By navigating to Admin > Learning, you find an overview of all the module created in the platform. To create a new module you click on “Create a new module”.
There are three types of modules:
Online module which allows the user to complete the online learning at their own pace
Onsite modules used for schedule classroom training and tracking attendance
Webinars used for schedule online meetings and tracking attendance.
In this article we will focus on Webinars
Details
You start by giving the module a name (required).
An optional short description of the module can be given below module name, which will be displayed on the module icon.
You may even add an extended description, which will be displayed below the module.
Enabling the chat channel allows the users that are assigned this specific webinar module to communicate with each other through a dedicated platform. To access the chat the user will click the chat bubbles in the upper right hand corner
Optional settings when creating your webinar:
Upload files for participants to download prior to attending the webinar.
You may attach the webinar to a relevant learning category created within the platform. This will help both admin and users when filtering for relevant modules within a learning category.
If you have created a survey separately in the platform to ask users for quality feedback regarding the module. The survey will be sent out to users after an admin has marked as attended for the webinar, via a link to their e-mail.
Adding other related modules will then display to user upon completion of the module.
Choosing a cover image adds a visual feature. You can upload an existing file or choose from the Pixabay gallery.
Schedule
eloomi supports single day events as well as multi-day events. Admins have the ability to allow users to choose between dates or require users to sign up for all dates for the event.
To start click ‘Add schedule’
Min number of participants sets the minimum number of participants for the even to occur. (If this number is not met before the closing date, the event will automatically be closed. All signed up users will be notified)
Max number of participants sets the maximum number of participants before signup is closed.
Closing date sets the last date a participant can sign up for the webinar. Users will NOT be able to sign up after the closing date has been reached.
Choose Timezone sets the time zone in which the host of the webinar is based.
Details allows for any additional useful information to be given to the users when signing up.
Enabling past dates allows the admins to manage sign ups and attendance for webinars that occurs previously.
Enabling the waiting list allows the users to sign up for the webinar after the max number of participants has been met. (When a spot becomes available, the users on the waiting list will be notified via e-mail and then required to manually sign up. First come, first serve basis)
To save and continue click “Add schedule”
To add dates for the scheduled event click “edit” icon
Then click “add schedule day”
Date
Start Time
End Time
URL of the webinar (via zoom, teams, etc.)
Password (if relevant)
Click “save day” to save the date.
If the webinar is hosted as a multi-day event, repeat the process by clicking “add schedule day” to add the additional dates of the event.
Specify the instructor of the webinar. This will allow participants to see the host and allow the admin to send a participants list to the instructor prior to the webinar. (Instructors do need to be pre-made in the platform for their name to populate in the dropdown menu. To learn how to create an instructor click here)
ICS File will give the option of allowing calendar events should be made to the participants upon sign up and if so, how they will be made available. Split email invitations will enable e-mails containing calendar invitations for the schedule to be split into multiple emails per day in the schedule.
Click “Update schedule” to save.
If the webinar is a reoccurring event, and you want to make multiple schedule events available to the user to sign up. Click “add schedule” to repeat the process with different dates.
Skills
Enabling and adding skills is optional. Choose one or more relevant skills from the drop-down menu, which will be covered during the webinar module, along with the difficulty (none, beginner, medium, or advanced). If relevant skill is not available you can “add new skill”. The new skill will then become available when creating future modules.
Rewards
Enabling rewards gives the users an incentive to complete the module. Points can be awarded based off completion of the webinar module and/or you may choose to add a certificate to be awarded after completion of the webinar.
Eloomi supports 3 (three) types of certificates: Custom, Simple Certificate, and Detailed Certificate. To learn more about certificates click here.
Advanced Details
If a price is related to attending the webinar you may specify. (This is a placeholder to show the price of the webinar, there is no option to integrate finance within eloomi)
When approval process is enabled, the this allows the users request to access this module to be approved that the users nearest manager via e-mail. (This feature needs to activated via Admin > Settings > Approval Process.)
The refence number is a placeholder for any internal information about the webinar, helping the admin to identify it.
Click the check mark on the right side to save. The module will then be available for assignment.
Assigning a webinar module
To assign a webinar module, click the desired webinar and then the corresponding assign icon (graduation cap).
Similar to online modules you can assign a webinar module to individual users, departments, or teams.
To assign to users, click “assign users”, search for the users name or select from the list.
More options about assigning the module are available which are described here (how to create online module).
Add deadline to module
Renew module
Requiring the module
Notifying users via e-mail
When ready click “Assign users”
To learn about un-assigning users or editing assignment properties click here.
To assign webinar module to one or more departments or teams follows the same process.
Manage Participants and Attendance
Participant List show the basic information for upcoming webinar modules. The start and end dates, name of the module and schedule, details, if the even it cancelled, max seats, max participates, available seats and those on the waiting list.
To see previous webinars, open the Filters on the left side of the screen, scroll down to ‘status’, then archive.
To edit the information displayed in the Participant list, click manage columns > add new column. Add a name for the new column and then choose between ‘free-text' or ‘checkbox’. Once created they will then display the Participant List.
You can export and sent the event information via e-mail. Click the download icon into excel document. To see more information or change the participation data, click on the graduation cap to open the participation side bar.
Here we can see all the users that have attended, accepted, cancelled, on the waiting list, and any comments. To manage participation list, select the users and mark as attended (check mark), not attended (X mark), or move them to the waiting list (arrow within a circle).
If required you can assign users directly by clicking assign new users and adding them to the accepted list.
To see a video explaining this click here