Onsite Modules

How to create and assign an onsite module incl. adding schedules, dates, polls, skills, rewards and advanced details.

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Written by eloomi Admin
Updated over a week ago

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Creating onsite modules incl. adding schedules, dates and polls (00:00)
Adding skills and rewards and manage advanced details (05:25)
Assigning onsite modules to users (06:46)
Duration (07:37)

Along with Online training, eloomi supports administration of Onsite training as part of our blended learning approach. By using this approach, you can easily manage sign-up, mark participation and cancellation, and manage various other tasks.

Creating Onsite Modules

Just like with Online modules, Onsite modules can be created from the learning overview page, navigate to Admin > Learning> Modules. Access to this page is restricted to Admins or Users who have been granted access through a custom access group.

To create a new module, click on Create new module and choose Onsite.

In the module's Details page you can fill in the information that the users will see in the learning catalogue.

  • Name: Give the module a suggestive name.

  • Description: Provide a description. Text in the Description box will appear in the module's cover and is searchable, so make it count.

  • Extended Description: If needed add an extended description. The Extended Description could be used to convey information that is not crucial but good to know. This will appear on the module landing page.

  • Chat: By enabling the Chat functionality, this will allow our users to disseminate information and knowledge about this module. They will be able to communicate and interact with all the users assigned to this module by clicking on the chat option on the top right of the platform. It is not a global function but the chat will solely be linked to this specific module.

  • Module files: Furthermore we can upload documents that the users will be able to download or print in advanced before attending the Onsite session.

  • Category: You may choose to attach a category to make it easier for the users to find the module when using the learning filters.

  • Add Survey: By adding a survey you will be able to capture a detailed feedback from the Users on the quality of the training. If not necessary, you may instead use the Rating function instead.

  • Add related modules: Here you can connect related modules so the user can see all related modules on the learning overview page. Please note, the user can only see the related module that is also assigned to them.

  • Cover Image: You can upload your own photos or use eloomi's Pixabay gallery. Once you have selected a picture, you can use the "Drag & Drop" functionality to decide the part of the picture you wish to use and the size.

  • Sort Ordering: Additionally, you can set up sort ordering for modules. Learn more about sort ordering here.

Adding Schedules to Onsite Modules

After filling in the desired information on the Details section, you can now proceed to adding your Schedules. To start, click on Add Schedule.

  • Schedule Name: Begin by giving your schedule a name.

  • Min Participants: Minimum number of participants necessary to perform the onsite module.

  • Max Participants: Maximum number of participants possible for this module. Once the maximum is reached, then it is not possible to register.

  • Closing Date: Sign up closing date. Users are not able to sign up after the closing date is reached. So adding a closing date is very useful as it allows you to have the time to plan the event successfully within a set timeframe.

  • Choose Timezone: It is critical to Choose Timezone in the schedule and make sure it's correct. Onsite modules send calendar invites to users, and the time of the event auto-adjusts based on the schedule's timezone.

  • Detail: Register any details such as location (Meeting room number) or other small details.

  • Information: Add addition information such as learning that needs to be done, dress code, and so on. This information is displayed when the user is signing up for the course.

NOTE: Even if it is self explanatory, it is important to mention that if the minimum participant number is not met before the closing date, the event will automatically be cancelled and all signed up users will be notified.

  • Waiting List: To prevent unexpected cancellations, you can enable the Waiting List by toggling it ON. This will allow users to sign up even if the Maximum Participants number is met. They will then get placed on a waiting list. If a cancellation happens, they will be notified and can sign up on a "First come, first served" basis.

  • Past Dates: Last but not least, you can enable the Use Past dates option in order to add past event dates in case you want to migrate historical data to eloomi. N.B. It is important to note, that this CANNOT be toggled on afterwards, so it needs to be done upon creation of the schedule.

Once all of this has been filled in when creating the "schedule", our next step is to add the "dates".

Adding Dates to Schedules

To add dates on a schedule, click the "Edit" icon on the right hand side:

eloomi supports single day events as well as multi-day events. This gives you the flexibility to create schedules where participants can sign up for individual dates or restrict the signup process so users have to sign up for all days of the event. To start, click on "Add schedule dates".

Provide a date, a start and end time as well as an address. The Address supports geo-location look up. The building name and specifics could be included in the Location field. Additionally, you can add a location such as a room number/name or a building number. To finalise, click on "Save day".

Multi-day schedule

To create a multi-day schedule, simply repeat the process by adding multiple days.

If necessary, you can at this point also edit or add to the information that we already added.

Instructors & ICS file

We can select an instructor for this module as well as offer users the possibility to add and ICS file to their calendars.

Reminders

Furthermore, just like online modules, we can enable reminders. You can add as many reminders as needed.

Contacts

Lastly, you can add contacts that need to be notified if an event changes, for example, gets canceled. This could be catering contacts, venue providers, or external instructors. To finalise, click "Update Schedule".

Adding Onsite Polls to Schedules

Once you have finished adding schedules to an event, you may choose to add a Poll.

This is very useful for prompting users to input good-to-know details such as dietary preferences, allergies or transportation options. You enable it simply by toggling the "Poll" on and inputting your question and options.

Signup comment

Furthermore you can also modify the signup comment and make it required or not.

Adding Skills to Onsite Modules

Toggle on the Skills and select from the existing skills list and provide a skill level. Furthermore, you can also create skills on the fly simply by clicking on "Add new skill" and providing a name.

Adding Rewards to Onsite Modules

In the Rewards tab, you can appoint points and certificates for the module completion.

Points

You simply add the number of points you feel are right for the user to achieve for attending this onsite course.

Certification

Here you add the certification that is right for the user to get once they have attended this onsite module. You do this by choosing from the Certificate template list.

You can learn more about our points, rewards and certificates in the linked articles.

Advanced Details for Onsite Modules

To finalise the Module creation process, navigate to the Advanced Settings.

Here we can provide a Price, use approval process or add an individual Reference number.

  • Price is useful to use if the User or Approver needs to have knowledge about the cost of this particular event.

  • Approval process is activated in order to have an extra level of knowledge about what courses an employee is attending, especially if there is a high cost related.

  • Reference number to be used as an added level of "filing" especially if connected to another system.

Finish your module creation by clicking "Save & Exit".

Assigning Onsite Modules to Users

In eloomi, the module assignment does not take into consideration the module type. To assign our newly created Onsite module, simply hover the mouse under "Actions" and click on the "Graduation hat".

Like with Online modules, you can assign a module to Users, Departments or Teams. To assign a new User, simply click on the "Assign Users" and select the Users from the existing list

Deadline

You may choose to add a deadline. Keep in mind that if you assign a Module to a Department, be sure to Use the "Interval deadline" as this will avoid the risk of assigning modules with a deadline in the past.

Renewal

Should the module have a renewal timeframe then toggle this on. If you toggle this on, then be sure not to have a Deadline assigned. Please be aware that previous completion data gets removed once the new renewal period opens up for a user.

Required

Enabling this toggle will mark this module as required for the user.

To finalise the process, you can click "Assign Users" and you are done! Read more about this in Assigning Courses/Modules and Programs.

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