywords, separated by a comma. These Keywords can be used by students when searching in the LMS for content.
5. Enter the Target Audience(s) for this content. This information will appear when the student is viewing catalogs.
6. Select the appropriate Tags in the drop-down menu. There can be more than one tag associated with the content. Check with the Main Admin to verify if organization-wide Tags have been established.
7. Ensure the List In Content Catalog check box is marked to allow content to be viewed in a catalog, rather than having to be directly assigned to the student. If enabling this setting, it is highly suggested to also enable Allow Students to Self-Assign.
8. Click the Allow Students to Self-Assign check box to allow students to assign a piece of content to themselves. If enabling this setting, click the List In Content Catalog check box to get the best visibility.
9. Click the Show on Student Transcript check box to display the webinar on student transcripts.
10. Click the Allow UG Admins to assign content check box to permit User Group Admin who have the proper permissions to assign this content to their user groups.
11. Click Next.

New Content Wizard — Prerequisites

1. Select the content that is a prerequisite for this webinar. More than one item may be selected on this screen.

Note: Students will not be able to take the webinar until the prerequisites are completed.

2. Click Next to continue or if there are no prerequisites.

New Content Wizard — Basic Details

1. Select the Course Language in the drop-down menu. English is the default choice.
2. Enter the number of Credits to display the number of credits that a student will receive upon completion of the webinar. This setting requires the credit system to be enabled in General Settings.
3. Enter the number of Program Units to allocate for this webinar if this content is part of a program.
4. Click the Content is Pass/Fail check box to display only Pass or Fail when the webinar is completed. The LMS will not display a score.
5. Click the Mark Complete on Launch check box to mark this webinar complete for a student as soon as they launch it, rather than requiring separate attendance entry.
6. Select one of the following Students can register for options:
7. All future webinars — Allows students to register for all sessions associated with this content.
8. One future webinar — Allows students to register for only one session associated with this content.
9. 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.
10. Click the Exclude UG Admins from Record Entry check box to exclude this piece of content from Record Entry for User Group Admins who have permission to use the Record Entry tool.
11. If badges are used, select an option in the Award Badge on Completion drop-down menu to apply it to this webinar. Badges need to be configured in General Settings.
12. Select one of the following Content Terms of Use options:
13. Use Default Settings — Applies the Terms of Use configured in General Settings.
14. Use different Terms of Use template — Applies a different Terms of Use template specifically to this webinar.
15. Do not show Terms of Use for this content item — Skips the Terms of Use prompt for this webinar.
16. Click the User group auto-assignment rules use completions for this content check box if autoassignment rules are to run when the completion status changes.
17. Click Next.

New Content Wizard — Complete Other Content

1. Click the check box next to the Content in Available Content that is to be marked complete when the student completes the webinar. This is used when there are multiple content options to satisfy a learning requirement.
2. Click Next.

New Content Wizard — Email Options

1. Click the Notify Student check box to send a completion email to the student upon completion of this webinar. Select a template for students to receive in the Include Template(Student) drop-down menu and click the Email Certificate check box to attach a certificate to the email if a certificate is associated with this webinar.
2. Click the Notify Admins check box to send a completion email to select admin(s) when a student completes this webinar. Select a template for the admin(s) to receive in the Include Template(Admins) drop-down menu and click the Email Certificate check box to attach a certificate to the email if a certificate is associated with the webinar. Complete the following steps to select admins:
3. Click Email Users (To).
4. Select the user in the User Type drop-down menu.
5. Click the user in the list.
6. Click Select User.
7. Click Yes on the Confirm window.
8. Click OK on the Info window.
9. Repeat these steps for each user to Send Email To and for Copy Email To.
10. Click Next.

New Content Wizard — Choose Recommended Content

1. Click the check box next to the appropriate content in Available Content to recommend to the student after they complete the webinar. The content displays under a Recommended Content button on this piece of content for students.
2. Click Next.

New Content Wizard — Choose Associated Resources

1. Click the check box next to the appropriate content in Available Content that will be assigned to the student and listed along with this content so the student can review associated content. In student view, the content is displayed under the Associated Resources button.
2. Click Next.

New Content Wizard — Associated Dictionary Terms

1. To choose dictionary terms associated with the webinar, locate the Available Dictionary Term and click the check box to add it to Associated Dictionary Terms. Some dictionary terms only show when the term is associated with a content item available to the student.
2. Click Next.

New Content Wizard — Review/Expiration System

1. Click the Exclude from Content Expiration System check box if this webinar should never expire or come up for review.
2. Enter the Content Expiration Time (in days) to set how many days after activation this webinar should expire.
3. Enter a Content Expiration Date to override the expiration time with a specific date instead.
4. Click Choose next to Content Author to select the person responsible for reviewing this webinar when it expires.
5. Select an Email Template in the drop-down menu to use when notifying reviewers that the webinar is up for review.
6. Click Add User under Users to be Notified on Review to select additional admins who should be notified.
7. Click Next.

New Content Wizard — Ratings/Review

1. Click the Allow students to rate and review content once it has been completed check box to let students rate and review this webinar after they complete it.
2. Click the Prompt after completion check box to automatically prompt students to leave a rating and review immediately after completion.
3. Enter a Don't Prompt After date to stop prompting students for a rating and review after a certain date.
4. Click Next.

New Content Wizard — Thumbnail, Certificate, and Content Upload

1. Click Choose File to select a Thumbnail (Recommended). This feature allows further customization and branding of the student experience. By default, the LMS provides thumbnails for the various types of content in the LMS.
2. Click Choose File to Upload New Certificate File. This feature allows the upload of a new certificate to the system without going to the Certificates tab in Admin Navigation. The certificate displays in the Certificates tab after it is uploaded here.
3. Select an option in the Choose Existing Certificate drop-down menu to choose from an already uploaded certificate.
4. Click Next.

New Content Wizard — For Administrative Purposes

These fields are for administrative purposes only. Students will not see this information.

1. Enter Action Rules specific to the webinar. Click ? to learn more about Action Rules. As written, these rules fill in a registration field based on completion data sent to the LMS.
2. Add Notes to leave specific information about the webinar for other administrators.
3. Click Next.

New Content Wizard — Review

1. Review the information displayed. If updates are needed, click Back to make corrections.
2. Click Finish to complete the wizard.
3. Click OK.

Create a Webinar Session

1. From Admin Navigation, select Webinar Sessions.
2. Locate the webinar content to create a session for. Click the folder containing the piece of content to select it.
3. Click Add New Session. The Add Webinar Session window appears.
4. Enter the following required information:
5. Session Code — The unique identifier for the session.
6. URL — The conferencing link attendees will use to join the webinar.
7. Total Seats — The total number of seats available for the session.
8. Instructor — The instructor for the session.
9. Start Date — The start date for the session.
10. Start Time — The start time for the session.
11. End Date — The end date for the session.
12. End Time — The end time for the session.
13. Timezone Country — The country in which the session will be held.
14. Timezone — The time zone in which the session will be held.
15. Enter any additional optional information that applies:
16. Organizer — The organizer for the session.
17. Student Open Registration — Indicates whether students can register themselves for the session. The webinar content must be visible in the full catalog or within the learner’s available content for this to function.
18. Per Seat Cost — The cost associated with each seat for the session.
19. User Group Admin can register students — Specifies whether User Group Admins are permitted to register learners within their group(s) for the session.
20. Attendance Verification Code — Randomly generates a code students can use to mark themselves as “attended” from their LMS profile page using the Generate Random Code button.
21. Register Before Date — The date by which students must register to be accepted into the session.
22. Register Before Time — The time on the Register Before Date by which students must register to be accepted into the session.
23. Repeat — The frequency at which the session will be repeated.
24. If a frequency is selected, the Roster Type window appears, allowing selection of either a Single Roster or Per Session roster.
25. Notes (visible to all) — General information related to the session.
26. Access Instructions (registered students only) — Provides instructions for students who are registered for the session. Useful for keeping a virtual link private until a student is registered.
27. Click Add Session.

Note: For bulk creation of Webinar Sessions via CSV import, see Knowledgebase article: Admin Tools — Content Management Actions.

Best Practices

It is highly recommended that webinar titles in the LMS match what appears in the invitation or registration page attendees see.

Some wizard screens may not be needed, and, in many cases, can be bypassed by clicking Next.

Keywords are best used for typos/misspellings and acronyms, for example, adding both "login" and "log in."

Tags are best used for broad topics with numerous related content items, such as "Point of Sales System." When a student searches using a tag, they see all related/tagged content.