Activity Sessions - Admin Experience

With Exceed’s new Activity Sessions functionality, administrators will be able to schedule ANY activity in the system! With this capability, for example, you will be able to schedule SCORM content, a path of activities, and restrict session enrollment according to a path session. As a result, the Event activity type, which is unnecessary moving forward, has been deprecated.

 

To create a scheduled learning activity, you’ll need to choose an activity type and select the “This is a scheduled activity” option, which allows you to add sessions as you did with Events:

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Based on this new model, the Session Properties are configured slightly differently:

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Because “Session Dates” do not exist anymore, existing sessions with multiple non-recurring dates will continue to display the full schedule to participants. However, you will only be able to edit the first date of the session. All new sessions created will only allow one date, that may be recurring.

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With this new functionality, existing Events will be converted to one of the following activity types:

  • Events with assessments as the completion action will be converted into a scheduled copy of the Assessment, maintaining all of the related event properties, session, and enrollment data
  • All other Events will be converted in to a scheduled Post, maintaining all of the related event properties, session, and enrollment data

While most of the fields in the new session’s properties existed before in the Session Properties or Session Date Properties, take special note of the following fields:

  • Location – represents a general location including rooms, addresses, etc. This field should be updated on all existing sessions set in the future to ensure accuracy.
  • City – allows learners to filter sessions by City when choosing a session to enroll in from an activity in the Catalog.
  • Instructor – visible to learners. This field can be used to indicate people who may lead a session but have no user account at all.
  • Facilitators – may be admin or non-admin users. Facilitators will not be visible to participants in the session. If a facilitator should be visible to participants, include their name in the Instructor field.

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With this powerful, new flexibility, you have the ability to create the following types of scheduling configurations:

  • An activity scheduled for one specific date (as shown in the above example)
  • An activity scheduled to repeat daily, weekly or monthly (e.g., every second Monday at 10:00 am until the end of year)
  • A scheduled path containing activities, some or all of which may be scheduled. Scheduled activities within scheduled paths may also have their sessions restricted to a particular path session.  

For example, consider the need to create a recurring schedule for an Onboarding Path comprised of three activities. The Path can be scheduled to recur monthly, as well as each of the three activities contained within it (regardless of activity type):

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It is simple for administrators to find scheduled activities in the Catalog. From the Activities page, a new “Scheduled” option appears in the Filter dropdown:

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Clicking on the activity from the Scheduled list displays the activity’s Properties page, as before, however the “View Sessions” tab is available to view all the defined sessions for that activity:

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You’ll notice that the Session Title is a concatenation of the Activity Name + the optional Session Name that was defined when the Session was created. When you click on the Session Title, you have access to the Participants and Properties of the Session (just like before with Sessions for Events). You can enroll Students into the Session, import Sessions manage the Roster, and filter the list of Sessions displayed.

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