Skip to main content
Intellum

An Event is an occurrence or recurrence of a scheduled activity. Use events to host live, in-person or virtual, learning. Give learners access to learning opportunities that fit into their schedule with options for custom or repeating events. The Intellum platform lets you add events to nearly every activity type -  new or existing - to diversify the delivery of your content.

This article covers how to add Events to new or existing scheduled activities and gives an overview of the information and properties associated with events.

Creating Events


Intellum makes it easy to add events to both new and existing activities. There are a few ways to add events in the platform - and each begins by creating, or  connecting to, a scheduled activity:

Create a Scheduled Activity

  • When you create a new scheduled activity, the platform gives you the option to create associated events. Simply click Create Events to begin.

Add Events through the Events Tab

  • To add events and connect them to an existing scheduled activity, navigate to the Events tab in the expanded admin panel. Click New Event to begin.

Add Events to Scheduled Activities

  • To add events to an existing scheduled activity, simply access the scheduled activity and navigate to the Events tab.  Click New Event to begin.

Note: Convert an existing activity into a scheduled activity - and gain access to the Events tab - by enabling Allow Events in an activity's Properties (Collections excluded).

Add Event Information


ACTIVITY

  • When adding events to a new or existing scheduled activity:
    • this field is pre-filled with a link to that activity's properties.
  • When adding events via the Events tab:
    • this field requires you to select a scheduled activity from a drop-down menu.

START TIME

  • Set a date and time for your Event using built-in Calendar and Time fields, including setting a Time Zone.

DURATION

  • Sets the length of your event using the hour(s) or minute(s) field

REPEAT

  • Create daily, weekly, or monthly repeating events with the following options:
    • If daily, enter how many days the event repeats for (from 1 to 14), and what date it ends on
    • If weekly, enter how many weeks the event repeats for (from 1 to 14), on which day(s) it occurs on, and what date it ends on.
    • If monthly, enter how many months that event repeats for (from 1 to 14), whether to repeat by a certain day of the month (e.g., the 15th) or by day (e.g., Third Monday), and what date it ends on

MEETING INFORMATION

  • Control the Event information provided to learners; including fields for event name, location, format and other important details.
    • Name - Enter/edit the name of the event
    • Type - Select the meeting type. Default is Physical - if you have set up a web conference integration, you'll see those options:
  • Physical Meeting Fields

    • City - Enter/edit the name of the city hosting the event
    • Location - Enter/edit the location of the event
    • URL - Enter the launch URL for an online event
    • Instructor - Enter/edit an Instructor(s) name
    • Details - Enter/edit any details related to the event
    • Restrict Join access up to 30 minutes before start - checking this box will prevent learners from seeing a Join button on the event page until 30 minutes before the start time of the event
  • Web Conference Fields (i.e. AdobeConnect, Webex)

    • Meeting URL - enter the join URL for the web conference
    • Instructor - Enter/edit an Instructor(s) name
    • Details - Enter/edit any details related to the event
    • Restrict Join access up to 30 minutes before start - enabling this setting hides the Join Web Conference link on the event page until 30 minutes prior to the event start.

Assign Event Facilitators


Click the Add Facilitator button to search for and assign a user as a Facilitator for the Event. - You can add one or more Facilitators to any event. Facilitators can also be added after an event is saved and created.

Once added, Facilitators can:

Administer event enrollments
Send ad hoc letters and calendar invites to learners
Approve/deny waitlist requests from learners
Evaluate instructor graded assessments related to the event
Evaluate event participants

Save Your Event


After you've added your Event information and Facilitators, you're ready to save your event. Click Save and Schedule Another to begin adding a new event or Save & Continue to save the current event and access Event Properties.

Manage Event Properties


The Properties page is mission control for each event:

EVENT PROPERTIES

  • Activity - gives you a direct link to the Scheduled Activity connected to the event.
  • Status - controls if the event is Open or Closed to enrollment, or if the event needs to be Canceled.
  • Code - a unique identifier you can assign to events for identification and reporting purposes.

EVENT SCHEDULE

  • Dates - sometimes you may need to schedule an individual event for multiple dates. Clicking the Add a new date link lets you add dates to the event's main date. The event's main date will always be the oldest date, meaning:
    • You can't add an additional dates older than the main date
    • You can't edit additional dates to be older than the main date
    • You can't edit the event's main date to no longer be the oldest date

LETTER PROPERTIES

  • Letter Triggers - automate email communication for event details, enrollments, and reminders.
  • Reply-to Address - set a custom reply-to address for letters connected to the event. If blank, the account's default reply-to address is used.

RESOURCES

  • Resources - upload files or add linked resources for event attendees.

CATALOG PROPERTIES

Catalog Properties control the availability and accessibility of events to learners. Here's a breakdown of the Catalog Properties for events:

  • Display - control the inclusion of the event in your catalog - giving learners the ability to enroll themselves in the event.

NoteDisplay must also be enabled in the Properties of the scheduled activity connected to the event for an event to be visible to learners

  • Authorization - Determines if a learner's enrollment requires administrator/facilitator approval.
  • Max Participants - set the maximum number of learners able to enroll in the event.

  • Don't allow admin invitations... - check this box to prevent admin from enrolling learners into the event once the max participant count has been reached. Admins must have access to increase the Max Participant count in order to enroll learners.

  • Waitlist

    • Include waitlist... - checking this box will enable a waitlist for the event. Any learner trying to enroll in the event will be added to the waitlist if the max participant count has been reached.
    • Max waitlist spots - enter the maximum number of learners who can be added to the waitlist. If no number is entered, the waitlist will have no limit.
    • Accept requests automatically... - Check this box to allow the platform to automatically process waitlist requests when a space opens up. If not enabled, an admin must manually approve/sdeny waitlist requests via the Requests page accessible in admin view.
  • Restrictions - controls enrollment access by restricting the event to learners within the groups you specify. By default, an event inherits the group restrictions of the scheduled activity to which it is connected.

Click the Save Changes button any time you edit Properties.


Administration Properties

Connect learners directly to the event with an Enrollment URL and manage admin and facilitator access within an event's Administration Properties.

  • Enrollment URL - a platform-generated URL that automatically enrolls active users into the event when they follow the link. Enrollment URLs can be regenerated or deactivated - as needed.
  • Restricted Admin - assign a restricted admin or a group of restricted admin access to edit, update, and manage an event and event information.
  • Facilitators - Add or remove event facilitators as needed. An event facilitators is a student user assigned to administer events.