Creating an event

Events in Form LMS are wrapped in courses. This allows you to set up certificates and feedback. Events can be face-to-face or virtual and are typically led by a trainer.

Events are templates containing general information such as descriptions, objectives, default locations, and trainers. Sessions are the actual occurrences of an event on a given date, time, and location.

Create an event

1. Go to Catalogue → Courses → Create course.
2. Give your course a name.
3. Go to Content and choose Add Event.
4. Give your event a name. Use the same name for both the course and the event.
5. Enter a description.
6. Upload an image.
7. Click Create event.
8. Click View event to add sessions and edit event details.

Event settings

The left menu lets you set default session details, booking limits, cancellation options, and more. These defaults apply to all sessions within the event. You can override them for individual sessions as needed.

Details

• Name: The event name.
• Description: The event description.
• Event image: An image for the event.
• Booking notifications: Booking notifications are automatically sent to the selected administrator. 

Session settings

• Default location: Search for a venue and room. This location applies to all sessions created for this event.
• This event has trainers: Tick the checkbox if the event is facilitated by a trainer. Select the default trainer for the event.

Bookings

• Minimum booking limit: Set a minimum number of attendees. You receive a notification if a session does not reach this number.
• Set booking limit to: Set the maximum number of attendees, based on room capacity or a specific value.
• Accept bookings up to: Set a cut-off point for new bookings. The administrator or trainer can still add last-minute attendees.
• Booking form: Enable this if delegates need to answer questions or accept terms before booking.
• Configure the booking form: See the last section of this article for details on configuring the booking form.
• Session reminder: Tick the checkbox to send a reminder email to learners and trainers. Set the number of days before the session to send it. Click the eye icon to edit the reminder text.

Cancellations

• Learners can cancel their bookings: Allow learners to cancel their own session booking.
• Allow bookings to be cancelled: Set the cut-off point for cancellations. Choose how far ahead of the event learners can cancel.
• Ask for cancellation reason: Provide a pre-set list of reasons on separate lines. Tick Allow 'Other' reasons to let learners type a free-text reason.
• Automatic cancellations: Sessions can be cancelled automatically if the minimum bookings are not reached. All learners and trainers are notified. Set how long before the session automatic cancellation occurs.

Completions and feedback

• Calculate event completion on: Choose the completion type:
  • Attendance: The event is completed after the register is submitted. You can choose:
    • When session ends (automatic): All booked attendees are marked as complete when the session ends.
    • When all registers are completed: Attendees are marked as present or absent by the trainer or event coordinator.
  • Trainer assessment: Learners are marked as passed or not passed by the trainer or event coordinator.
• Enable registers: If using trainer assessment, you can still keep attendance registers.
• Who can complete registers: Choose who can complete the register:
  • Event administrators (Site admin or Admin).
  • Trainers.
• Ask for absence reason: Enable this to ask learners for a reason if they do not attend. Add predefined reasons on separate lines.
• Ask trainers to leave feedback after a session ends: Add a form for trainers to complete after each session. See configuring the trainer feedback form for details.

Cost

• Event has a cost: Tick the checkbox if you want to record that there is a cost for attending, then enter the amount.

Configure booking forms and trainer feedback

Go to the Booking Form or Trainer feedback section you want to configure.

1. Click Add field.
2. Type the label or title of the field.
3. Select the field type:
   • Text: A text box.
   • Checkbox: A tick box.
   • Single choice: A list where the user can select one option. Add each option on a new line. Tick Other to allow free-text responses.
   • Multi choice: A list where the user can select multiple options. Add each option on a new line. Tick Other to allow free-text responses.
4. Help text: Add help text to explain the field (optional).
5. Field is mandatory: Tick this to require the field before a booking can be made.

Your event is now configured and ready to start creating sessions.