Skip to main content

Creating an event session

  • Updated

Sessions are scheduled instances of an event in Form LMS. They can be face-to-face or virtual. Each session shows the time, date, location or platform, and trainer, along with booking details. Sessions inherit settings from the event setup.

✅ Before you start: You need the Site Admin or Admin role.

Create a face-to-face session

  1. Go to Catalogue → Events.
  2. Next to the event, click the three-dot menu → Create session.
  3. Session type: Select Face-to-face in the toggle. 
    mceclip0.png
  4. Date and time: Select a date using the date picker and enter a time in the text field (24-hour format). 
    mceclip1.png
    • A session can run over multiple days.
    • To add another day, click Add another date for this session and repeat the process. 
  5. Location: Search for a venue and room.
    • Use advanced search to browse the full list of venues and rooms.
    • For multi-day sessions, select Different location per date to set a different venue for each day. 
      mceclip3.png
  6. Trainer: Search for and select a trainer.
    • Use advanced search to browse the full list of trainers.
    • For multi-day sessions, select Different trainer per date to assign a different trainer for each day. 
      mceclip4.png
  7. Status: Click the Status toggle to set the session to Active. 
    mceclip5.png

ℹ️ Setting a session to active does not override the course or event visibility. The top-level course visibility determines whether learners can see the event. If set to hidden, the event is only visible to learners enrolled by admins or managers.

Create a virtual session

  1. Go to Catalogue → Events → click the three-dot menu → Create session.
  2. Session type: Select Virtual in the toggle. 
    mceclip0.png
  3. Date and time: Select a date and enter a time (24-hour format). 
    mceclip1.png
    • A session can run over multiple days.
    • To add another day, click Add another date for this session and repeat the process. 
  4. Meeting link: Paste the virtual meeting link from your platform into the Meeting link field. Learners open this link when they click Join online.
  5. Platform: Type the name of the virtual platform (for example, Teams, Google Meet, or Zoom). This is displayed to learners when they view the session. 
    mceclip3.png
  6. Virtual access details: Enter any further information the learner needs to access the session, such as an access key or required downloads. 
    mceclip4.png
  7. Trainer: Search for and select a trainer.
    • Use advanced search to browse the full list of trainers. 
      mceclip4.png
  8. Status: Click the Status toggle to set the session to Active. 
    mceclip5.png

ℹ️ Learners can only see virtual access details if they are booked onto the session. Once booked, they find the details under View access details on the session page.

mceclip5.png

Update session details or settings

  1. Go to Catalogue → Events. Use the search or filter bar to find the event.
  2. Click the three-dot menu → View event.
  3. Click the Edit button next to the session you want to update.
  4. Change the session type, dates, times, locations, trainers, or other settings as needed.
  5. Notify users: Select who you want to notify of the update. Click the eye icon to edit the notification content. Click Save changes to apply the changes and send the notification. 
    Notify_session_update.gif

The updated session details are now live.

Related event articles

Related articles