Managing Event Sessions

Overview

Sessions are the building blocks of Events in Learn Amp. While an Event represents the overall training or activity, Sessions are the specific instances where learning happens—each with its own date, time, location, and attendees.

This guide covers everything you need to know about creating, editing, and managing sessions within your Events.

Pre-requisites

Before managing sessions, ensure:

• The Events feature is enabled for your company

• You have the appropriate role permissions to manage Events

Role Requirements

Quick Start Guide

1. Navigate to Manage → Events in the sidebar

2. Select an existing Event or create a new one

3. Click Add Session to create a new session

4. Enter session details (date, time, location)

5. Configure enrolment and attendance settings

6. Save your changes

Adding Sessions to Events

Sessions can be added to any Event that uses the "All Sessions" or "Selected Sessions" event type.

To add a session:

1. Open your Event from Manage → Events

2. Scroll to the Sessions section

3. Click Add Session

4. Complete the session form:

   • Date and time: Set when the session starts and ends

   • Location: Choose from the available location types

   • Capacity: Set unlimited or limited spaces

   • Enrolment settings: Configure how learners can sign up

   • Attendance tracking: Choose how attendance will be marked

💡 Tip: For Events with the "All Sessions" type, learners are automatically enrolled in all sessions when they join the Event.

Editing Session Details

You can modify session details at any time before or after the session takes place.

Editable session properties include:

• Date and time: When the session starts and ends

• Location: Physical address, online link, or virtual meeting room

• Host: The person leading the session

• Capacity: Number of available spaces

• Enrolment deadline: Cut-off date for sign-ups

• Attendance type: How attendance will be tracked

• CPD points: Points awarded for attendance

To edit a session:

1. Navigate to Manage → Events and select your Event

2. Find the session you want to edit

3. Click the three-dot menu (⋮) and select Edit

4. Make your changes and save

⚠️ Warning: When you change session details (date, time, or location), all enrolled learners automatically receive an email notification about the update.

Session Location Types

Learn Amp supports various location types to accommodate different training scenarios:

Using Map Location

When using the Map Location option, enter a full address rather than a location link. The location encoder will pull up the location when learners click "View map".

💡 Tip: Using Zoom or MS Teams integration enables automatic attendance tracking—no manual marking required.

Assigning a Host

Each session can have a designated host who leads the session. Hosts can be:

• Internal users: Any user in your Learn Amp platform

• External contributors: Non-platform users added as contributors

To assign a host:

1. Edit the session

2. Toggle Display host to show the host on the session

3. Select the host from the dropdown

4. Save your changes

When you assign a host:

• They are automatically enrolled in the session

• They receive notification of their assignment

• For virtual meetings (Zoom, MS Teams), the meeting is created under their account

Multiple Hosts

While you can only assign one host per session, you can list additional hosts in the Session specific details field. This information is included in reminder emails, so learners will know about all facilitators.

⚠️ Warning: For MS Teams sessions, the host must have an active Microsoft 365 account linked to Learn Amp.

Session Capacity Settings

Control how many learners can attend each session:

Unlimited capacity:

• Any number of learners can enrol

• No waitlist functionality

Limited capacity:

• Set a specific number of spaces

• Optionally reserve spaces for admin enrolment

• Enable waitlists when spaces fill up

Admin reserved spaces:
When enabled, you can set aside a portion of spaces that only admins can use when enrolling learners. This ensures space is available for mandatory attendees even when self-enrolment is allowed.

Session-Specific Enrolment Settings

Each session can have its own enrolment configuration:

Enrolment Cancellation with Deadline

When "Allow learners to cancel enrolment" is enabled with a cancellation deadline (e.g., X days before the session), learners can unenrol until that deadline. After the deadline passes, the Unenrol button is automatically removed from the learner's view.

💡 Tip: For mandatory training, use "Disallow" self-enrolment and have admins batch enrol the required learners.

Archiving vs Deleting Sessions

Archiving a session:

• Removes the session from active listings

• Preserves all historical data and attendance records

• Notifies enrolled learners of cancellation (if session is in the future)

• Session can be viewed in archived records

• Recommended approach for cancelled sessions

• Administrators retain records of all enrolled users

Deleting a session:

• Permanently removes the session and all associated data

• Cannot be undone

• Should only be used for sessions created in error

To archive a session:

1. Navigate to the session

2. Click the three-dot menu (⋮)

3. Select Archive

4. Confirm your action

What Happens When You Archive

• Future sessions: All enrolled and approved learners receive an event cancelled email. All enrolled users are changed to unenrolled status.

• Past sessions: Enrolled learners do not receive a notification and their enrolment status remains unchanged.

Session Notifications

Enrolled learners automatically receive notifications when:

• They are enrolled in a session

• Session details change (date, time, location)

• A session is cancelled (archived)

• Attendance confirmation is required

You can configure additional reminder notifications in the Event settings.

Filtering and Viewing Sessions

View Events by Host

To filter the events list to show Events hosted by specific individuals:

1. From the Manage Events tab

2. Click on Filters

3. Select Host or External Host

4. Type in the relevant user(s) names

FAQs

Can I move a session to a different Event?
No, sessions are permanently linked to their parent Event. You would need to create a new session in the target Event and re-enrol learners.

What happens to enrolments when I archive a session?
Future sessions: Enrolled learners receive cancellation notifications and their enrolments are marked as unenrolled.
Past sessions: Attendance records are preserved for reporting.

Does un-archiving an event reinstate its enrolments?
Yes, it does. If you notice that the enrolments haven't been restored, please raise a support ticket.

Is it possible to delete all sessions from an event but keep the event open?
No, an event always needs at least one session to be active. You have three options:

1. Add the new session first, then delete the old session

2. Update the current session with new details

3. Archive the old session (useful if you're unsure when the next session will be)

Can I create an "all day" event without adding a start and end time?
No, every event session in Learn Amp requires a start and end time.

Can you have more than one host shown on an event?
While you can only assign one host per session, you can add other hosts' names in the "Session specific details" field, which is included in reminder emails.

Can external contributors host sessions?
Yes, you can assign external contributors as hosts for display purposes, but they cannot access the Learn Amp platform to manage the session.

How do I see all sessions across multiple Events?
Use the Sessions filter in Manage → Events to view and filter sessions across all your Events.

What happens if a learner tries to unenrol after the deadline?
The system automatically removes the "Unenrol" button once the cancellation deadline has passed, so learners cannot cancel after that point.

Troubleshooting